l i see we have total 61 attendees uh considering our time I think we should kick off yeah we are good to start yeah thanks everybody for joining I see a lot of people from us see people from uh France Amsterdam India great great audience so thanks for joining us again welcome to capacity planning workshop so let's pick this out uh okay uh yes before before we go ahead I want to share some uh feke keeping uh we have time for Q&A after we do the presentation we save some times to talk about some maybe outstanding questions but please feel free to raise your questions use the Q&A option on the meeting and uh our team our colleagues will be replying to your questions as we go but again at the end we open some time for open questions as well uh this session is recorded uh it's been recorded and will be shared in the community uh in Serv now community and I'm sure my colleagues will share with you the link as well on shot that Community page um so you can review that later on as well and after the session receive a quick survey that we really appreciate if you can spend a few seconds to reply as that will help us to improve our Workshops the next workshops so really appreciate if you can uh just provide what you thought about our Workshop today great so going forward I want to share this slide as well if you scan this code here that you take you to our service now events there are events from other products but you'll find there as well the SPN events so we do events like this one and ERS there are more coming we have another one uh this week about 8m the Enterprise architecture workspace and others to be to come as well to the end of the year and more to come next year so please please stay tuned this on this page as we include more events there and the link will be shared as well if you are not able to scan uh the code right with that said um I need to share the Safe Harbor notes here because as we go we are going to talk about capabilities and functional available right now but also we'll probably share some information about looking forward statement what's coming what's planed right so that's how as it's planed that may change because things can change and so on right so yeah you you know this very well probably but just keep in mind when you talk about forward uh functionalities right this with that said the first slides finally this is the agenda we have a quick introduction uh we have some questions for you on the poll to understand where you are on those topics uh then you have some discussion and sharing conceptual overview about Capac planning uh then after you go to the setup guide showing you what you need to set up to make Capac planning available for you and you have a demonstrations at as well and as we said we have the Q&A at the end so we can discuss any other open points great so that said now this introduction I'm talking about you don't know my name probably I'm Louisa tide on the left here I'm Pro success architect for strategic portfolio management or SPN you like in servicing now and I'm Bas in London UK I have I have been service now for around four years years I joined as part of the expert service team doing SPM implementation helping customers to implement uh SPM and for the last two years I'm in the product success team helping customers to leverage new capabilities uh get the most value of our products with these workshops sharing best sprads as well and I want to introduce my colleague Rob as well Rob want you introduce yourself thanks very much Lis yeah my name is Rob Erikson based out of uh Minneapolis uh Minnesota in the US I've actually been with service now for about nine years in a multitude of roles almost all supporting SPM I started in our customer outcomes team doing implementations uh for the past few years I was working uh as a product manager supporting our SPM sales team and building demo content and then uh about a month ago I joined our product success team as a principal product success manager great thanks Rob oh let's go yeah right so the challenge yeah at the end of this Workshop uh we believe you'll be able to understand how we start the PF to adopt capacity planning and leverage that process on your organization as we go and we'll talk about what the capabilities available uh capacity planning uh to compare understand your demand and Supply gaps your constraints what's the setop that required the pre requirements the definition you need to do the roles that you need and then leverage capacity planning with other capabilities to you know prioritize your work against your resource constraints understand how to use the capability as well so as we go through the presentation today as we show the agenda we believe you have that visibility and then you'll be able to go with more understanding and start the path to adopt capacity planning hopefully shortly right so the questions we need we have for you have some some three questions three post for you and my colleague is going to start that uh first one how do you do Capac planning so be great if um you can reply if you are not doing at all kach planning if you do somehow outside servicing now or if you are already doing capacity planning in service now today yeah it' be great to understand where you are so we got uh yeah 50 53 people answered wait a few more seconds I's see we have that number going up last chance right I think we are good uh Shiva if you can stop that P so I bring I bring the result result here we are right so we have 30% not doing at all 41 outside serviceing now and 29 in serviceing now great that's nice to know thank you very much then we have the next one next one is have you already started using resource assignment functionality and if you don't know what that that means then probably answer is no and our colleague is going to share later on a link to another Workshop about this uh functionality resarch assignment that we had a couple of weeks ago so yeah please uh help us to understand where you are and you understand why we are asking that in few slides because resource assignment is important as part of capacity planning right more to come great few more seconds less chance to answer and good I think we are good right so here we go so we have 50% is not using resar assignment 28 plent to use that's great and we have 22 using great I want to know more about quite a few uh that are already using that's great yeah it' be nice to keep in touch at some points understand you know feedbacks about these but that's another conversation we may uh stay in touch after yeah great so next one and last one so that's the last one have you already started using portfolio planning or strategic planning workspace let's see if I get a good number as well right few more seconds last chance all right I think we are good to stop this one and here we are so we have 20% no 48 48 planning to use that's great and 32% using that's great as well either using or planning to use that's yeah it's a good number right maybe maybe we can convince that other 20% at some point I hope after this meeting more people go to plany to use as well right right yeah thanks very much everybody to sharing your situation and your plans as well so let's keep it going to the conceptual overview of Capac planning so I want to share some slides to give you this overview uh you probably know I'm going to talk