Resource Center Overview

  • Updated

Invite new users to your OnePlan environment, and manage your pool of resources and teams using the Resource Center.

Watch the Resource Center Overview Video

The following video provides a walk through on the OnePlan Resource Center, as well as how to add resources to OnePlan.

Add Users to OnePlan

This article explains how to add users/resources to your OnePlan environment.

Create Named Resources

With Office365 Strict Authentication

If you are adding a new user who is part of your Entra/Office 365 tenant, and your organization has Office365 Authentication enabled, follow these instructions.

  1. Go to the Resource Center.

  2. Click Add Resource. The Add Resource form will open.

  3. Complete the Add Resource form.

    • Generic: Leave the check box unchecked if the resource is a named user.

    • User: Begin typing the name of the user. The available names will authenticate based on user accounts in your Azure/Office365 tenant. Select the user name.

    • Quantity: 1 signifies 1 FTE, or one full-time resource. Full-time is all working hours based on the Calendar settings. 0.5 would signify a part-time resource who is available 1/2 time. This affects the resource's capacity.

    • Group: Select the appropriate Enterprise Security Group for this new user. Out of the box, OnePlan comes with the following Enterprise Security Groups, with the following permissions:

      • None: Does not have access to OnePlan

      • Team Member: Can view and edit plans or tasks assigned to them

      • Contributor: Can create, view, and edit their own plans

      • Executive: Can view all plans (and content for those plans)

      • Manager: Can view and edit all plans (and content for those plans)

      • Owner: Can view and edit all plans (and content for those plans); can modify OnePlan configuration (Admin)

    • Business Unit: Select the business unit. Available business unit choices are configured on the Fields page, in the section for resource-level fields.

    • Role: Select primary role. Available role choices are configured on the Fields page, in the section for resource-level fields.

    • Manager: Begin typing the name of the manager for this user. Select the desired name.

    • Timesheet Administrator: (This field only shows when the Timesheet App has been added). Select this check box if this user is a timesheet administrator.

    • Timesheet Manager: (This field only shows when the Timesheet App has been added). Begin typing the name of the timesheet manager for this user. Select the desired name.

    • Cost: Enter the cost for this user. Cost is what us costs to have the resource on a project.

    • Rate: Enter the rate for this user, if different than the rate associated to this user's role (configured on the Cost Categories page). Rate is the amount that you bill out for the resource.

    • Governance Warnings, Governance Problems, Compliance: These fields are not editable. They are related to Insights, and display the number of governance warnings and problems and a calculated compliance score. Skip.

  4. Click Save. The new user will be available throughout OnePlan. The user will also receive an invitation email from OnePlan informing them that they have been added to the OnePlan group, as well as a link to the group. The user can then use their Office 365 credentials to access OnePlan.

    Note

    Any additional fields that are configured as resource-level fields on the Fields page will show on the Add/Edit Resource forms.

Create_a_User_in_OnePlan_with_Office365_Strict_Authenitcation.png

With Multi-Authentication Enabled and the User is part of your Entra/Office 365 Tenant

Note

Multi-Authentication must be enabled in order to add users with this method. See Enable OnePlan Multi-Authentication for instructions.

If you are adding a new user who is part of your Entra/Office 365 tenant, and your organization has Multi-Authentication enabled, follow these instructions.

  1. Go to the Resource Center.

  2. Click Add Resource. The Add Resource form will open.

  3. Complete the Add Resource form.

    • Click the Entra icon. Search for and select the user you would like to add to OnePlan.

      Click_Entra_Icon.png
      Search_Entra_for_Resource_Form.png

    • Generic: Leave the check box unchecked if the resource is a named user.

    • Quantity: 1 signifies 1 FTE, or one full-time resource. Full-time is all working hours based on the Calendar settings. 0.5 would signify a part-time resource who is available 1/2 time. This affects the resource's capacity.

    • Group: Select the appropriate Enterprise Security Group for this new user. Out of the box, OnePlan comes with the following Enterprise Security Groups, with the following permissions:

      • None: Does not have access to OnePlan

      • Team Member: Can view and edit plans or tasks assigned to them

      • Contributor: Can create, view, and edit their own plans

      • Executive: Can view all plans (and content for those plans)

      • Manager: Can view and edit all plans (and content for those plans)

      • Owner: Can view and edit all plans (and content for those plans); can modify OnePlan configuration (Admin)

    • Business Unit: Select the business unit. Available business unit choices are configured on the Fields page, in the section for resource-level fields.

