A Resource Planning Document is an internal document that lists manpower or equipment needed for a project stage, along with quantities, period, shifts, requisitions, orders and other details. Its purpose is to plan these needs so that resources are properly scheduled, and the project runs without delays.

How to create

a) Requisition

The resource planning document can be generated from the requisition document using the Generate Option.

b) Purchase order (Hired Resources)

It can also be created using the Generate option in the purchase order document for hired resources.

c) Project Costing →  Project Management documents →  Resource Planning document.

Transaction Type

The Transaction Type field determines how the Resource Planning Document is intended to be used in terms of planning duration and detail.

The two available options are Long-term Planning and Period Planning

Long-term planning is used when resources are needed over an extended period, such as several months or the full length of a project. It provides a high-level view of future resource needs. This type of planning focuses on estimating and organizing resources in advance rather than detailing period-by-period usage.

Period Planning focuses on organizing and allocating resources for a limited, specific period, such as daily, weekly, or monthly intervals. It addresses immediate operational needs, ensures the right resources are available at the right time, and supports detailed scheduling and day-to-day execution of tasks.

Resource type

• Fixed Asset resources refer to equipment, machinery, or tools used in a project. Including this type of resource in documentation helps plan and schedule its use while confirming availability. Fixed asset resources may be either company-owned or hired from an external supplier.
• Employee resources are individuals who contribute to a project. They are used for labor planning, tracking work hours, and calculating costs. Employee resources can consist of internal staff or externally contracted personnel.

Hired Resources

A hired resource refers to employees or equipment acquired from an external source, enabling the management of subcontracted manpower and equipment.

When the hired resources feature is activated, extra fields become available, including purchase orders, company, and contracts. These fields are used to provide the following information:

• Purchase Order (PO) - This is used to identify the purchase order under which the resources to be procured or hired are requested.

• Company - It is used to specify the external company providing the resource.

• Contract - Details the agreement that outlines the resource’s work and duration.

How to create Hired Employee/Fixed assets

Go to Company Master Data and check the hyperlinks under the company name-Hired Employees and Hired Fixed Assets. Click the appropriate hyperlink.

1. Hired employees

• Folder - Folder to group the employees.
• Code - Unique system-generated ID.
• Individual - Short name of the employee.
• Full Name - Legal name used in documents and reports
• Hired Resource - Marks active employees for hiring. If unchecked, it redirects to the company employee creation page
• Company - Subcontractor the employee belongs to
• Position - Job title or role
• E-mail - Employee contact detail (email)

       2. Hired Fixed asset

• Folder - Folder to group the asset.
• Status - Indicates the asset’s stage, e.g., New, Active, etc.
• Description - Short label or name of the asset.
• ID - Unique system-generated identifier.
• Type - Accounting classification.
• Category - Sub-classification under the asset type.
• Hired Resource-Company - Shows which entity owns the asset.
• Use Scheduling - Indicates that a fixed asset is linked to usage planning. When enabled, the asset becomes a schedulable resource with a calendar, allowing users to reserve and manage its availability.

Resource planning document

Main Tab

• Entity - Choose the name of the entity.

• Department - Select the department requesting the resources.

• Project - Associate the relevant project.

• Requisition - Link to the corresponding requisition document.

• Transaction Type - Specify the type of transaction, such as period planning or long-term planning.

• Resource Type - Determine the resource's category, for example, a fixed asset or an employee.

• Hired Resource - enable the option if the resource is externally contracted.

• Comment - Add any optional notes or internal remarks.

Resources Tab

• Project Task - Name of the task assigned to the resource.

• Project WBS - Work Breakdown Structure of the project

• Position - Role or job title of the resource.

• Item - Type of resource.

• UOM - Unit of Measure

• Requested -

1. 1. Number of resources - Number of resources required per shift.
   2. Shifts - Total number of planned shifts.
   3. Start Date - Scheduled start date for resource deployment.
   4. End Date - Scheduled end date for resource deployment.
   5. Quantity - Total number of resources, calculated as Number of Resources × Shifts.
   6. Quantity (default UOM) - Total quantity converted into the system’s default unit of measure. For example, if one shift equals 8 hours, the calculation would be-Number of Resources × Number of Shifts × 8 hours per shift.

• Scheduled - 

1. 1. Quantity - The number of resource units scheduled for that specific shift or date. This value is populated according to the resource scheduling document.
   2. Quantity (default UOM) - Converts the amount scheduled into the system’s default unit of measure

Resource Scheduling 

 This option is used to allocate specific resources (e.g., labor) to project tasks across defined dates and shifts.

Header section

• Entity - The entity managing the resources
• Project - The specific project requiring the resources.
• Project Task - The particular task within the project.
• Position - The role or job title of the scheduled resources.
• Filter by Position Button - This button controls whether the schedule shows only employees with the selected position or all employees.

1. 1. Enabled - Shows only employees with the current position.
   2. Disabled - Shows all employees, allowing scheduling of resources from other positions.

• Shift - Type of working hours or shift pattern.
• No. of Resources - Total number of individuals needed.
• Shifts Quantity - Total count of shifts planned.
• Start/End Dates - The timeframe for which resources are scheduled.

Schedule/Release

• On Date - Assigns the selected employee to a single, specific date, ideal when the employee is needed for only one particular day, avoiding scheduling conflicts.
• For Period - Schedules the employee for the maximum possible days within a given period, covering as many consecutive or available days as possible during the requested timeframe.
• All Available - Automatically selects the first available resources based on the number of resources and days requested, prioritizing resources that can be scheduled continuously for the entire requested period to ensure efficient allocation.

Once a scheduling option is selected, employees are assigned accordingly. Scheduled shifts are shown in green, and in the next resource scheduling document, they turn red to indicate the employees are already assigned.

Table field

• Employee - Name of the worker assigned to shifts

• Code - Unique code of the employee

• Date - The specific workday being scheduled

• Day - Day of the week corresponding to the date

Once scheduled, the data can be sent to the document using the option Transfer to document to finalize the schedule.