This section will give you an overview of the resource allocation.

When you click on the Search button located at the top-right corner of the screen, a popup (shown below) will appear enabling you to define the resources under criteria, such as data period and allocation type (under allocated and over allocated).

Open

Figure 1.1

The list of resources which would appear on the left-hand side of the screen will be as per the refined criteria.

Tick the positions which you would like to check the allocation on and click the green colour draw icon at the top-right corner. A detailed pie chart will appear as shown below, providing the allocation of resources with number of hours.

Open

Figure 1.2

Hover above any section of the pie chart and click on the Segment to view more details. The names of the staff members will be displayed (Project Managers shown in the below screenshot).

2.1 Overview

This section provides an overview of the resource utilisation under certain criteria such as over allocation, under allocation, weekends, holidays, etc., using different colour combinations. The resources will appear on the left side as per filtered options. The time allocation completed through Task Planning will be displayed where you can change if required. When you change the time allocation from Resource Utilisation, those time changes will be reflected on the Task Planning area.

The total effort will be displayed as a summary against each resource under the effort column.

You cannot edit/update any details which prior to the current date. However, the task allocation details for dates which falls after the current date can be changed from the chart by clicking on the Number of Hours.

2.2 Filter Criteria

You can filter resources via the Filter area of the Resource Utilisation page, which can be accessed by clicking the Filter button in the top toolbar.

The filtering criteria available in the Resource Utilisation page are mentioned in the grid below:

2.3 Saving Filters as Templates

You can save search criteria as a template for later use by following the steps below:

• STEP 1: Select the filters you would like to save as a template, and select the Save Search Template tick box.

• STEP 2: Once you select the Save Search Template tick box, you will see a text box below it. Enter the name for your search template, and click on Filter button to save it.

2.4 Searching by selecting an already existing Template

You can select an existing template when filtering resources via the Select Search Template dropdown list in the Filters area.

2.5 Viewing, Editing, and Deleting existing Templates

You can view already created templates by clicking the pencil icon next to the Select Search Template dropdown list.

A pop-up window which contains all created templates will be displayed when you click the pencil icon.

You can delete any existing template by clicking the delete icon next to it.

2.6 Setting a Search Template as Default

You can set a search template as default in two ways: 

2.6.1 Via the Filters Area

In order to set a certain search template as default via the Filters area, you can follow the steps below:

• STEP 1: Select the template which you want to set as default from the 'Select Search Template' dropdown list.

• STEP 2: Select the Set as Default tick box and click the Filter button to save your changes.

2.6.2 Via the Templates Area

In order to set a certain search template as default via the Templates area, you can follow the steps below:

• STEP 1: Click the pencil icon next to the 'Select Search Template' dropdown list.

• STEP 2: Click the default icon adjacent to the template which you wish to set as default and click on Save.

2.7 Daily, Weekly, and Monthly Views

You can view allocations of resources for projects in projects using daily, weekly and monthly views.

2.7.1 Daily View (Default View)

The default view of the Resource Utilisation page will be the daily view. This view can be changed to Weekly or Monthly by clicking the respective toggle options at the top-right corner.

2.7.2 Weekly View

You can switch the view of the Resource Utilisation page to weekly view by clicking the Weekly option in the toggle at the top-right corner.

2.7.3 Monthly View

You can switch the view of the Resource Utilisation page to monthly view by clicking the Monthly option in the toggle at the top-right corner.

2.8 Viewing Allocations of Resources

You can expand the resource to view more details on his or her allocations. You can further expand the project by clicking the Plus sign against it to view the Tasks related to the project as shown below:

You cannot add any hours/tasks to the dates on which the staff is on leave. When you click on a Resource (shown in below screenshot), you will be taken to a screen which will enable you to edit/update the leave status and settings for the resource.

When you click on a Project, it will direct you to a screen which will show the tasks of the project under the list fields along with a Gantt chart (Task Planning).

When you click on a Task, a pop-up as shown below will appear to allow you to change the Task Allocation for a given date range. Tick the Overwrite Existing Allocation option if you wish to overwrite the current allocated time.

When you update the number of allocated hours of a staff member for a day from Resource Utilisation, the system will calculate the Hours Per Day in the Resource Allocation pop-up in the Gantt as follows.

Similar to the Resource Utilisation section, this section provides an overview of the Project Utilisation under certain criteria such as over allocation, under allocation, weekends, holidays, etc., using different colour combinations. The projects will appear on the left side as per the filter options. The time allocation completed through Task Planning will initially appear where you can change if required. When you change the time allocation from Project Utilisation, those time changes will be reflected on the Task Planning area.

3.1 Filtering Criteria

When you click the Filter button located at the top-right corner of the screen, the below screen will appear.

Below listed are the descriptions for the filter criteria:

3.2 Viewing Resources Allocated to Projects

Click on the Arrow against the Project in order to expand it to get further elaboration through sub tasks. You can view project allocations using daily, weekly, and monthly views.

When you click on a Project, It will direct you to a screen which will provide the tasks of the project under the list fields along with a Gantt chart (Task Planning).

When you update the number of allocated hours of a staff member for a day from Project Utilisation screen, the system will calculate and update the Hours Per Day in the Resource Allocation pop-up in the Task Planning object (Gantt) as follows.

3.3 Legend (Colour Codes)

The grid below elaborates on each of the colour codes used in the Resource Utilisation and Project Utilisation pages.