Resource Center: Saved Views

Overview

Resource managers—or other high-frequency users in large organizations—spend a significant portion of their day in the Resource Center. These users often filter the Resource Center down to a particular set of people or projects to get the information they need.

With Saved Views, you can create your own custom views based on frequently-used filters. This allows you to quickly switch between types of information for people and projects without having to manually reapply the same filters each time you visit the Resource Center.

In addition to saving filter selections, each individual view in the Resource Center also includes:

• The columns that appear

  The width of individual columns

• The width of the list side of the Resource Center.
• The order of columns
• Column sorting selections for project, resource, and task rows.
• User and resource custom fields that have been added as columns.
• Project custom fields that have been added as columns—in the Projects tab only

You can complete the following actions for views:

• Save a view
• Select different views
• Rename, edit, or delete a view
• Set a different view as the default view
• Share views with other account members

To learn how to complete these actions, see Saved Views Overview and Shared Views Overview.

Views created for the Team Members tab are unique from those created for the Projects tab, and you can save up to 200 views in each tab. After saving one or more views, you can access them from the Views drop-down menu at the top-left of the Resource Center page.

The view that is currently active on each tab will be remembered as you move back and forth between them. However, if you log out of Kantata or leave and return to the Resource Center page, the view that is your "default" will be loaded.

Each tab has only one default view. Setting a new default replaces the previous one. Deleting the default view resets the filters to the account default settings, which is the view that loads the first time you access the Resource Center.

Recommended Saved Views

Setting up different column configurations for Saved Views in Resource Center gives resource managers more flexibility and control over their resourcing processes, allowing you to create saved views that expose the information you need at the time you need it. You can even share these views with other members to maintain consistent views across your organization.

This means that you can choose not only what criteria you want to filter for but also the columns that are the most vital to your current process. You can eliminate the information you don’t need or pull in more data when more context is needed.

All Saved Views that are currently available in the legacy tabs in Resource Center are available in the new tabs, allowing you to easily modify the views you use regularly.

Team Members Tab Views

Below, we’ve listed a few recommended views that can help you manage your resource schedules based on supply and demand. See Configuring Columns in Resource Center and Filters Overview for information on how to hide and show different columns and apply the filters required for your saved views.

Resource Pool

This view in the new Team Members tab allows you to see all users in a specific role, understand who might be underutilized, and determine who is available to fill open resource requests. Using the additional data available in this view, you can make informed decisions on who might be the right fit and see how many people may be able to take on specific types of projects.

To set this view up, include the following columns in the Team Members row:

• Team Member
• Role
• Skills

We also recommend adding User custom fields to help you look at more information related to your resource pool. The following types of fields could be useful to include in the Team Members row:

• Location
• Division
• Employee Type
• Hire Date
• Role Description

After you’ve configured your columns, apply the following filters:

• Resource Type—Show only Named resources
  
• Roles—Select multiple roles for the current resource pool you want to look at. In the example, we’ve selected multiple engineer roles.
  
• Remaining Hours—Show only resources on projects with future hours—either scheduled or allocated hours based on the type you use for planning—to narrow your focus to future projects.
  

Supply and Demand Matching

This view in the new Team Members tab allows you to compare your supply to your open demand for a role. You can view all unnamed resources for a specific role and take into account the following factors for named resources:

• See who has availability in an upcoming time frame, such as the next 90 days
• Identify who is not being fully utilized
• Determine what demand looks like for the department. Is there more demand than supply or more supply than demand?
• Find opportunities to get people off the bench and to work

This information can help you understand actionable staffing assignments and identify any gaps, such as lack of skills, availability constraints, or location needs. All of this can help you stay ahead of hiring, contracting, and change management requirements.

 

• Are they not skilled enough and therefore aren’t being deployed on projects?
• Are they new to the company and not yet fully engaged?
• Are we overstaffing our most skilled and experienced employees?
• Is there not enough demand for us to engage our bench?

To set this view up, include the following columns in the Team Members row:

• Team Member
• Role
• Skills

To help you look at more information related to your resource pool, we also recommend including the following types of User custom fields in the Team Members row:

• Location
• Division
• Employee Type
• Role Description

To add more context to the open demand—if you are using the Resource Requests feature— include the following column in the Projects row:

• Request Status

We also recommend including the following types of Resource custom fields in the Projects row:

• Location
• Start Date
• Employee Type
• Role Description

After you’ve configured your columns, apply the following filters:

• Resource Type—Show All resources, allowing you to compare your named resources (supply) and unnamed resources (demand)
  
• Roles—Select multiple roles for the current resource pool you want to look at. In the example, we’ve selected multiple engineer roles.
  

