PeopleSoft Resource Management 9.1 PeopleBook

Enabling Resource Schedules

This chapter provides an overview of resource schedules and discusses how to:

Define task categories and map to time reporting codes (TRCs).
Define holidays on resource schedules.

Understanding Resource Schedules

PeopleSoft Resource Management provides a schedule to manage each resource's monthly, weekly, and daily commitments. The system creates a schedule for each employee or non-employee that you establish as a resource in the Financials database. The resource, resource manager, or practice manager can modify the schedule, which is updated automatically with the resource's assignment tasks. Information that is stored on a resource's schedule is used to determine the resource's availability factor, which the system evaluates when it searches for resources to fulfill assignments.

This section discusses:

Task categories.
TRCs.
Holidays.

Task Categories

In PeopleSoft Financials, a task is the equivalent of a schedule entry, such as an appointment or assignment. Resource tasks are managed with a set of predefined task categories that are delivered with PeopleSoft Resource Management, and user-definable categories that are available for tasks that are specific to the organization. There are two main types of task categories: assignment task categories, such as billable external and nonbillable internal, and appointment task categories, such as meeting and holiday.

Every entry on a resource's schedule must be associated with a task category. Task categories are used to distinguish between different types of tasks on a resource's schedule, for both informational purposes and in the Resource Matching Availability factor fit score calculation. Each task category is assigned a flexibility percentage, which is used in Resource Matching to identify how easily a task in that category can be rescheduled. Tasks that are in a category with a high flexibility percentage are considered more likely to be rescheduled. Resources with high flexibility tasks on their schedules are considered to be more available than resources with low flexibility tasks.

Note. Tasks in PeopleSoft are not the same as tasks that appear on a task pad or to-do list, such as those offered by Microsoft Outlook and other calendar management tools.

The assignment process adds assignment tasks with a status of reserved, pending approval, and assigned to the schedule. For assignment task categories, the basic flexibility percentage that you assign applies to assignments with a status of pending approval or assigned. You can also indicate a reserved status flexibility for assignment task categories, which assigns a different—usually higher—flexibility for assignment tasks that are in that category with a status of reserved. For example, if the basic flexibility percentage for the task category of billable external is zero percent, the reserved flexibility percentage of the billable external task category can be set to 50 percent.

The following table identifies:

Each delivered task category and description.
The basic (default) flexibility percentage.
The flexibility percentage for the task category with a reserved assignment status.
Whether the task category is available for an assignment (Y) or an appointment (N).

Task Category	Description	Basic (Default) Flexibility	Reserved Status Flexibility	Assignment
BE	Billable External	0.00	0.50	Y
BI	Billable Internal	0.25	0.75	Y
CORPORATE	Corporate Event	0.00	0.00	N
EDUCATION	Education - College/Univ	0.25	0.25	N
HOLIDAY	Company Holiday	0.00	0.00	N
LEAVE	Planned Leave	0.00	0.00	N
MEETING	Meeting	0.50	0.50	N
NE	Nonbillable External	0.25	0.75	Y
NI	Nonbillable Internal	0.50	1.00	Y
PERSONAL TIME	Personal Time Off	0.50	0.50	N
SCHEDULED HOLIDAY	Scheduled Holiday	0.00 if Do not Schedule Assignments on Holidays is selected on the Installation Options - Resource Management page. 1.00 if Do not Schedule Assignments on Holidays is not selected on the Installation Options - Resource Management page.	0.00 if Do not Schedule Assignments on Holidays is selected on the Installation Options - Resource Management page. 1.00 if Do not Schedule Assignments on Holidays is not selected on the Installation Options - Resource Management page.	N
TRAINING	Corporate Training	0.75	0.75	N
VACATION	Vacation	1.00	1.00	N

For each delivered task category, you can modify the default flexibility percentage and change the type value to Y (assignment) or N (appointment), with the exception of the Scheduled Holiday task category. The default flexibility percentage for the Scheduled Holiday task category is editable only when the Do not Schedule Assignments on Holidays option is not selected on the Installation Options - Resource Management page. The Do not Schedule Assignments on Holidays option appears on the Installation Options - Resource Management page only if PeopleSoft Program Management is not installed.

For assignment task categories, you can also modify the reserved status flexibility percentages.

You can create additional task categories for appointment types or assignment types. You can rename any task category that you create; however, you cannot rename the delivered task categories. Two task categories, OTHER and OTHER2, are delivered as examples.

