Resource Allocations

You can use the Team Resources 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:

User An actual resource that is available to work.
Generic A placeholder that represents an actual resource or a group of actual resources. You can use generic resource allocations to plan for the resource needs of an item prior to assigning actual resources. For example, if you have a generic allocation for a project manager at 300% (essentially three project managers), you can substitute three user resources at 100% each, six resources at 50% each, and so on. Assignments can be made against a generic resource that are then transferred to the user resource, once named.

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.

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 an 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

Open the Resources module.
Select the Resource Allocations tab.
Click New Allocation.
In the Resource Allocation dialog box, select a resource from the Resource drop-down.
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.
From the Role on Investment drop-down, select the resource role you want to associate with the allocation.
From the Status drop-down, indicate whether the generic allocation is Proposed or Committed.
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.)
Click Rates to define the rates associated with the allocation.
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

Open the Resources module.
Select the Resource Allocations tab.
Select a resource team in the resources tree, right-click and select New Generic Allocation.
In the Resource Allocation dialog box, select a resource role from the Resource Role drop-down.
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.
From the Status drop-down, indicate whether the generic allocation is Proposed or Committed.
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.)
Click Rates to define the rates associated with the role.
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

Open the Resources module.
Select the Resource Allocations tab.
Select a resource team in the resources tree, right-click and select New Team Allocation.
In the New Team Allocation dialog box, select a resource role from the Resource Team drop-down.
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.
From the Status drop-down, indicate whether the generic allocation is Proposed or Committed.
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.)
Click Rates to define the rates associated with the allocation.
Click OK.

Deleting an allocation

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

To delete a resource allocation

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

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

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