    • Role: Select primary role. Available role choices are configured on the Fields page, in the section for resource-level fields.

    • Manager: Begin typing the name of the manager for this user. Select the desired name.

    • Timesheet Administrator: (This field only shows when the Timesheet App has been added). Select this check box if this user is a timesheet administrator.

    • Timesheet Manager: (This field only shows when the Timesheet App has been added). Begin typing the name of the timesheet manager for this user. Select the desired name.

    • Cost: Enter the cost for this user. Cost is what us costs to have the resource on a project.

    • Rate: Enter the rate for this user, if different than the rate associated to this user's role (configured on the Cost Categories page). Rate is the amount that you bill out for the resource.

    • Governance Warnings, Governance Problems, Compliance: These fields are not editable. They are related to Insights, and display the number of governance warnings and problems and a calculated compliance score. Skip.

  4. Click Save. The new user will be available throughout OnePlan. The user will also receive an invitation email from OnePlan informing them that they have been added to the OnePlan group, as well as a link to the group. The user can then use their Office 365 credentials to access OnePlan.

    Note

    Any additional fields that are configured as resource-level fields on the Fields page will show on the Add/Edit Resource forms.

Add_a_Resource_to_OnePlan_with_Entra_Icon.png

With Multi-Authentication Enabled and the User is an External Resource (Using an External Email)

Note

Multi-Authentication must be enabled in order to add users with this method. See Enable OnePlan Multi-Authentication for instructions.

If you are adding a new user who is NOT part of your Entra/Office 365 tenant, follow these instructions.

  1. Go to the Resource Center.

  2. Click Add Resource. The Add Resource form will open.

  3. Complete the Add Resource form.

    • Generic: Leave the check box unchecked if the resource is a named user.

    • Display Name: Enter a display name for the user. This will be the name shown in the top right corner of OnePlan, as well as in Resource Plans, Work Plans, etc.

    • Email: Enter the email address for the new user. This will be the email address where this user will receive news and notifications from OnePlan.

    • Quantity: 1 signifies 1 FTE, or one full-time resource. Full-time is all working hours based on the Calendar settings. 0.5 would signify a part-time resource who is available 1/2 time. This affects the resource's capacity.

    • Group: Select the appropriate Enterprise Security Group for this new user. Out of the box, OnePlan comes with the following Enterprise Security Groups, with the following permissions:

      • None: Does not have access to OnePlan

      • Team Member: Can view and edit plans or tasks assigned to them

      • Contributor: Can create, view, and edit their own plans

      • Executive: Can view all plans (and content for those plans)

      • Manager: Can view and edit all plans (and content for those plans)

      • Owner: Can view and edit all plans (and content for those plans); can modify OnePlan configuration (Admin)

    • Business Unit: Select the business unit. Available business unit choices are configured on the Fields page, in the section for resource-level fields.

    • Role: Select primary role. Available role choices are configured on the Fields page, in the section for resource-level fields.

    • Manager: Begin typing the name of the manager for this user. Select the desired name.

    • Timesheet Administrator: (This field only shows when the Timesheet App has been added). Select this check box if this user is a timesheet administrator.

    • Timesheet Manager: (This field only shows when the Timesheet App has been added). Begin typing the name of the timesheet manager for this user. Select the desired name.

    • Cost: Enter the cost for this user. Cost is what us costs to have the resource on a project.

    • Rate: Enter the rate for this user, if different than the rate associated to this user's role (configured on the Cost Categories page). Rate is the amount that you bill out for the resource.

    • Governance Warnings, Governance Problems, Compliance: These fields are not editable. They are related to Insights, and display the number of governance warnings and problems and a calculated compliance score. Skip.

  4. Click Save. The new user will be sent a link in their email to finish setting up their OnePlan account. See Create a OnePlan Account for instructions.

    Note

    Any additional fields that are configured as resource-level fields on the Fields page will show on the Add/Edit Resource forms.

Add_a_Resource_to_OnePlan_with_Entra_Icon.png

Create Generic Resources

  1. Go to the Resource Center.

  2. Click Add Resource. The Add Resource form will open.

  3. Complete the Add Resource form.

    • Generic: Select the check box if the resource is generic.

    • Display Name: Enter the generic resource name. Typically, this is something like a role name or something similar.

