System Roles (All Required)

Process Designer

Project Importer

Reference Table Manager

Assignments

Table Owner

Creating Resource Capacity Import Files

Import resource capacity data into Accolade using two specially named reference tables. The reference table pair begins with ACC_RCI_, which identifies the tables as reference tables that contain resource capacity import data.

Note:  To import this type of data to Accolade, you must have the Process Designer, Project Importer, and Reference Table Manager user roles. To import a new version of an existing file, you must be assigned as the owner of the reference table file used for the import.

Follow these steps to import resource capacity data:

Accolade supports reference tables as spreadsheet, CSV, and XML files through the Reference Tables page, and through an auto-loader service. The information and examples provided are in spreadsheet format, contact Sopheon Customer Support for example files in additional formats.

Create a File That Contains the Capacity Data to Import (Data Table)

The data table contains the data to import to Accolade. Administrators and Process Designers add the initial versions of the ACC_RCI data table. The assigned table owner, which requires the Reference Table Manager user role, can add new versions of the table as needed.

Create the resource capacity data table as a spreadsheet, CSV, or XML file, ensuring that the contents of the file meets the following requirements:

Important! Enter all dates in mm/dd/yyyy format, and enter the decimal separator in numbers as a period (.).

Component Requirements

File Name

Resource capacity data must be in a file named ACC_RCI_<pair identifier>_Data, where <pair identifier> matches the <pair identifier> in the resource capacity configuration table and is unique within Accolade. For example, ACC_RCI_GlobalCapacities_Data.

Rows

Each row contains a different capacity, and each capacity exists in only one row.

Column Names and Position

Column headings are in the first row of the worksheet. You can name columns as you see fit for your installation.

The configuration table described below maps the columns in the data table to the respective fields in the Accolade database.

Data

The following columns and data are required for each resource:

  • Resource System Name - Required if the resource is a General resource, such as Any Engineer. Use reporting to determine the system name of a General resource.
  • Resource User Login - Required if the resource type is User.
  • First Time Period Start Date - The first day of the time period to which the capacity applies. Enter the date in mm/dd/yyyy format.
  • Last Time Period Start Date - The last day of the time period to which to which the capacity applies. Enter the date in mm/dd/yyyy format.

If there are data rows that contain capacities that overlap time periods, the last row in the import determines the capacity value for the resource for that time period.

 

The following columns and data are optional for each resource:

  • Resource Capacity Value - The capacity value applied for the resource for all time periods including the first and last. Enter the decimal separate as a period (.), for example, 1.5.

You cannot set capacities for resources that set to auto-calculate capacities for a request-only pool. If a capacity value is set to auto-calculate capacity for a request-only pool, the import fails.

If the capacity value is 0, the capacity displays empty in Accolade.

  • Unavailable - Values to subtract from capacity to account for temporary capacity reductions, for example, vacations. See Using the Unavailable Function for more information.
Example Icon

Import Resource Capacity Data Example

* You may need to re-size the Help window to see the entire example.

 

Note the following in the example above:

  • The import enters capacity in terms of full time employees (FTE). For example, Jane Doe is full time employee, therefore her capacity is 1 FTE.
  • The import sets Jane Doe's capacity at 1 FTE from January 1, 2020 to December 31, 2020. However, Jane is unavailable in July of 2020, therefor her capacity is reduced from July 1 to July 31 by 1 FTE.
  • The import sets the general resource AnySeniorEngineer to a capacity of 5 FTEs for 2020 and 2021.
  • The import sets the general resource AnyQAAnalyst to 2 FTEs for the first half of 2020; however, the company is gaining a QA Analyst for the second half of 2020, so the capacity is set to 3 FTEs.

Download Sample

Map the Resource Capacity Data to the Accolade Database (Config Table)

The configuration table contains the data mapping information so Accolade knows what type of data to expect in the accompanying data file. Administrators and Process Designers add the initial versions of the ACC_RCI config table. The assigned table owner, which requires the Reference Table Manager user role, can add new versions of the table as needed.

Create the resource capacity configuration table as a spreadsheet, CSV, or XML file, ensuring that the file meets the following requirements:

Component Requirements

File Name

The resource capacity configuration must be in a file named ACC_RCI_<pair identifier>_Config, where the <pair identifier> matches the resource capacity data file and is unique within Accolade. For example, ACC_RCI_GlobalCapacities_Config.

Rows

Each row maps a column in the data table to a specific type of capacity data.

Column Names and Position

The resource capacity configuration must have the following column names, from left to right as listed below:

  • Export Column Name - Enter each column heading that is included in the data table.
  • Metadata Name - Enter the metadata name below that identifies the data included is in each column in the data table.

Accolade Metadata Names

Use the following metadata names in the Metadata Name column of the configuration table to map the data to the appropriate locations in the Accolade database:

  • ResourceSystemName
  • ResourceUserLogin
  • FirstTimePeriodStartDate
  • LastTimePeriodStartDate
  • Capacity
  • Unavailable
Example Icon

Import Resource Capacity Data Example

* You may need to re-size the Help window to see the entire example.

 

Note the following about the example above:

  • Each item in the Export Column Name column is a column heading in the data table.
  • The names listed in the Metadata Name column must match the metadata names listed above exactly for the import to process successfully. Enter the metadata name for each column that matches, or maps, the data in the data file to the Accolade database to ensure the data is imported to the correct location.

Download Sample

Notes:   

  • As capacity values change for resources within pools that are set to auto-calculate capacity, the pool's total capacity is recalculated accordingly.
Learn More: