Resourcing Overview Tab

Overview

The Resourcing Overview tab is home to the Load, Capacity, and Planned vs Actuals tabs for viewing resource allocation, availability, and actual work completed. Understanding the functionality of these features can support successful project management.

Resource Load

The Load tab is an at-a-glance view of the current availability and workload by user. 

The Load tab will include hard allocations, soft allocations, placeholders, and BAU. The colorful bars represent the total number of hours each resource has been assigned out and the duration in a spanning calendar view of days or weeks.

Reviewing the Load tab helps determine which users are appropriately allocated, under-allocated, or over-allocated.

  1. Time Period: This left-side panel allows you to determine what date range you would like to view.
  2. User Selection: User selection will allow you to filter based on criteria such as User, Public Groups, Departments, People I Manage, Manager, Skill, or Location in the User Selection Dropdown. Users can also filter based on Expertise if those are set up in your org.
  3. Side Panel Collapse Button: This button collapses the right-hand side panel.
  4. Visualization Options: The diagonal arrows button is the ‘Expand’ or ‘Collapse’ button. Clicking this button will display all project and Business as Usual (BAU) time each user in the resource page is assigned to. The middle button is the Weeks drop-down. This allows you to filter the view to show Days or Weeks. The Exclude Soft Allocations checkbox lets you display or hide ‘Soft’ allocations. This will allow you to start resource forecasting or put a ‘hold’ on a resource for the time you believe a user will be needed.
  5. Gear Icon: This gear icon will allow users to visualize the resource load in three different formats: hours per day, hours per week, or load-based (%)
  6. User Graph: The graph button allows for users to view a user’s load in a graph format as shown below.
  7. All User Allocation Visualization Options: Select the graph button to change the display into a line graph as shown below.
    • User Graph:
    1. Click anywhere on the graph to view the allocations assigned during the time period.
    2. This area will display the allocations based on what you select in the graph (drag and drop using the eight dots in the top left-hand side if you want to move this modal, click the X if you would like to close the modal.)
    3. This option allows you to display the graph’s Units in Hours per day or Load and change up the graph to either represent user Demand or Capacity.
    4. The top will display the user you are viewing, use the drop-down if you would like to view another user.
    • All User Allocation Visualization Options-Line Graph:
    1. Click on the user name to ‘cross-out’ or remove from the line graph, click back on the user name to include in the graph. Note: Click anywhere on the line graph to view the allocations assigned to the user during the time period.
    2. This option allows you to display the graphs Units in Hours per day or Load and change up the graph to either represent user Demand or Capacity.

Resource capacity

The Capacity tab will allow us to better understand how much work is being requested and committed by skill versus the actual amount we can assign based on our Full-Time Equivalency (FTE).

The capacity tab will include hard allocations, soft allocations, placeholders, and BAU. The 100% capacity line represents the total number of hours each skill can take on per month based on the number of FTEs each skill has (we will discuss how to set this up later).

Comparing the allocations to the pool of hours will allow us to see if we are over- or underutilizing a work type/skill.

  1. Data Filter: The right-hand side determines the data displayed int he graph and chart (2) to the left. Date: The top allows users to scroll between months. The report will display the next 6 months from the starting date in the center. Skills: Use the search or the dropdown to select the skills you would like to pull into the report. Assignments Filter: User the checkboxes to turn on or off allocations. You may or may not be using all of the assignments displayed.
  2. Data Chart: The bottom section will display the data behind the chart above broken into categories like Assignments, Soft Assignments, Placeholders, or Soft Placeholder. Each section can be expanded by clicking on the carrot on the left side which will display the underlying allocations.
      Click on the blue numbers if you would like a modal filtered to the data you clicked on. 

      Click on the blue skill name for a separate filtered report.

Planned vs actuals

The Planned vs Actuals tab will reveal a list of users and display a weekly dated grid with numbers in each box. The numbers represent the planned number of hours users are assigned to work versus the time they actually entered for the week. The color will be RED if they go OVER what they were assigned, or it will be GREEN if they are below the hours assigned.

The Planned vs Actuals tab can aid in seeing any discrepancies between hours expected and hours entered to make decisions regarding resourcing for a project. 

The chart is broken down into utilization categories with allocation records. They are displayed in weekly increments.

  1. User Name and Assigned Projects: User’s names and assigned projects will populate in the left side panel. By clicking on the caret beside a user’s name, the projects will drop down below.
  2. Grid Preferences: By clicking on the hashtag icon, the grid can be modified to display data as planned vs actual or as the difference between the planned and actual or the differential.
  3. Additional Grid Preferences: Adjust the date range, user selection, or expertise types displayed in the grid.
  4. Chart Icon: Clicking on the chart icon for a particular user will display a chart with hours entered broken down into utilization categories and displayed in weekly increments as seen in the image below.

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