about because you know what's capacity planning is basically you have your supplier for work so you have your people uh available to work so your Supply right based on groups they organizing groups they have some roles or other things they have their work schedule some people work eight hours per day other people work a part time and with that you have you know how many employees I have available to basically work and deliver the work that's on the right side of these butons here right I have my demands I have people request for work that requires some kind of rols skills groups or people to deliver that work and what's the amount of efforts to deliv that you work for a specific period in prioritization so capacity planning is really put those things together analyze those things together to this to understand first and then make decision right do I have the capacity to deliver that Demand right based on what they requiring if not what should I do should I shift the work to maybe deliver things later on change my priority based on those needs and my capacity and make decisions for now on the future so capacity plan is one more uh perspective to Define okay what type of work I can deliver uh and if I have people or should I do something else should I hire more people should I have contractors to support supp me in the next months or so so those things together uh we provide you this visibility to make decisions on this Dimension as well together with the other dimensions on your portfolio uh planning right as Investments strategies and other things all together right so then that's what we have on the capacity planning capability right the Capac plan capability really enables you to have this visualization together my resource capacity I have against the demand I have for my portfolio over time right so estimation of supply and demands and with that I can identify what are the risks to not be able to deliver uh that planed work right so the question is really do we have the right number of the right type of people different type could be roles could be groups those things to deliver the plan manage work right so that's what's provid exactly what we had on the last slide uh on the previous slid is what's bringing here and you'll see more how really works during the demo later on I just want to raise one point here that's why you had the question about resource assignment because to be able to use capacity planning you need to adopt resarch assignments not resarch plans right so we have uh these new capability research assignments that's going and replacing the classic experience for research plans and these resarch assignments is the base to be able to have that demand information right for the capacity planning so the demand information for my plan work blage work comes using resarch assignments uh we had a workshop two weeks ago if not wrong and the links here I'm sure my colleagues are going to share the link as well on the chat is recorded in the community so you want to see more details about resarch assignment the user case how that works is all available on that recording as well great so and we are going to mention this again uh as we go uh right so key considerations right normally the personas are product leaders portfol managers a Coes or this just example three persons you could have business stakeholder if they are concerned about capacity as well this capability capacity planning is available for SPM standard and SPM professional customers so if you have SPM standard you can do capacity planning based on demands and projects if you have a Spam professional you can do as well including EPS so aile apps either scr or safe or both so that's the difference between standards and professional is available for both but for professional you can include the agile uh entities as well right right so how to activate as we said and I'm going to show you this the steps as well but again just saying that again Capac plan compatible with resource assignment not resource plans anymore and that's the link again so please if you have the opportunity watch this video the recording talking more about research assignment the project work space but we also mention there uh resar assignments for apps and demands right so more one more information uh this capabilities is available from Utah for demanded projects but if you are professional and you want to leverage for aile as well you need to be on the Vancouver Family release and we have more details about the specific versions on the next slides when you go to to talk about the setup great so keep it going here uh yeah so that said I want to give you more visibility about the functionalities you need to adopt the path to get there to get the result of capacity planning so we have the prequisites here you need to be on the next experience you need to activate the platform next experience to leverage this capability and in order to have resource assignment synchronized to either portfolio planning workspace or strategic planning workspace you need to have the internal synchronization enabled and that's part of the portfolio planning and strategic planning configuration right so you should have that in place to be able to synchronize and then we are going to talk on this in more details we need to Define what we call planning attributes for capacity planning I'm going to explain better what that means on the next slides uh you need to create employee profiles for those users that you're going to use a capacity planning and resource assignment we are going to talk about that as well and then you need to Define you know Associates what are the planning attributes for each of those employees and we are going to show that more so here's more a high level path to get there so first step yes you need to use resource assignments right on projects I'm going use the example of projects here so the project work space do resource assignments on the project level or any level on the tasks and when you include that project in your portfolio plan so we have the portfolio plan in workspace or the Strategic plan workpace you create your portfolio plan and that project is part of your portfolio that's where you start analyzing your portfolio or you can create this and or to be honest you can create resource assignment directly using portfolio workspace portfolio plan workpace and strategic plan workspace so you can open the plany item and do the assignments there as well if it's a project on the project space you have a different experience because you have the H map and on the on the apps or demands normally you can use APW uh spw or PW as we call as well but yeah you need to do the research assignment and again that all workspace Workshop we have more details about how to do this how create resource assignments on projects how to create resource assignments on demands and EPS right next you need to generate the capacity so on the Strategic framework space you go and Define okay I have these attributes either group role and skills or any other attrib Bo that you may have and you need to generate okay service now generate the capacity for this group for me for example for this period of time so that information is available to be used when you are going to the next step that's capacity planning right so you do go to the capacity plan and again you're going