• Availability By Date—Show resources who have capacity by entering the desired availability and a date range. For example, you could filter for all resources that are 50% allocated from June 1-August 31 to get a picture of who is underutilized in the next 90 days.
  
• Employee Type—A custom field filter that can be added in your account settings, this shows you only employees that fit a specific type of role, with values like Contractor, Part-time, or Full-time.
  

Resource Request Queue

This view in the new Team Members tab allows you to see all open demand for a specific role and organize the demand by the earliest start date, helping you to prioritize more time-sensitive requests.

To set this view up, include the following columns in the Team Members row:

• Team Member

To add more context to the open resource requests, include the following columns in the Projects row:

• Project
• Resource Label
• Request Status
• Project Status
• Allocated Hours

• Resource ID

  Note: The Resource ID field can help you uniquely identify specific role demand when some data—like names—is virtually the same.

We also recommend including the following types of Resource custom fields in the Projects row:

• Start Date
• Location
• Employee Type
• Role Description

After you’ve configured your columns, apply the following filters:

• Resource Type—Show Unnamed resources
  
• Roles—Select multiple roles for the open demand. In the example, we’ve selected multiple engineer roles.
  
• Remaining Hours—Show only resources on projects with future hours—either scheduled or allocated hours based on the type you use for planning—to narrow your focus to future projects.
  

Projects Tab Views

Below, we’ve listed a few recommended views that can help you manage resourcing for your projects based on different project phases.

Project Financials

This view in the new Projects tab allows you to compare your EAC to the project budget and see what your margins look like as the project due dates approach. You can then take action based on this data, such as reallocating resources to other projects to avoid budget overruns or allocating more hours to your current resources to ensure you hit your due date for project completion.

To set this view up, include the following columns in the Projects row:

• Project
• Budget
• EAC
• Due Date

After you’ve configured your columns, apply the following filters:

• Project Status—Show only projects that are actively being worked on, like projects in Active, In Progress, or Started statuses. If desired, you can also include project statuses that might indicate signs of risks.
  

Pipeline Projects

This view in the new Projects tab allows you to view all projects in your pipeline and start determining staffing assignments for your project’s demand. Depending on your role, this may be the phase where you start submitting requests to a resource manager or you may be using Team Builder to build your staffing plan.

To set this view up, include the following columns in the Projects row:

• Project

• Resources

  Note: You must include this column if you need to access Team Builder to staff your resources.
• Status
• Start Date
• Due Date

To add more context on resources in these projects, include the following columns in the Resources row:

• Request Status
• Estimated Hours
• Allocated Hours
• Scheduled Hours

We also recommend including the following types of Resource custom fields in the Resources row:

• Employee Type
• Location

After you’ve configured your columns, apply the following filters:

• Project Stage—Show only projects in the Estimate stage to reduce your view to only projects in your pipeline, excluding any projects that you are actively delivering work for. Projects in the Estimate stage are hidden by default in the Resource Center, unless this filter is applied.
  
• Project Status—Show only statuses in the Gray color category like Bid Stage, In Planning, or Estimate to reduce your view to only future projects that you need to build out a resourcing plan for, such as projects you are trying to submit proposals for or future projects that need more accurate projections with staffed resources instead of unnamed resources.
  

Project Delivery

This view in the new Projects tab allows you to identify any roadblocks in delivering work, especially for projects that are close to completion or overdue. You can drill in to see who is assigned to complete the work and start taking stock on the status of the tasks that are in progress, blocked, or not started.

To set this view up, include the following columns in the Projects row:

• Project
• Status
• Due Date
• Budget
• EAC

After you’ve configured your columns, apply the following filters:

• Project Status—Show projects with only Green, Yellow, or Red category statuses—depending on the common project statuses where you identify delivery problems compared to your internal processes. For example, you may have a project that is marked as In Development or Active that doesn’t get updated when work is blocked for specific tasks.
  
• Task Status—Show only tasks that are affecting delivery based on specific gray, green, or red statuses. For example, you may have a past-due project that has tasks in a Not Started or Needs Info status or a custom task status like Revisions Requested from Client that prevent your team from completing delivery work.