    • Quantity: 1 signifies 1 FTE, or one full time resource. Full time is all working hours based on the Calendar settings. 0.5 would signify a part time resource who is available 1/2 time. This affects the resource's capacity.

    • Business Unit: Select a business unit from the dropdown. Available business unit choices are configured on the Fields page, in the section for resource-level fields.

    • Role: Select a primary role from the dropdown. Available role choices are configured on the Fields page, in the section for resource-level fields.

    • Cost: Enter the cost for this user. Cost is what us costs to have the resource on a project.

    • Rate: Enter the rate for this generic resource, if different than the rate associated to this generic resource's role (configured on Cost Categories page, see How do I manage Cost Categories?) . Rate is the amount that you bill out for the resource.

    • Manager, Timesheet Administrator, Timesheet Manager, Governance Warnings, Governance Problems, Compliance: These fields are not applicable for generic resources. Skip.

  4. Click Save. The new generic resource will be available throughout OnePlan.

Create_a_Generic_Resource_in_OnePlan.png

Create and Manage Teams in the Resource Center

This article explains how to create and manage teams of resources from the OnePlan Resource Center.

You can create teams of resources to represent departments, divisions, groups, scrum teams, etc.

Teams is a powerful feature in OnePlan that allows you to manage groups of resources easily. In OnePlan, you can easily assign entire teams of resources to tasks in your work plan, and use teams for resource planning rather than individual resources.

Note

Only users with 'Manage Resources' permissions can view the Teams tab in the Resource Center. The tab will be hidden from all other users.

Create a New Team

To create a new team of resources:

  1. Go to the Resource Center.

  2. Click on the Teams tab. Here you will see a list of all your existing teams (if available).

    OCT_23_Go_to_Teams_Tab_in_Resource_Center.png

  3. Click on the Add Team icon. The Create Team form will open.

    DEC_23_Click_Add_Team_Button.png

  4. Complete the General tab of the Create Team form. This is where you will enter general information about the team, including the team Name, a Description for the team, and, if desired, you can select the team's Manager.

    DEC_23_Complete_General_Tab_Team.png

    Important

    Team Managers work just like regular Managers in OnePlan. If you assign the team to tasks, that team's manager will get the allocation information. If you just assign an individual resource, that resource's manager will get the allocation information.

  5. Click on the Members tab. Here you can search for and add resources to your team. To add a resource to the team, click into the search field and begin to type the resource's name. After you enter a couple of letters into the search field, resources will appear in search results. Select the desired resource, and they will be added to the team.

    Note

    The resources need to be active resources in the Resource Center to be added to a team.

    DEC_23_Add_Team_Members_in_Members_Tab.png

  6. (Optional) Update the resource's allocation to the team. You can set how much of a resource's time is going to be allocated to this particular team. In this example, you can see that Gavin Belson has been allocated 50% to Team Three. To update a resource's allocation, click into the Allocation field for the desired resource, then enter the allocation % into the field.

    DEC_23_Update_Member_Allocation_to_Team.png

  7. Click Create to create your team. The team will now be available for use across OnePlan.

    DEC_23_Click_Create_to_Create_Team.png
    DEC_23_Team_is_Created.png

Edit a Team

After you create your teams of resources, you will likely need to add or remove members, update the team names, etc. To edit a team:

  1. Click the Edit icon next to the desired team. The Edit Team form will open.

    OCT_23_Click_Edit_Icon_to_Edit_Team.png

  2. In the General tab of the Edit Team form, you can update the team Name, Description, or Manager.

  3. Click the Members tab. Here you can add or remove resources from the team.

    1. To add a new resource to the team, click into the search field and begin to type the resource's name. After you enter a couple of letters into the search field, resources will appear in search results. Select the desired resource, and they will be added to the team.

      DEC_23_Add_another_resource_to_team.png

    2. To remove a resource from the team, check the check box next to the desired resource(s). Then click the Delete icon at the top of the form.

      Note

      You can bulk remove resources from a team by selecting multiple resources and clicking Delete.

      DEC_23_Remove_Resource_from_Team.png

  4. Once all of your updates are complete, click Save.

    DEC_23_Click_Save_on_Team_Edit.png

Delete a Team

To delete a team, click the Delete icon next to the desired team. The team will be removed from the Resource Center.

OCT_23_Click_Delete_to_Delete_Team.png
OCT_23_Team_Deleted.png

Related Resources

For more information on the OnePlan Resource Center, check out the following resources:

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