to see those uh steps later on uh in in the demo but just show yes you have the resource assignment you generate the capacity for the groups roles or what are using these attributes then when I go to my portfolio say Okay I want to see the capacity for these groups or for these roles whatever is the criteria that you are interested for Your Capacity planning for your portfolio planning with that we'll be able to analyze right compare the supply of those groups roles or skills whatever is the attribute against the demand for the plan it so comparing basically the two side of the point right what my demand and my supplier for my portfolio planning so that's the path so if you are that's why we asked if you are already using resarch assignment so you have done the first step there that's great if you are not please look on that information that Workshop again and start thinking about if you should adopt and then that's why we ask as well if you are using portfolio planning or strategic planning uh workspace because that's where Capac planning is available as well with those things together you are able to have an analyze include that other dimension your portfolio planning that's capacity plan so then you have prioritization you have road map and then now capacity planning as well to support you your decisions right so I want to go and talk about now uh the planning attributes a little bit on the next slide so what are planning attributes again we have the estimated supply of resource as we have people that are available for my assignments for my planed work and the other side I have the demands right I have my projects requesting for people I have my demands my epics requesting uh people as well those two dimensions and the other dimension is capacity plan so really how we can bring those things together the estimate Supply and the demand of resource to the capacity plan in a way that we can compare each other right how I can compare my Supply my people viability capacity against the demand that's where the planning attributes come to place is a way to have a single a common currence between those two sides how I can aggregate data from both sides and make them make sense together so that's what's the planning attributes and I have example I have example on the next slide so example here I have my employees right I have a lot of people here uh they belong to a group for example have people that belong to credit cards it bank and then those people they have different roles as well so credit card I have people that are designer I have developers and some of those people they have skills right so if you remove the name from this table what you get is okay now I have groups roles and skills and I know now how many people I have for that attributes so when I say group roles and skills that's what we are calling attributes right so I know how many people I have on credit cards that are designer and they have this skill figma and same thing for retail bank and other ones so I can put put those attributes together to understand in details my capacity right and then if I put together the time the timeline then I can know by month by periods so I know my capacity now based on those attributes my case I'm showing here the out of the box attributes group role and skill but you can have another thing like department or country for example so that you help you to understand capacity based on those attributes either using out of the box or additional attributes that make sense for your organization so that's how we connect together demand and Supply right because when I have capacity based on people and the same attributes are used on the resource assignments for demands we can bring those things together right and here's the out of the box as I mentioned before uh you get the those three available for you to use the group role and skill uh and group are based on primary group so the employee profile that we mentioned before and we are going to see how to set this up the employee profile identify okay what's the primary group of a person what's the primary role of a person and the primary skill right why that because you probably know uh a person could belong to could belong to a more than one Resource Group as we have been servicing now right SPN research groups are where I put people to be used resource assign on my resource management process but if they are if they if they belong to several groups to avoid to duplicate the capacity we defining here okay if this person belongs to two or three groups what's the primary group of this person meaning this person capacity will be considered only for this primary group so I don't have duplication right so if Louise belongs to two resource groups I Define the primary group meaning Louise will be considered only as a capacity for his primary group so there's no duplication on capacity planning right so here you go when we put those things together as we said attributes on the left I Define my plany attributes already set up so people they are they have a primary group they have primary role they have skills with that we are able to Define okay what's my capacity right based on those AG those attributes sorry so how we can aggregate information on those attributes the same way on my planning items when I assign someone I assign Louise Louise belongs primary group L has a primary role so we know based on the attributes as well we can aggregate the estimated effort right and with those two side of the coins talking the same language so aggregating data on the same attribute same language we are able to bring that information to the capacity planning there so you can be able to analyze your capacity on those levels on those attributes so we are be able to compare how many people I have available by Group by row skills and how much they are estimated as well and if I have enough right comparing those attributes those levels of capacity and demands right so that's what I want to show about can I uh one thing I just want to mention uh you're going to be going through and demonstrating uh you don't necessarily have to use all of those attributes if your organization does not use those too so Lis is going to be showing how you can enable or disable an attribute uh within an instance so if you're only using group you can do that if you're not using Rolland skill um and he'll also be demonstrating like adding the additional attributes I think you mentioned that and later in the demo I'll be showing you if maybe your organization uses group roll and skill for some areas but not for others there is some flexibility there as well to only use uh certain of those attributes when you're doing your capacity planning yes exactly thanks Rob yeah yes exact so we come with the three of the box you can activate or not or you can includ additional ones so I'm going to the next steps is exctly showing uh how you can do those steps to make a Capac plan to work and one of those steps is about the attributes right so I have I have put this we have put this like flow right because we have the three things together here right we have the resource assignment as we said you need to set up the resarch assignment if you're not using yet if you are using already so as we saw uh some people are already using a resar assignment you probably have done this part and including I believe