Resource managers have a difficult task for every project: staffing. They must juggle project demand with member availability and necessary skills to get the job done while keeping in mind target margins and budgets.
With Mavenlink’s recommendation engine, you can get a head start. Whether staffing a single resource or an entire project with Team Builder in Master Planning, you can model a project and see what resources are available and whether there will be an impact on margins. Based on the importance you determine for skills, role, availability, even User Set choice custom fields you want available to resources, you can quickly find the best fit.
Account Administrators have access to Resource Management Settings which determine what criteria are most important for all projects. The Access Group Set for recommendations allows you to decide what Access Group members can see recommendations and use Team Builder. Team Builder gives resource managers the ability to adjust criteria to better fit project-specific needs.
Enable and Set Criteria for Resource Recommendations
Through Resource Management Settings, Account Administrators can determine the relative importance of criteria for all projects. Note that resource managers and those with the right Access Group permissions can override these account-level settings for project-specific needs in Master Planning.
- Resource Recommendations—Turns the feature on or off.
- Criteria Weighting—Lets you determine the relative importance of a member’s role, availability, skills, as well as any User Set choice custom fields that are Available to Resources. Zero means the attribute is not considered when searching for resources while 10 means it is most important. Another way to think of it is if Skills Match is set to five, and Role Match is set to 10, then Role Match is twice as important as Skills Match.
- Role Match—Determines the relative importance of a resource’s Account Role.
- Availability—Determines the relative importance of whether a resource can perform work for the length of a project.
- Skills Match—Determines the relative importance of a resource’s skill set.
- Custom Fields—Only appears if there are User Set choice custom fields that are Available to Resources. You can add custom fields through Settings > Custom Fields. In this example, Employee Location, Employee Type, and Language are examples of User Set choice custom fields.
- Match Requirements—Lets you further filter members for all projects, based on the rules you select.
- Role must match—Select this box if the Account Role must match. For example, if an unnamed resource is a graphic designer and you select this box, only members with the role of graphic designer are suggested. Note that Role Match in Criteria Weighting must be set to at least one.
- 100% Available—Check if the member you want to fill the role must be available for the duration of the project. Note that Availability in Criteria Weighting must be set to at least one. Note that Availability in Criteria Weighting must be set to at least one.
- Custom Fields must match—Only appears if there are User Set choice custom fields that are Available to Resources. In this example, Employee Location, Employee Type, and Language are examples of User Set choice custom fields. Note that these fields must be set to at least one in Criteria Weighting.
Note that you can have up to 200 User Set choice custom fields.
- Number of Recommendations to Display—By default, three recommendations are displayed. Use this setting to change the number of recommendations you want to show. You can select as few as one or as many as 15.
Follow this step-by-step to enable Resource Recommendations.
Team Builder in Master Planning
When Resource Recommendations are enabled, you can use Team Builder in Master Planning to help you staff an entire project based on the importance of Criteria Weighting and Match Requirements. You can adjust Criteria Weighting and Match Requirements through the Settings icon (" ") to better fit project-specific needs.
- Project Resources—A list of unnamed resources associated with the project. Checking the box next to it lets you allocate all the resources on that page. Selecting the box next to each row lets you allocate just that resource. For large projects, Team Builder displays 25 recommendations per page, and you can allocate 25 at a time by checking the box next to Project Resources.
- Recommended Resource—An automated list of suggested resources, based on your Criteria Weighting and Match Requirements. You can also select a different resource from the drop-down menu.
- Lock (“ ”)—If you manually change a resource, this lets you keep it in place when re-running Team Builder. Hover over the column with your mouse, and then click next to the recommendation you want to keep.
- Role Match—Based on your Recommendation Settings, a green check mark appears if the role of the unnamed resource matches your criteria.
- Availability—Based on member allocations, it displays availability to work on the project as a percent.
- Skill Match—Shows you how many skills a recommended resource has relative to what you have requested. Click the field to drill in for more information.
- Custom Fields Match—If you are using Custom Fields, and have User Set choice fields that are made available to resources, you can see which ones a recommendation meets relative to what you requested. Click the field to drill in for more information.
- Cost Impact—Visible if you have permission to see cost. Indicates whether a resource has a positive or negative impact on the project.
- Allocation Type—By default, it is set to Soft. When you select resources, you can choose to commit them to the project by selecting Hard.
- Allocate X Resources—Select when ready to staff unnamed resources.
Keep in mind that these are suggestions to help get you started. You can select a different named resource, or adjust your criteria and rerun recommendations. Alternatively, if you know who you want, you can search for or select them from the dropdown.
Override Recommendation Settings in Team Builder
Project needs can change. When that happens, you can override the account settings for Criteria Weighting and Match Requirements to better fit your project-specific resourcing needs, and run recommendations again. Select the Settings icon (" ") to adjust criteria for the project.
- Resource Recommendations Overview
- Access Group Set: Resource Management
- How to Enable Resource Recommendations
- How to Find Recommendations for a Single Resource
- How to use Team Builder to Staff a Project