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Resource management to enable project success:

Resource management is becoming increasingly important due to growing competitive dynamics. Shorter project setup times, limited capacities, company mergers, and cross-company collaborations are some factors challenging the project staffing and execution. To ensure that the right people are assigned to the right projects, full transparency on resource utilization and skills is key. This also enables companies to react to changing demands. Bringing different project stakeholders together ensures a consistent view of the project demand and staffing situations and reduces the time spent on alignments and inconsistencies.


SAP S/4HANA Cloud for projects, resource management:

SAP S/4HANA Cloud for projects, resource management is a cloud service, offering a set of applications that enables efficient project-based staffing and facilitates the staffing process across project managers, resource managers, and project team members. The solution empowers project stakeholders to make better staffing decisions and increases team utilization, and customer satisfaction by having the right people working on the right tasks.


Briefly, the solution offers the following key features:


  • Resource request management: This allows users to manage resource requests for project staffing, specifying relevant information such as skills, detailed timelines, and scope of work.

  • Candidate recommendations: Proposes the best available resources for an incoming resource request.

  • Utilization Overview: Gives real-time information about planned utilization of individual resources, providing insights into how much capacity an individual resource or a project team has over a period of time.

  • Collaboration: Streamlines the resource management process across project managers, resource managers, and team members keeping the efforts of information exchange across involved roles low.

  • “My Project Experience" app: Allows project team members to maintain skills and project experience and provides insights into project assignments.


The following process flow demonstrates how project-based staffing can improve the speed and quality of a project, by keeping the efforts of information exchange across involved roles low. See how the project manager, resource manager, and project team members work together to staff a project using SAP S/4HANA Cloud for projects:



Picture 1: Project-based staffing process


In the first step, the project manager gets a holistic overview of resource requests for his customer projects created in SAP S/4HANA Cloud. Thanks to the integration between SAP S/4HANA Cloud and SAP S/4HANA Cloud for projects, and resource management, the project manager is able to review and refine the resource request in the “Manage Resource Request” app with all relevant details such as required skills, timelines, efforts, project role, and the scope. The resource request can then be shared with the resource manager who can search for candidates and staff the request.


The resource manager gets a quick overview of all the resource requests in the “Staff Resource Request” app. By opening a request, the resource manager can see all necessary information at a fingertip, including a list of matching candidates. The matching candidates are proposed by the system automatically based on the provided candidates’ fulfillment of the skill and availability requirements of the request. Once a suitable candidate is found, the candidate can be directly assigned to the resource request. It is also possible to assign multiple candidates to a single request. Additionally, the “Manage Resource Utilization” app helps the resource manager gain insights into the utilization of each candidate to keep track of which candidates are overbooked, and which have remaining capacity. Once team members are assigned to a resource request, the project manager can view the assigned team members and track the staffing status using the “Manage Resource Request” app. Additionally, the project team members see their assignments in the “My Project Experience” app and can also maintain their skills, project roles, and other experiences, for example from previous projects. To learn more about the project-based staffing scenario, please have a look at our demo: click here!


Learn more about the “Manage Resource Utilization” app

The “Manage Resource Utilization” app not only plays a key role in the project-based staffing process in terms of functionality but also stands out due to its user experience. The “Manage Resource Utilization” app is used to manage and monitor the utilization of individual resources while keeping track of the workload distribution among all resources. The list (see Picture 2) allows resource managers to check the resource utilization on a daily, weekly, or monthly basis and gives an overview of which projects a resource is working on.


Picture 2: The “Manage Resource Utilization” app

The “Manage Resource Utilization” app gives the resource manager immediate and real-time visibility on team member utilization and directly shows in which periods people are overutilized or underutilized. In case of conflicts, for example, overbooked periods, project delays, and others, the resource manager can directly change assignments and simulate the impact before confirming the new plan. Resource managers handling bigger teams can simply filter the list of team members and manage variants.


To learn more on how to work with the “Manage Resource Utilization” app, please have a
look at our demo: click here!

For more information check out the following source:

If you have any further Questions or Feedback, please reach out via the EPPM community