planning attributes if you are if you are not use you need to go through and Define the research assignment setup uh do the planning attributes the planning attributes support both support research assignments and capacity planning and then once you do the capacity planning you have the set up planning as well already done probably if you start from here and then you can finalize so I'm going to go through each of those right so you don't need to read uh every box on here but just give you some some visibility about okay this those are the steps I need I need to do something for resource assignment I need to do planning attributes and then last part I can do capacity planning because without those two you're not able to have capacity planning at all right so first step let's go to resarch assignment step so we are in the first step here that is upgrad or install if you're not having Project work space yet so first step to be able to use resar assignment for projects you need to upgrade the project space to 4.1.0 or above so I put here a screenshot of the store service now store have the link here with the release so from 4.1.0 you are able to use resarch assignments for projects on the project space but of course we recommend to get the latest one we have a new release that came out last week so yeah please feel free to go to the store see the release notes and see what's new on the new release from last week so that's the first step to every sear assignment then as we go now then yes we have the latest project workor space in place nice and available now you need to do another step that's making resarch assignment available inside the project workspace for that you need to enable a property right and this requires the Adine Ro so I have a very quick short video to show here um how you do this is very simple uh you go to this C Properties table right uh open that up and you look for that property there uh enable resource planning open the property to make sure you are in the right scope application to be able to change right I'm going to a shortcut here you should have upd dat set all those things but just should demonstrate to you uh true and done great so once that done when you go to to the project workk space for a new project or a project that doesn't have any resource plan created using the classic experience you'll be able to create resource assignment so again on that previous Workshop I know I'm saying that several times we show the user case we show that you cannot use research assignment if you have a adequate resource plans for a project right you can use resource assignments for projects without resource plans on just to highlight that point so that's the first step uh straightforward and then next one is okay you need to if you're not using research plans you're not don't have resource groups at all then next step you need to create those resource groups so you need to Define first how you want to organize people together for your resource management process how you want to analyze capacity how do you want to assign people for groups right and then once you define that you need to create this resource groups in SE now SPM and add the members who are the people that belongs to that group we recommend to have people belong to only one Resource Group as we said before because you need that primary group if you have people in one group that you make easier the next steps that we going to show you uh later on so let's show quickly how to create a resource Group you need to have one of those rols there on the top resource manager or add me so you go to Resource then you'll see there groups uh you see the ones that are already there uh click on new stetch forward then I put a name here product success for example we can Define description other things but I'm going to skip this uh save to stay on this screen and once you save you see their group members and that's just a small pause here uh you see as you use the menu this group gets the role PPS resource underscore resource automatically meaning this is a resource Group meaning as well this group is available for the resource assignment capability for the attributes plany attributes as well and meaning that everybody that's being included in this group you'll get the same role so people that are included here they'll get the PPS uncore resource role they are available for research assignments or research plans if you are using the the previous one but let's talk about the new one you'll be available for resource assignment right so then after that you can include the members here just a quick example pick like three people uh just to show you how to work so select this to three people that I need and done is pretty much this and again people will get to see here there's a job schedule to provide those people the roles that are associated to this group in this case the PPS underscore resource right the comment here you see all optional here uh you see this is schedule information so people can be associate to schedle that determines the fines uh their their capacity right how how how many hours they are avable to work so if is empty Serv now is going to use the default um schedule that meaning Monday to Friday 8 hours per day but you are able to Define exceptions maybe people that work part time you can associate a different schedule for those people uh and there's more details here uh there's a link to the docs showing you how this work right so this was the research group going forward next one uh research roles optional because as Rob said maybe you don't manage roles resource roles and that's okay uh so you don't need to Define resource roles you don't need to use the Plenty attributes roles either but I'm going to show you you here very quickly how to create very short as well if you decide to use resource RS associate people to those roles so you go to Resource roles you see the ones that are there uh more or less the same thing right go new Define us the name of the role Serv now as example here then I will save just to stay on the same screen and finalize and Associate people to those to this role so I can Define users here and now I'm saying those three people their resource role is serval right this pretty much this is quite simple all right uh next so Shivan I think Kevin raises his hand uh you can take his question and then we uh answer later Kevin if you can raise your question K that will be great then we can uh we can discuss later on if you don't get your answer thanks for for raising raise your hands next one uh sorry it's not this one again next one yes next one is so we are moving to the end of research assignment is if you want to do research assignments for demands and X Out side of strategic planning workspace or portfolio planning workspace for demands because you can use those strategic plan workk space or and research assignments for planning items that represent demands and X but if you want to do in the traditional form you can add that option as well so you can add the related list resarch assignment that's what we are going to do here and you need to be have the RO admin to add those so I'm going to do for demand first I'm just going to find the demands and open any demand form that's the easier way for me just to open from here and then I go to configure related list to find and include the