Shared Services workload/project tracking

[AmandaFa]

Hi Workfront community - I'm looking for some insight as to how other companies monitor the workload of their shared services teams (web team, email team, Creative, etc) at the project level. Currently, we have these teams set up as groups, and have reports built to pull projects that are assigned to each group. This is how we keep track of which projects they are on and their bandwidth. However, we are looking to use workflows that include multiple teams, so they won't fall under just one group. Right now, we do have one group set up that covers work from multiple teams, but I am tracking which teams (and who specifically) is involved in each project in a spreadsheet outside of Workfront. Any feedback on what you're doing, or ideas you have to solve this would be much appreciated! Thank you, Amanda Amanda Fabina Cochlear Americas

[Doug_Den_Hoed__AtAppStore]

Hi Amanda, Calling for best practices of resource management for shared services within Workfront is a juicy, advance topic, and I'm keen to see where this post goes. To kick things off, I'd suggest you review this "https://support.workfront.com/hc/en-us/articles/115006356928-Planning-in-the-Resource-Planner-">Planning in the Resource Planner article, which gives a good overview of where Workfront has and is taking these concepts in the long term, as well as the "https://support.workfront.com/hc/en-us/categories/115000994867-Resource-Management">official list of Resource Management articles. With that vision and background in hand, I'd also invite you to consider a couple of walk-before-you-run alternatives: our "http://store.atappstore.com/product/capacity-charting/">Capacity Chart solution, which lets you configure highly customizable stacked charts to visualize changes in capacity vs planned vs actual project information over various time ranges, and/or our "http://store.atappstore.com/product/heatmap/">Heatmap solution, which (similarly) lets you configure and visualize changes in capacity as "heat" over time I've included a screenshot of the latter from each, so you can visualize doing something similar -- e.g. perhaps (in your case) stacking by people within teams, to spot the months where your "past the capacity red line" or "getting into the heat", respectively. Regards, Doug Doug Den Hoed - AtAppStore Got Skills? Lend a hand! https://community.workfront.com/participate/unanswered-threads

[VicAl]

Hi Amanda, If it's just reporting you're looking for you should be able to write a report in Workfront to accomplish what you want. I typically avoid trying to track stuff outside of WF, as there's always that disconnect and potential for inaccurate data. Workfront's reporting is soooo strong I can almost always get what I need. I would say capacity planning wise it should also get you what you need but, I'm still fumbling around with the new Planner, so I can't say for sure. If you're looking for the reporting aspect, could you just filter on the Team (assuming the Team is assigned to a Task or Issue)?