Resources → Allocations

Allocations

You can use the Resource Allocations tab to initiate and manage the commitment of resources to an item, which are tracked as resource allocations. A resource allocation is an agreement between a resource manager and a project manager as to a resource's availability to work on an item. There are two types of resource allocations:

The upper pane of the Resource Allocations tab is used to view existing resources, the item to which they are allocated, and the timegrid/timeline views of their allocation over a period of time. Select a resource team. The default column shown for resources is: Name. You can add additional columns to the upper pane by clicking the Properties button. Use the Filters tab to select specific resources. Use the Organize tab to sort and group resources.

Use the Swap/Grid Timeline button to toggle between the timegrid and timeline views. Timegrid and Timeline tabs can be optimized for starting and ending dates, units (FTE, currency, or hours), time period (Calendar Week, Calendar Month, Calendar Quarter, Calendar Year, Fiscal Month, Fiscal Quarter, or Fiscal Year), and timescale. Click the Apply button to recalculate the timeline or timegrid view to include your changes. Move the splitter bar to increase or decrease the size of the upper pane.

The lower pane of the Resource Allocations tab is used to view resource allocations. Select a resource team in the upper pane to view a resource allocation graph in the lower pane. A resource allocation graph displays a resource team's capacity, net allocation, and net assignments. Settings for timegrid and timeline views (such as date range, dimension, etc.) are tracked in the resource allocation graph. Select an item allocated to a resource to view and modify resource allocations using the General tab.

The resource allocation graph is a time-phased graph. It displays several details for the selected item on the upper pane. The selected itemcan be a resource, resource team, resource allocation, or an arbitrary group defined in the view settings. Resource capacity is shown as a horizontal line. The allocations are displayed as stacked bars with different colors for each item. The units (FTE, hours, currency) and time period of the graph track the units selected in the upper pane.

Adding an allocation

A resource allocation is when you make a resource available for work on an item. He or she can be allocated to a work item, a task-based item, or an activity-based item. For a task-based item, the user needs to be allocated to the item before he or she can be assigned to a task.

To add a resource allocation
  1. Open the Resources module.
  2. Select the Resource Allocations tab.
  3. Click New Allocation.
  4. In the Resource Allocation dialog box, select a resource from the Resource drop-down.
  5. From the Investment drop-down, select the item to which the generic allocation will be made. In the Select Investments dialog box, choose the item and click OK.
  6. From the Role on Investment drop-down, select the resource role you want to associate with the allocation.
  7. From the Status drop-down, indicate whether the generic allocation is Proposed or Committed.
  8. Click Plus to define how much and when a resource will be allocated. For each resource allocation, define the percentage of full time (% FTE), the start and finish dates for the allocation, and any comments specific to the allocation. (Click Delete to remove a resource allocation definition.)
  9. Click Rates to define the rates associated with the allocation.
  10. Click OK.

Adding a generic allocation

A generic resource allocation is when you use a placeholder to allocate a resource instead of allocating an actual resource. When a generic resource has the same name as a resource role, it can help simplify the process of identifying the actual resource who needs to be assigned. A generic resource can be allocated to a task- or an activity-based item. For a task-based item, the generic resource needs to be allocated before a task can be assigned.

To add a generic resource allocation
  1. Open the Resources module.
  2. Select the Resource Allocations tab.
  3. Select a resource team in the resources tree, right-click and select New Generic Allocation.
  4. In the Resource Allocation dialog box, select a resource role from the Resource Role drop-down.
  5. From the Investment drop-down, select the item to which the generic allocation will be made. In the Select Investments dialog box, choose the item and click Save.
  6. From the Status drop-down, indicate whether the generic allocation is Proposed or Committed.
  7. Click Plus to define how much and when a generic resource will be allocated. For each generic resource allocation, define the percentage of full time (% FTE), the start and finish dates for the allocation, and any comments specific to the allocation. (Click Delete to remove a generic resource allocation definition.)
  8. Click Rates to define the rates associated with the role.
  9. Click Save.

Adding a team allocation

A resource team allocation is when you make an entire resource team available for work on an item. The primary resource role of each person in the team is selected by default and cannot be edited. The resource team can be allocated to a task-based item or an activity-based item. For a task-based item, the resource team needs to be allocated to the item before resources can be assigned tasks.

To add a resource team allocation
  1. Open the Resources module.
  2. Select the Resource Allocations tab.
  3. Select a resource team in the resources tree, right-click and select New Team Allocation.
  4. In the New Team Allocation dialog box, select a resource role from the Resource Team drop-down.
  5. From the Investment drop-down, select the item to which the generic allocation will be made. In the Select Investments dialog box, choose the item and click OK.
  6. From the Status drop-down, indicate whether the generic allocation is Proposed or Committed.
  7. Click Plus to define how much and when a resource will be allocated. For each resource allocation, define the percentage of full time (% FTE), the start and finish dates for the allocation, and any comments specific to the allocation. (Click Delete to remove a resource allocation definition.)
  8. Click Rates to define the rates associated with the allocation.
  9. Click OK.

Deleting an allocation

If you no longer need a resource allocation, you can delete it.

To delete a resource allocation
  1. Open the Resources module.
  2. Select the Resource Allocations tab.
  3. Select a resource team.
  4. Select a resource in the resource team and click the item to which they are allocated. Click Delete to delete the resource allocation.

Editing an allocation

You can modify a resource allocation.

To edit a resource allocation
  1. Open the Resources module.
  2. Select the Resource Allocations or Resource Assignments tab.
  3. Select a resource.
  4. In the lower pane, make your changes and click Save.

Substituting a resource

You can substitute a resources who have been allocated, including substituting generic resources for actual resources. For example, if you have a generic allocation for project manager at 300% (essentially three project managers), you can substitute three user resources at 100% each, six resources at 50% each, or virtually any other combination; you can also substitute one project manager at 100% and leave the other 200% allocated to the generic resource.

To substitute a resource
  1. Open the Resources module.
  2. Select an item.
  3. Select the Resource Allocations tab.
  4. Select a resource from the resource tree and right-click to open the Resource Substitution dialog box.
  5. Select the Effective Date of Substitution. This is the date upon which the resource substitution will occur.
  6. Select the resource you want to substitute. Click to open the Find Resource dialog box.
  7. From the Resource Role to Use drop-down, select the resource role you want to associate with the allocation.
  8. Click OK.

Viewing an allocation

Resource allocations can be viewed from the Resource Allocations tab in the Resources module.

To view a resource allocation
  1. Open the Resources module.
  2. Select the Resource Allocations tab.
  3. Select a resource team from the resources tree.

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