resource assignment related list the new resource assignment this new related list so if you go scroll down you see this resour assignment task include for the demands and what I'm going to do here indeed I'm going to remove the resarch plan one and I will leave the research assignment why as we said before if you are doing if you're using research assignments don't use research plans anymore is one or the order so in this case I decide to use resource assignments so I remove the research Sprints so now I can create sorry just second now I can create resource assignments from the demand form that information will be synchronized to portfolio planning or strategic planning workspace as you have the integration in place so you can create either resarch assignment here and they will be available on the planning item on portfolio or strategic plan workspace and vice versa right so if you create them there information will be available here as well so yeah so now same thing for apps you could do for both save apps or scrum apps I do for scrum uh bit quicker here same thing configure related list and make sure here that you pick the right uh list pick the one that says research assignment task right that's the one we use to create assessments assignments for EP and here here it is we can create now from here same thing you create here that goes for the plany item and vice versa right so that's pretty much the resarch assignment here on the top now as we move we start going to the planning item that's the last step for resarch assign but indeed the detail is here on the middle right so that's not I want so that step that Rob mentioned before right we have the out of the box uh attributes this steps to show how to enable we're going to do for one how to enable out of the box attribute for Kash planning for this you need to have one of those rules PPS ad me or the alignment core APW Ed me and let's see how it goes so first thing you need to go to plenty attributes Okay small PS those two go to the same place by the way so plenty attributes in here you see the out of the box once so you'll see more because planning attributes are could be also use for financials right so but another conversation about El because you can create from resource assignments how you want to create your cost plans so you can Define attributes for financials or and or resource Capac planning right so let's see I'm going to do for groups so we have three these three comes out of the box they are false for resource Capac for capacity planning and then I'm going to enable that first one so group I go here you see again enable for kach planning is false I'm going to set to True uh you'll see here the attribute table is the employee profile that's why you need to generate employee profiles the next steps and then when I do this and update or save I got a message is missing some configuration if I go back you see on this related list planning attributes column configuration is missing this less definition here so it's missing definition for the table that brings together demand and Supply basically so you see I open that and what I need to do is simply say okay for this table I need to use the group so as well please use this group and group on the attributes and Associate and compare for this table as well so that's the only step you need to do uh once you have done this now you can activate the attribute so is everything okay I'm going to activate these attributes and upate so now I have the oops let's go back here now I have sorry go forward now I have the groups available for kach planning skill and row are not available just the example as Rob said you don't need to use the three of those you can use one two or those three if you like or you can create a new attribute and use together if you group for example or don't use just use your new attribute for example The Next Step I'm going to show is exact that one right op optional how to create a new planning attribute in this case so you need the same rows uh you go the same place right and I'm going to pause in some points here so exct the same thing but then now I will to new I'm going in my case sorry click on the wrong place on my case I'm going to create that's where I I was here I'm going to create a new planning attribute based on department for example so I want to have my capacity also by departments right so in this case oh my gosh sorry again go up sorry wrong slides click on the wrong place let's go forward here right so department is already available on the employee profile so see the attribut is based on employee profile I see the employee profile Fields here and if I go to the user so the employee profile has a reference to the user and the user has a department field so in this case I'm going to say I want to have the plan attrib based on the user Department that's associated to the employee profile basically so I'm going to go to the user. walk right to the user Department that's right there wait I'm going to activate for Capac planning when I save this and I go back so you see here s now has included this planning attribute columns because now you need to say okay for those tables that are used PL attributes are needed resource allocation this combination research plans research assignments I need to do that mapping as well what are the fields on those tables that represent departments in this case we don't have we don't have Department those fields so on those tables so what we need to do is to create a new field on each of those table for departments with the same characteristic right so it's a reference to the department table as well so I'm going to do for the first one but is the exactly the same step for the ERS so I'm going to go to this table definition so I'm going take take the name of the table here and I go to the tables uh option here for that you need the ad me row by the way and I will find that table right resarch allocation open that table and create a new a new column right new column name will be Department type is reference and the reference is department so this is important I the reference the same reference of the field on the user right because I'm using user do depart Department that FS a reference to the department table so I create exact the same thing here the same type of reference right that done I could make that Reg only because you don't need to change that manually but just to save some time and you see here I come back to the attributes to finalize my configuration so after you have create those fields for each of those tables you need to come here and say okay for the resar location use the field department for this table use the new field Department as well right so we go there and we say okay for this please use the field that we just create called artet here you go so I skip it of course but exact the same step so now I have the new Fields create on each of those tables because we didn't have any field for Department with a refence to Department those tables uh I have done the map say Okay use that field I just created and now I can activate these attributes right so this first step is done I have create the attributes I Define the fields to be used now there's some few more steps to be done right called now is available so if I go to the project workspace sorry the strateg plan workspace uh you'll see that