Setting up Resource Availability to Account for Resource Schedules

The table below describes the steps to take resource schedules into account when calculating availability in the Resourcing tab of resource requests.

Steps for Setting up Resource Availability to Account for Resource Schedules
Step Task Related Help Links
1 Identify a user that you want to be your delegated system user. To do this, you can create a new user or use an existing user. Running Asynchronous Jobs in Delegated System Mode
2

Perform the setup steps to run the asynchronous jobs through delegated system mode.

In the related Help topic, you can skip the Configure Records in Foundations Configuration Items section because the custom metadata types for the following callables are also enabled by default:

  • PSA DSM ScheduleAvailabilityLocal
  • PSA DSM ScheduleAvailabilitySyncPart
  • PSA DSM ScheduleAvailabilitySyncProcess
  • PSA DSM ScheduleAvailabilitySyncQuery
 Running Asynchronous Jobs in Delegated System Mode
3 Assign the PSA - Manage Configuration permission set to administrators to view the PSA Administration page. Permission Sets and Other Technical Documentation
4

Ensure that relevant users are assigned the mandatory permission sets and licenses:

  • Assign one of the following permission sets to administrators and the delegated system user:

    • CRM Analytics Platform Admin
    • CRM Analytics Plus Admin
  • Assign the PSA - Staff Resource Requests permission set to users of the resource request record page.

  • To enable users to view schedule availability on the resource request page, assign one of the following permissions:

    • Analytics View Only User
    • CRM Analytics Platform Admin
    • CRM Analytics Platform User
    • CRM Analytics Plus User
    • CRM Analytics Plus Admin
5 To ensure this feature is available under the Analytics View Only Embedded App license type, we recommend saving the dataset in the PS Cloud Core Analytics app. Therefore, before setting up this feature, create the PS Cloud Core Analytics app.
6 If your org is not set up for calculating availability, ensure the utilization engine batch process is running and the utilization engine records are up to date. Running the Utilization Engine Jobs
7

Enable the following fields in the Utilization Settings custom setting:

  • Enable Schedule Matched Availability
  • Use SOQL Availability Filtering
  • Use Utilization Engine
 Utilization Settings
8

Navigate to the PSA Administration page and select the Create Monthly Availability Dataset Lightning action link under the Asynchronous Processes section. Select the destination app where you want to save the dataset.

Note:

We recommend you select the PS Cloud Core Analytics app as the destination app.

 PSA Administration
9 Ensure the resource requests that you want to take resource schedules into account have preferred schedules. Managing Resource Requests
10 Set up a daily scheduled job to delete the monthly availability records that are pushed to Analytics. To do this, follow the steps in the Scheduled Job Cleanup section of the PSA Administration topic. PSA Administration

Limitations of Schedule Availability

  • The schedule availability calculation is incompatible with match quality scores for resource requests.
  • The schedule availability calculation is incompatible with the rank calculation for resource requests. A rank is returned, but this does not consider the availability of each resource. Therefore, schedule availability is not displayed in the priority settings in the Match Settings panel.
  • The schedule availability calculation is limited to zero availability and resources that have negative availability are not considered for allocation.
  • Schedule availability is not calculated for resources that are returned by the Resourcing component, but do not match the filter criteria.
  • Users cannot change the start and end dates in the filters panel when using schedule availability.
  • Schedule availability is calculated from monthly availability records for up to 8000 unique month-resource combinations for each resource request. Every 30 minutes, these records are pushed to Analytics. If there are more than 8000 monthly availability records that have not been pushed to Analytics, the schedule availability feature will not work until the 30-minute time period has passed.
  • Schedule availability is not available when holding or assigning resources in the Compare Resources window.