Resource Planning & Management (RPM) User Guide
- Rashmi Maheshwari
- Aziza Amiri
- David French (Unlicensed)
- Genhan Chen
Introduction
Resource Planning and Management (RPM) is a tool for Project Mangers to allocate resources and create estimates for their projects. The allocation of resources across the projects help us in creating overall Staffing Plan for the department on annual basis.
Create Estimate In RPM
Project Managers can use an existing project or create a new CPMS project to launch into RPM. This guide outlines the steps utilized for both creating a new estimate in RPM and and modifying an RPM estimate.
Open Project Portal, CPMS >> Main Menu >> Project Portal.
Filter on your projects (Impl Manager) or Dept - Division - section
Create RPM Project
Click on a CPMS Project.
Ensure the scheduled dates in Schedule tab are complete and correct before launching your estimate in RPM. The scheduled dates will be used to set Start and End dates for each project phase in the RPM. Click here to open CPMS - RPM Mapping.
Launch your project in RPM. Click on blue settings icon .
Click on Create New Estimate link to create a project in RPM and open it.
OR launch pop-up shows all existing RPM Projects associated with CPMS Project.
Note:
Project Managers have the ability to create multiple estimates in RPM for one project. After the first estimate has been created and saved, the Project Manager can follow the steps in the guide again to create another estimate.
Only one estimate can be in the “Confirmed” status for the sync functionality between CPMS and RPM.
Login Credentials
Login credentials can be found on the RPM Clinic Teams Channel.
RPM Home Screen
Note: For the first time login, RPM will show the main landing page, however, if you close the window and click on sign in CPMS again, it will take you directly to the project page in RPM.
Your RPM project home screen contains all of your projects pertinent information and will be automatically brought in from CPMS.
Project Settings
After you have created your estimate in RPM, you will need to review and modify your project settings.
You will only need to modify the following project settings:
Confirmed - Must be selected to sync with CPMS. Only one estimate can be in the confirmed status, otherwise, your RPM project will not be able to sync to CPMS.
Internal - Select when creating estimates for projects that will not be pushed to the staffing plan.
Tentative - Select when creating estimates that may be pushed to the staffing plan
Anticipated Project - A project that is anticipated for the reporting fiscal year
Carry Over Project - A project that is continuing from the previous fiscal year into the reporting fiscal year
New - A new project
Potential Project - An estimate that may become a project
Always select the “Specify one time budget for the entire project” option
Leave the entry fields blank
Always select the “Specify one fee budget for the entire project” option
Leave the entry fields blank
Always select the “Specify an expense budget for each phase” option
You will add all non-personnel expenses by phase.
Only use the options found in the dropdowns located above each phase.
Ensure you are selecting the correct FY that the expense will occur.
The project tag tells RPM to push the project into the staffing plan report.
A project is only to be tagged once all expenses have been added and all resources have been allocated along with their bill rates.
Assigning Resources
Once you have saved the modifications to your project settings, you are ready to start assigning resources.
Navigate to the schedule tab of your project, and click the phase you would like to assign a resource to.
Select “+ add a Team member”, and utilizing the filter, search for the resource you would like to assign.
At this stage of the resource planning, you will be utilizing “matching placeholders”.
Note: The placeholders are organized by dept-division-section-classification. Please make sure to select the correct placeholder that corresponds to the project.
Click on the desired placeholder
You can allocate the placeholder in three ways:
Percentage
Hours per day
Total Hours
Note: No matter which way you chose to allocate your placeholder, you must select “Total Hours” and then save.
Note: Sometimes its hard to add Team members in Phase 6 as its too much in right side of the screen. Use the slider on top to zoom in-out the calendar and that makes it easy to add.
Assigning Bill Rates
Once you have completed allocating resources, you are now ready to start assigning bill rates to those resources.
Modifying an Existing RPM Estimate(s)
The following steps outline how to modify project estimate(s) in RPM.
Under Schedule Tab
Make sure the allocation is on Total Hours for the placeholders applicable to FY22-23 and next years
Add CMS Staffing by different placeholders
Add USA Locating Services if applicable to your project
Under Project Settings
Budget Stage to On-going Project
Expenses by Phase and use pre-defined categories
We have added FY26-27 for the 5th year
Update Bill Rates for the placeholders applicable for FY22-23
Tag the project
Creating Multiple Estimates in RPM
Multiple estimates can now be created in RPM.
Once a new estimate is created in RPM, the Project Manager will need to modify the name of the estimate in RPM to differentiate it from the other estimates. This will allow for easier navigation from CPMS.
If you have multiple estimates, ensure that only one estimate is in the “Confirmed” project status to maintain the sync functionality between RPM and CPMS.
Syncing Dates to and from RPM
When changes are being made to the project schedule in CPMS, it can be reflected into RPM and visa versa. In order for this to occur, only one estimate in RPM should have a project type as Confirmed. If multiple estimates have a project type of confirmed, it will not allow to sync dates. Changes to the schedule can be made either through RPM or CPMS and synced back to make sure it is matched. Watch the video below for step by step process.
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