attribute here and Rob is going to show that quickly and I'm going to show the next steps as well here's where you generate capacity for attributes so I don't have Department here so it's a new field right it's a new attribute I'm not able to generate anything any Capac for that department because I'm not available here so I'm going to show how to make make the new attributes custom attribute a new new attribute available here as well so you are be able to generate capacity so you go so yes not available what we need to go we need to go to a table uh that will show the name for you right now so we go to tables right tables there search for this table here and we open this one attribute aggregate combination is that table I mentioned before that is used for capacity planning and combine Supply and capacity together so we need to uh make that field visible on the form of this table basically so the field was created already on the previous step uh the FI uh Department I go to the form of the table and then I'm going to just include here on the form right here's the new field we have created before is on the form we need we don't need to worry about the no display but as you see if I go back to the workspace now departments available because I include on that form so it's visible here as well you don't need to do that for role group or skill because they are out of the box and the is going to show or hide for you if it's activate or not but you need to do this step if you're are creating new planning attributes for capacity planning right so now I can select a department for example and then I can generate the attribute uh the capacity right so I have the capacity result now so that's how you can create new plan attributes this was a department example as I said before you could use all the things like locations and and other like internal external employee some kind of other analys that you need your capacity planning right so going forward uh there's some few more steps to go uh next one is generate employee profile so we are going to generate employee profiles because as we said we are going we are using employee profiles uh to define those primary group primary roles Department in this case is there uh and then how we do this so you go to the employee profiles and you def you create a employee definition so employee definition is basically defining okay how I want to bring users from the user table to the employee profile so this works only for active users right table is user this the the full table for service now for users uh you may have other tables but the example is based on this one and what I'm going to do here for my example I want to bring only users that has the role for resarch assignments that's impact Capac plan so I'm going to include a filter here rol is PPS uncore resource so only people available for resource assignment when I do this I can save this definition uh after I save there's a option here generate employee profiles right when I click this uh say now is going to run this going to the user table get everybody that has the PPS resource and is active because only active users and you create the respective employee profile on the employee profile uh table asking me if I'm sure yes please and then that's done right that's the employee profiles are created and then that's the first step for this part of employee profile so next step make a pause is uh next one sorry yeah so once we have the employee profiles then okay we need to define those attributes what's the primary group what's the primary role the primary skills uh for those people for that there's a job out of the box job and I'm going to show the name here sorry I click on the wrong place again uh the name here populate primary attributes for all resource so you don't need to do manually for hopefully most of the case what this job does is it goes to those employee profiles yeah you can just execute here it goes to each of those employee profiles you look for the out of the box plenty attributes that are AC so primary group uh primary Ro skill and you'll see okay if this person Belongs to Only One group then let's define that Resource Group right belongs to one Resource Group that let's define this one Resource Group as the primary group same thing for R so if you are using the attributes planning r Ro uh the plan attribute role is going to look for the same person uh does this person has a role only one if yes yes copy this role to the primary role and same thing for skills that works for the out of the box uh attributes so if I run this and complete this I go to the employee profile just to show you so you see here I have my my my my employee profiles and then as I have people that belongs to only one Resource Group they are automatically filled here so we don't need to do manually for everybody whatever you may have exceptions you may have people that belongs to more than one Resource Group or has more than one resource role in this case you still can do manually uh to refine that exception right you can come here uh you could I didn't put the filter here but you could fter only PPS has role a user do roles is PPS underscore resource just to see not every everybody but only the ones that you are worried about and then take the ones that are primary group empty and you can manually Define here so this this job helps a lot uh if you don't have a lot of people uh with several resource groups or if you don't have any people on more than one Resource Group for example that will populate automatically for you otherwise you need to analyze manually and Define the primary groups manually because the system doesn't know okay you belong to two resource groups which one to pick right so then you need to do some further analysis uh yourself uh quick time check we are left with last 33 yeah I have a Cho lights and they are quick promise you right so when that done capacity planning is the next step you need to install or prade strategic planning workpace if you are professional customer uh spend profession or portfolio planning uh if you are a standard so for statistic planning 3.o but again uh if you can please use the latest one for SPN for standard customers portfolio planning 7. o.o but also we have a new release from last week so that's the first step for having having capacity planning available as part of uh planning portfolios and then last step for me is this one you need to generate the kach pain so you saw you saw a little bit there you need to generate the capacity for those attributes so after that you are able to analyze uh the result using your portfolio planning so that's uh very quick and thanks sh for letting me know the time is flying so yes so I go to this case is portfolio planning or strategic plan workpace you have this option here if you have this role right spw capacity user have this option here manag resource capacity and and you click here you see that same screen I show you before and you can Define okay I want to generate Capac for example for next year uh for a group specific group that I I manage or I want to see that capacity I'm going to pick here Network for example and then basically view capacity system say you don't have any capacity generate want to generate yes please and then done so in this case based on those attributes that I'm using I'm using the three out of