Project and practice scope is enforced on records, APIs and exports. Resource users see their own delivery context. Protected cost rate is Finance-owned; independent staffing and rate decisions cannot be supplied by Admin configuration rights.
Systems administrator. Owns configuration, user provisioning, catalog governance for Skills / Practices / Roles / rate cards, and integration health for the Core HR, leave, projects, time, and billing inbound / outbound feeds. Not the day-to-day staffing operator.
Can
Manage technical configuration and source mirrors
business decisions remain with independent named approvers
Manage RBAC and role assignments
Configure Skills, Practices, Roles, rate cards, rate card rows (with Finance + Practice Lead co-approval gate)
Configure inbound feeds from Core HR, hrms-leave-attendance, pm-projects, pm-time and outbound feeds to pm-projects, pm-billing, BI warehouse
corrections use the guarded revision workflow
Reviews and approves
Approve cross-practice mass-Resource events and Skill retirements
Can't
Bypass approved staffing or rate decisions
Resource Manager
Owns the demand-supply marketplace for one or more Practices. Sole authority to approve resource requests for own Practice, match a Resource, create the Assignment, intake Substitutions, and clear Bench rows.
Can
CRUD on Resources (own Practice, including bill rate; cost rate remains Finance-owned), resource skills and skill certifications for own Practice’s Resources (verify), resource requests (own Practice, approve / reject / match), Assignments (own Practice, create / extend / end / cancel), assignment periods, Substitutions (intake and approve), and Bench (annotate and clear)
Read on Skills, Practices, Roles, rate cards, rate card rows, weekly capacity, PTO imports, Utilization (all Practices for cross-Practice borrowing)
Project owner — files resource requests for own projects, sees Assignments staffed against own projects, requests Substitutions, and consumes the staffed team into the pm-projects workspace. No write on Resources or Skills catalog.
Can
CRUD on resource requests where requested by = self AND Status IN (Draft, Submitted)
Read on Resources (full name, Practice, primary role, Location; bill rate and cost rate masked) for the staffing search
Read on Skills, resource skills (own project’s suggested matches), Roles, Practices, weekly capacity (filtered to candidates for own open requests), Assignments where Project IN (own projects), assignment periods where assignment project IN (own projects)
Approve own resource requests, edit Assignments directly, or see Utilization across the org
Starts on: Open Requests for My Projects
Resource
The staffed person. Self-service on own Skills profile and read-only on own Assignments. Cannot see other Resources’ rates, costs, or assignments.
Can
Read on own Resources row (bill rate, cost rate masked)
CRUD on own resource skills (subject to Manager attestation before Source: Self reported → manager attested) and own skill certifications (subject to verification before Status: Pending verify → Active)
Read on own Assignments, assignment periods, weekly capacity, PTO imports, Utilization
Read on Skills, Roles, Practices catalogs
Can't
See any other Resource’s row, rates, assignments, or utilization
Starts on: My Assignments
Sales Engineer
Pre-sales staffing planner. Read-only on capacity and skill inventory to scope opportunities — “do we have three Snowflake-fluent Senior Engineers free in the West region in Q3?” Cannot create Assignments or modify Resources.
Can
Read on Resources (full name, Practice, primary role, Location, resource type; bill rate and cost rate masked), Skills, resource skills (no individual proficiency edits), Practices, Roles, rate cards, rate card rows (bill rate visible for opportunity quoting), weekly capacity (forward-looking), and Utilization (org-wide rollups)
No write anywhere
Can run skill-match queries for opportunities not yet booked as Projects, but cannot file resource requests (that requires a real Project)
Starts on: Forward Capacity (next 8 weeks)
Finance
Owns revenue forecasting from forward-booked Assignments and the financial integrity of rate cards. Co-approver on rate card activation alongside the Practice Lead.
Can
Read on all Resources (including bill rate and cost rate), Roles (default bill rate visible), Assignments, assignment periods, Utilization
CRUD on rate cards and rate card rows for Finance approval (finance approved by and finance approved at stamping)
Read on resource requests, weekly capacity, Bench
Maintain only the protected resource cost rate input with effective evidence
no other Resources edits and no write on Assignments or Skills catalog
Can't
Approve own rate card changes (must pair with a Practice Lead approval)
Starts on: Forward-Booked Revenue (next quarter)
Viewer
Executive read-only on org-wide Utilization and Bench. Used by the CEO, COO, and PMO Lead for the quarterly headline (“utilization is 74% across delivery”). No personally identifying detail beyond Resource full name.
Can
Read on Utilization (org-wide rollups only; individual rows aggregated to Practice / Region), Bench (count and Practice rollup), Practices, and Roles catalogs
Aggregated read on Assignments (Practice-level hours, no per-Resource detail)
Field-level masking on all resource bill rate, resource cost rate, role default bill rate
No write anywhere
No access to resource skills, skill certifications, resource requests, rate card rows, or assignment periods
Practice Lead
Owns rate-policy review and resource planning priorities within assigned practices.
Can
View assigned Practices, Resources and scoped capacity/bench reports with cost rate masked
Co-approve a rate revision independently of its preparer and the Finance signer
No self-approval, project staffing bypass or direct actuals edits
Reviews and approves
Review rate cards and rate card rows
Set up Resource Planning System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.
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