Time Reporting Codes

You must map task categories to TRCs for nonassignment time if you use the Services Forecasting feature that is available with PeopleSoft Program Management. A TRC represents an incident of time and defines its type, units, currency, and other attributes. When the forecast collection tool in Services Forecasting extracts data from the PeopleSoft Resource Management resource schedules to load resource forecasts, the tool loads nonassignment hours based upon a task category's mapping to a TRC. The tool does not load nonassignment time into a resource forecast for which no mapping exists.

Holidays

Holidays that are observed in the workplace impact availability, and holiday schedules can differ from country to country. In PeopleSoft Financials, you can recognize scheduled holidays on resource schedules.

Like other tasks, holiday tasks must be associated with a task category. Using the Scheduled Holiday task category enables you to manage flexibility during the holiday and supports reporting capabilities. For example, you can select a holiday task category to include holidays in utilization ratio calculations on the Scheduled Utilization report.

When you implement PeopleSoft Resource Management, all of the resource schedules are empty. The schedules reside in the Schedule Tasks record (RS_SCHED_TASK), which is delivered without data. When you start using PeopleSoft Resource Management, Resource Matching determines each eligible resource's availability to fulfill each open service order. The system calculates availability by analyzing the flexibility of each task on a resource's schedule and the portion of the resource's available work time that is assigned to tasks.

The holidays that each employee is entitled to observe reside in the Holiday Dates record (HOLIDAY_DATE), which is populated on the Holiday Schedule page during installation. If you integrate with PeopleSoft Human Resources Management (PeopleSoft HRMS), holidays may be created in that system based on your setup. During installation you initiate the Holiday Load Application Engine process (RS_HOLIDAY) to insert holidays into each resource's schedule. This process inserts into the resource's schedule all of the holidays that are associated with the holiday schedule that is specified on the resource's current data row on the Job record (JOB) in the employee source database. The process inserts a task with a task category of SCHEDULED_HOLIDAY for every holiday.

Scheduling Assignments on Holidays

If you use PeopleSoft Resource Management without PeopleSoft Program Management, at implementation you can enable the system to schedule assignments on every working day within an assignment date range, including resource holidays. Alternatively, if you select the installation option to exclude holidays from resource assignments, and the resource has tasks with a Scheduled Holiday task category within the date range of an assignment, the system does not schedule the assignment on those dates on the resource's calendar.

Tasks with a Scheduled Holiday task category are loaded into resource calendars either by the Holiday Load process, or by manually creating an appointment with a Scheduled Holiday task category. If you select the Do not schedule assignments on Holidays option on the Installation Options - Resource Management page, the system does not schedule assignments on top of tasks that have a Scheduled Holiday task category.

Note. The system does not treat the Company Holiday (HOLIDAY) task category the same as the Scheduled Holiday task category. You can create appointments with a Company Holiday task category; however, the system does not recognize them as scheduled holidays during assignment creation.

PeopleSoft delivers the Scheduled Holiday task category with the PeopleSoft Resource Management system. You cannot change these fields on the Scheduled Holiday task category:

Task Category
Task Description
Use for Assignment
Comments

The Flexibility field is editable in certain circumstances based on the following table:

PeopleSoft Program Management Installed	Do not schedule assignments on Holidays installation option is selected	Default Flexibility Value	Flexibility Value Editable
No	Yes	0.00	No
No	No	1.00	Yes
Yes	Option not available	0.00	No

Note. If PeopleSoft Program Management is installed, the system always skips holidays when creating PeopleSoft Resource Management assignments.

See Defining Resource Management Installation Options.

Defining Task Categories and Mapping to TRCs

To define task categories and map to TRCs, use the Task Type component (RS_TASK_TYPE).

This section discusses how to create or update task categories and map to TRCs.

Page Used to Define Task Categories and Map to TRCs

Page Name	Definition Name	Navigation	Usage
Task Categories	RS_TASK_TYPE	Set Up Financials/Supply Chain, Product Related, Resource Management, Calendar, Setup Task Categories	Create or update task categories, map task categories to TRCs, view and modify the values for delivered task categories. Rename and modify user-defined task categories or the delivered PeopleSoft OTHER and OTHER2 task categories.

Creating or Updating Task Categories and Mapping to TRCs

Access the Task Categories page (Set Up Financials/Supply Chain, Product Related, Resource Management, Calendar, Setup Task Categories).