the box I can see capacity I have for the group plus the role I have some people with the network specialist role I have one person with t r and I have some people with network engineering Ro as well so that's the last step for setup after that you are good to go and using Capac planning that's the next step that's the demonstration and that's over to you now Rob sorry if I got some more that took more time than uh expected but I think we can have we have time for the down all right let me go ahead and share my screen and bring up my service now instance uh oh I need to log in again going to stop sharing for just a moment looks like someone raised their hand maybe you can answer that while I get logged back into this instance I see Kevin oh you have your hand up uh can you please come out of mute ask a question sure if it is a state but if you have a question please come out of mute if no maybe I'll then keep your hand [Music] down anyone else by the time Rob logs in think I have things ready now all right so I'm log into my service now instance this one's happens to be on Vancouver with the latest uh November store releases but you saw earlier uh this is also still compatible with Utah um based on your patch level so I'm going to be taking for this demo the role of a scrum master of an agile team the HR process team um but I could be responsible for either portfolios products project teams or be a demand project or resource manager basically any Persona that needs to know about capacity planning um could could be doing this uh so Luis has done all the hard work putting all the prerequisites in place my group has already been set up uh team members were added and for those team members both a primary group and role were set up in those for those planning attributes so first one I want to do Luis did show how you can generate uh your resource capacity and so I'm going to go just to confirm that in my resource capacity generator I've already selected my HR process team and I want to just confirm that capacity has been set up for 2024 for my team so I going to click on view capacity and I can see uh through the course of 2024 the resources have been set up um they all have groups and roles Associated we don't have with my team we're not really using skills so we'll show how that can impact things in a little bit uh you'll see that I have seven fdes overall split across multiple roles now if I did add an additional person to my team I'd want to regenerate that capacity so I'd be able to to uh have that person show up um within my group's capacity all right so next I'm going to go over to a portfolio plan that we've set up that includes the initiatives around HR and so my HR process team will be working on those initiatives and so I'm going to move over from to the capacity planning tab in the planning area to see all the work that's going on and this is just not only my team but others that might be working on anything within that particular portfolio plan so first I want to confirm that uh this tab includes my team or others that we need to review for any capacity issues and I can see my HR process team is there uh and then so in order to set that though this is where you would go to this resource criteria area and confirm that all of the groups have been set up you can also set your criteria by role or skill uh if you wish all right so let's go back to my capacity planning area so first I'm really interested mainly in looking at the top pane so I'm going to go ahead and hide the bottom pane so you can do that just clicking on that button below I also want to open up the legend just to see what some of these colors mean so you have green within capacity red is over capacity who is no no risk all right so currently my view is set up to show capacity by group role and skill in that hierarchical order but when we were looking at capacity you've noticed that that no skills were defined for users in my group so you could turn this off at the at the instance level which Lis showed or if you are using it in some areas but not others here is where you could turn it on or off so here I've got skill showing and if I kind of drill into my area I'd see group roll and then skill is set to unspecified if I want to remove it I just deselect it again click on go and now it is only going to show my group and role now we could also switch the hierarchy of how we view this so instead of seeing things by group and roll we could see things by roll and then group so if I deselect roll or deselect group I'm sorry and reselect it now roll shows as one rou shows as two and if I click on go now I see the roles the different roles that are out there and if I drill it on one I will see any groups that include people that have that role so let's switch back to where group is our primary and role is secondary so now we're going to drill into one of the roles within my groups to see where over allocation is taking place and you can see that everything looks good for HR process team except Deli so we can basically one thing we can do is toggle between FTE and utilization so I can basically see you know how over utilized if I don't know exactly how many fdes I have I can see how over utilized my group is all right then I can see what next to some of these teams I can see this exclamation mark in a red triangle if I hover over that that'll actually tell me which months within this capacity plan that I have an over allocation you can see that with the payroll team they're in some big trouble they have over allocation on in almost every month of the year then if I drill into the HR process team and look at some of the colors here we can see that like I said green is within capacity red shows a certain time period that's over capacity you'll also notice that I've got these two work items underneath this particular uh group and role the HR ticketing system and recruitment workflow HR ticketing system shows us blue saying no risk because it has a higher priority than recruiting uh recruitment workflow because recruitment workflow is a lower Rank and we have we don't have enough capacity to cover both within that time period it is showing as red for that time period now as we move on after HR ticketing finishes now you'll see it goes back to blue because we have enough resources for that particular work item all right so next we're going to bring up that lower pane so we're going to display both panes and we're going to hide the legend here so here we can see that my items are just for uh Simplicity sake we made those the top two ranking in the system we can uh see those we can see the timeline for those particular items I also noticed that we have an item that's in yellow if we bring the legend back up that means there's no resource assignment so we we have a project out there for the HR mobile app that has no resource assignment Associated but we will still be able to see it on the road map here it'll just show as yellow meaning that nothing has been assigned another nice feature is if I select one of the items in the lower pane click on it in the upper pane it's going to show me all of the different uh group and roll assignments that are that have assignments for that particular planning item again it might be good to display the top paint only I can see all of this I can see okay basically under my process team