Setting Up Access to Resource Planning
In most cases, the settings you select for a security role on the Roles form control the access to the Resource Planning module for users assigned that security role.
Access to Menu Options
- Resource management: Select Resource Management in the menu option structure to grant access to all resource management applications (Resource View, Project View, and so on), or expand Resource Management to grant access to some but not all of those applications.
- Project planning: Select to grant access to the Projects hub.
- Opportunity planning: Select to grant access to the Opportunities hub.
Access to Project Planning Tabs
Use the Access Rights tab of the Roles form to select the project planning tabs that are available to a role in the Projects hub.
Select Application Tabs in Functional Area and Project Plans in Application, and select the tabs that you want the role to have access to when working with project plans. If no tabs are selected, the Plan mode in the Projects hub is not available to users with that role.
Access to Types of Records
- Employee resource assignments: In Access next to Employee Assignment, indicate whether or not the role can add employee resource assignments. To restrict the employees for whom the role can view or update assignments, click in Record Level View or Record Level Update and select the employees.
- Generic resource assignments: In Access next to Generic Assignment, indicate whether or not the role can add generic resource assignments. To restrict the generic resources for which the role can view or update assignments, click in Record Level View or Record Level Update and select the generic resources.
- Project plans: In Access next to Project Plans, indicate the level of access the role has to project plans (Full, Add/Modify, and so on). (This setting is only available if you gave the role access to at least one of the following on the General tab of the Roles form: Projects hub, Resource View, or Project View.) To restrict the projects for which the role can view or update plans, go to the Projects row in the grid, and click in Record Level View or Record Level Update and select the projects. Note that a role must have access to the Projects hub in order to have access to project plans. However, you can grant more access to plans than you do to other project information. For example, you could give a role Read Only access to projects but give Full access to project plans.
- Opportunity plans: In Access next to Opportunity Plans, indicate the level of access the role has to opportunity plans (Full, Add/Modify, and so on). (This setting is only available if you gave the role access to at least one of the following on the General tab of the Roles form: Opportunities hub, Resource View, or Project View.) Note that the level of access for opportunity plans can be different than the level of access for records in the Opportunities hub. To restrict the opportunities for which the role can view or update plans, go to the Opportunities row in the grid, and click in Record Level View or Record Level Update and select the opportunities.
- If the Resource Planning module is activated but the Accounting module is not activated, users can enter contract fee amounts on the Contract tab in the Projects hub in the browser application. To do so, their security role must have modify rights to projects and must also have record-level update access to the work breakdown structure (WBS) elements for which they want to enter fee amounts,
Access to Resource Management Reports
When you specify the employee resource assignments and generic resource assignments that a role can view in Resource View, as described above, that also determines the resource assignments that the role can view on Resources reports.
When you specify the projects for which a role can view plan information in the Projects hub and in Project View, that also determines the project plans that the role can view on Projects reports.
Access to Planning Reports
Use the Access Rights tab of the Roles form to select the planning reports that are available to a role in Reporting.
Select Reports in Functional Area and Resource Planning in Report Type, and select the planning reports that you want the role to have access to.
Access to Resource Planning Settings
Use the menu access options on the General tab of the Roles form to select the Settings menu options that are available to a role. Expand Settings in the menu option structure, and select Resource Planning to grant access to all resource planning settings applications, or expand Resource Planning to grant access to some but not all of those applications.
A user who has access to a settings application has full access. For example, you cannot allow them to view the settings but prevent them from changing them.
Other Access Options
The following are other settings on the Roles form that apply to Resource Planning users:
- Labor Cost Rates/Amounts: This option controls the extent to which users can view cost rates and amounts in project plans.
- Allow Changes to Baseline: Allow users to save revised baseline versions. Does not apply to saving the original baseline for a plan, only to replacing the original version with an updated one.
- Allow Changes to Budget Type: Allow users to select a different budget type (Cost, Billing, or Cost and Billing) in the Plan Settings dialog box.
- Allow Changes to Rate/Method Tables: Allow users to change the rate calculation methods and rate tables that are used to calculate planned amounts.
- Allow Changes to Overhead %: Allow users to change the percentage of overhead to be applied to the planned labor cost.
- Allow Changes to Hard Book Planned Hours: Allow users to mark resource assignments as hard booked. This option is only available if DPS is set up to use soft and hard booking for assignments.
Additional Notes
- If a user's security role does not give him or her access to a project, the user cannot view that project's plan in the Projects hub or in Project View. However, if that the user does have access in Resource View to employees and generic resources that are assigned to that project, she can view those assignments in Resource View. Without update access to the project, however, she cannot use Resource View to make changes to those assignments or to add new assignments for that project. This applies to an opportunity plan also if the user's role does not grant them access to an opportunity.
- If you grant record-level access to projects based on data for a lower level of the work breakdown structure (WBS), users with that role have access to all levels of the project plans. For example, if record-level access gives access to projects for which the user is the project manager at the phase level, users with access to project plans have access to all levels of the plans for the selected projects, not just to the parts of the plans for their phase.
- If you grant record-level access to opportunities based on opportunity project manager or organization, users with that role only have access to opportunity plans if they meet the criteria at the top level of the plan structure. For example, if record-level access to opportunities is to those for which the user is the project manager, a user who is designated as the project manager at the second level of a plan structure but not at the top level will have no access to that plan.