Note. You can map task categories to TRCs if you use the Services Forecasting feature that is available with PeopleSoft Program Management.

Resource Schedule Categories

Task Description and Comments	Enter or modify information for task categories that you create, modify information for OTHER or OTHER2 task categories, or view PeopleSoft task category information.
Use for Assignment	Select this check box to make the task category available for assignments; deselect it to make the task category available for appointments.
Flexibility	Enter the percentage that represents flexibility of tasks in this category. For assignment type tasks, this applies to the Assigned or Pending Approval status. The higher the value, the more flexible the task. Tasks that are in a category with a high flexibility percentage are considered more likely to be rescheduled.
Reserved Status Flexibility	For assignment type tasks, enter the percentage that represents the flexibility of the task in this category with a status of Reserved. The higher the value, the more flexible the task. This field is available when you select the Use for Assignment check box. Note. This field only displays if the Use for Assignment check box is selected. If you select this check box, you must then save the page in order for the Reserved Status Flexibility field to display.

Map Time Reporting Codes

This group box appears if you use the Services Forecasting feature that is available with PeopleSoft Program Management.

SetID	Enter the setID for this task category. The system uses the setID according to the resource's general ledger business unit to determine which task-category-and-TRC map to follow. This field is required if you want to map the task category to a TRC for use in the Services Forecasting feature in PeopleSoft Program Management.
Time Reporting Code	Enter the TRC for this task category. For each category, enter only one TRC per setID. This field is required if you want to map the task category to a TRC for use in the Services Forecasting feature in PeopleSoft Program Management.

Defining Holidays on Resource Schedules

This section lists a prerequisite and discusses how to:

Load holidays on all resource schedules.
Load holidays on individual resource schedules.

Prerequisite

Before running the Holiday Load process, you must establish at least one holiday for every Holiday Schedule (HOLIDAY_SCHEDULE) that is assigned to eligible resources (employees and non-employees), and every resource must be assigned a holiday schedule on the Job record (JOB).

Pages Used to Define Holidays on Resource Schedules

Page Name	Definition Name	Navigation	Usage
Load Holidays	RUN_RS_HOLIDAY	Set Up Financials/Supply Chain, Common Definitions, Resources Data, Load Holidays	Load or update holidays on all resource schedules.
Monthly Schedule	RS_SCHED_MONTH	Resource Management, Maintain Schedules, Monthly Schedules, Monthly Schedule Resource Management, Maintain Schedules, My Monthly Schedule, Monthly Schedule	Load holidays on individual resource schedules.

Loading Holidays on all Resource Schedules

Access the Load Holidays page (Set Up Financials/Supply Chain, Common Definitions, Resources Data, Load Holidays).

The duration of each holiday that is added to resource schedules is specified in the appropriate holiday calendar. If the calendar does not specify the duration, the holiday hours are based on the calendar options that are defined on the Holiday Hours From field on the Resource Setup-Common Installation Options page.

See Setting Up Resources.

The Holiday Load process associates the SCHEDULED_HOLIDAY task category with all holidays on the holiday schedule that is defined on the Holiday Schedule Table component (RS_CM_HOLIDAY_CMPT).

Note. If PeopleSoft Program Management is installed, or the Do not schedule assignments on Holidays option is selected on the Installation Options - Resource Management page, the system does not schedule resource assignments during a holiday that has a Scheduled Holiday task category.

Refreshing Holidays

If you integrate with PeopleSoft Human Resources Management (PeopleSoft HRMS), you must run the Holiday Load process at installation and when you add a new year to the holiday schedule. For other routine changes, application messages are used to monitor changes to the holiday schedule in the employee source database (HRMS).

If you do not integrate with PeopleSoft HRMS, you must run the Holiday Load process when you:

Install PeopleSoft Resource Management.
Change, add or delete one or more holidays on the holiday schedule.
Add a new year of holidays to the holiday schedule.
Change the Do not schedule assignments on Holidays option on the Installation Options - Resource Management page.

The Holiday Load process applies changes to a resource schedule if the resource's holiday schedule is affected.

Updating Holidays on Individual Resource Schedules

Access the Monthly Schedule page (Resource Management, Maintain Schedules, My Monthly Schedule, Monthly Schedule).

Click theUpdate Employee's Holidays button to run the Holiday Load process and update the holidays on this individual's resource schedule.