and under these different roles they're all working on HR ticketing system all right so let's show the lower pain again so within the lower pane as well if I click on the three dots next to a planning item allow me to open that planning item in strategic plan workspace and it'll automatically bring us over to the resource assignments Tab and I can see the current resource assignments that are associated with that work item all right right so at this point I could potentially edit these if necessary as well all right so as a scrum master I do want to double check and make sure that none of my individual resources have capacity so you'll notice so far in capacity management we're seeing things by group and role we're not seeing individual users and so that's where I'm going to go to the the newly released Resource Management workspace so right now this workspace is really a more of a uh provides more visibility uh it's more of a readon view um can see that you can look at things by person days hours or FTE so let's just switch it to FTE to uh stay consistent with what we're seeing within our capacity view we're going to also then remove our unassigned risks so let's give this a moment to refresh there we go we'll remove that lower pane so we're just going to do focus on the upper pane initially you can change the view to monthly and weekly as well and here's our filter so we've created a filter filter where the primary resource Group is the HR process team so that's basically letting me see um all of the resources the individual people within my team you can this filter is completely uh configurable to allow additional teams or choose roles change your start and end date for what you want to to see and then you can save your filter to use it a later time all right so within my group I can see all of my individuals and I'm going to scroll over a bit just to see we can see our problem a month is July of 2024 and unfortunately looks like everyone is working on the same things so we do not have any individual capacity to help uh fill the gaps that uh that is happening with this particular uh these work assignments we can drill in to see exactly what those work assignments are and so ultimately our the only thing that we may be able to do is move out the recruitment workflow out into August and I think that would solve our our capacity issues in this particular case one other thing that you can do with resource assignment now is if I bring back that's unassigned task this will currently show all the tasks uh all the unassigned resource assignments that have been created out in the system um and for now it's you know you can drill into these to potentially do some work on it but in future releases releases of the resource management workspace uh you will be able to start assigning out those unassigned resource assignments to individuals all right so that's all I had for the demo uh I think next we wanted to go over the road map so think I had that slide ready and one of our prod product managers arnob is on the call so he can certainly uh correct me if I'm uh if I uh misspeak on anything here um so first off last week we had a uh store release of different items so that was this November 2nd November release so you just saw a Resource Management workspace it's the first version it's uh readon but obviously it will be going through a lot of enhancements um in our next few releases uh we added the ability to assign more than 24 hours if that is a requirement within your organization you can do that within a within a day and then a few capacity planning enhancements that you saw the priority based resource assignments so you saw there were two resource assignments one in blue and one in red um and it used the rank of those to determine which would be the priority and so that's that's what you saw there uh you can filter planning items and then there's the warning icons and color coding so we went through some of those warning icons and then showed the the different colors that were available so that is functionality that's already been released available in uh Utah and Vancouver okay so then you know we have our next couple of releases that are upcoming uh here are some of the items that are on the road map that will be released uh like I said Resource Management workspace is going to be going through a lot of a lot of uh updates um a homepage is going to be added uh as mentioned the ability to assign and request resources from that Resource Management workspace and then several usability enhancements as we try to bring it into parody with what's currently available in the the uh classic version of the the allocation workbench that's available uh currently within service now another big thing that's coming is migration of existing resource plans I think that's something that a lot of customers have been very interested in is as we move over to this concept of resource assignments if you're already using uh our classic resource plans in our in our or traditional Resource Management um that's something that we will be able to migrate over into resource assignments so that you can use it in the new capacity planning and then some other capacity planning enhancements as you see here scenario planning is coming I think this is something that we're all very excited about uh um I think we it's going to be I think much better than our existing scenario planning uh that exists in the product today um now we're not quite sure EX exactly what's going to be part of V V1 yet but it's something that should be coming um uh relatively near future and then we're going to have better support for Value stream management within within capacity so value stream is just a concept that's really uh taking hold in the industry people wanting to to manage uh their work using value streams and so that we will have better support for that and then looking out a little bit into the future in our long term um this is going to be more more like you know a few releases out potentially this is where we're going to have ai for resource management another you know big big topic where you know we're looking to use AI to make this easier for people I think that's the big thing that really we want AI to make our lives a little bit simpler and I think that's what we're hoping to do is is to make it easy to man easier to manage resources using uh artificial intelligence some more Resource Management enhancements uh within that workspace planning versus action being able to see that and being able to split assignments uh that is not currently available within our our resource assignments or with the uh Resource Management workspace and then some things within capacity planning scenario planning for capacity plan so then kind of more of a full-on uh scenario planning where you'll be able to um change timelines for work items or switch out resources to be able to see how that would impact all all of your budget and your time constraints and so I think that's something that's again something that that we're really excited about to be able to to uh offer in the future AI driven insights and suggestions so again using AI within your capacity planning to help you make decisions and better support for both scaled adile and our scrum agile products thank you very much for your participation really really appreciate it yes thanks everyone