Resource LWC - BETA - Project-Based Allocation

The project-based allocation/assignment model allows you to assign resources at the project level, defining their assignment timeframe and % allocation (or hours) in the project. This provides you with the ability to see resource utilization by project instead of viewing resource utilization by task.

You create Project-based allocation using Project Team records. A project team record can be created:

• In the Team Tab in the project
• Using the "Add to Project Team" icon in Resource Utilization

This help article will show you how to create project-based allocation using either option, as well as how to view Project-Based Utilization.

Create Project-Based Allocation in the Project

You can create a project-based allocation for a resource by creating/editing a project team record in the project.

1. In the project, go to the Team Tab.
   
   
    
2. When creating or editing a project team record, select "Project" in Assignment Model. 
   
   
    
3. You will then need to populate the following:
   
   Assignment Start - This is required and is the project assignment start date
   Assignment Finish - This is required and is the project assignment finish date
   
   The Assignment Start and Assignment Finish Date determines the duration of the project-based allocation. 
   
   
   
   Assignment Model - This is required. Choose between "Percentage" or "Hourly".
   
   Percentage will allow you to specify % Allocation of the resource's working hours per day. For example, if the Resource's working hours per day is set to "8" hours and you set % allocation to "75%". Then, the resource's project-based allocation would plot at 75% of 8 hours which is 6 hours per day.
   
   
   
   Hourly will allow you to specify total assignment hours for the resource for the project.
   
   For example, if you set Assignment Hours to 20, it will divide 20 hours over the Assignment Start and Assignment Finish Date. If Assignment Start and Finish Date is from Oct 14, 2024 to Oct 25, 2024, this would give us 10 working days in between so it will plot as 2 hours per day for 10 days.
   
   
    
4. Remember to click on Save to save your changes.

Create Project-Based Allocation from Resource Utilization

You can create a project-based allocation for a resource by creating a project team record from the Utilization Tab in Resource Management.

1. In the Utilization Tab of Resource Management, click on the Add to Project Team icon beside a resource's name. This allows you to create a new project team record for the resource in a project.
   
   
    
2. Search for the project.
   
   
    
3. You can choose to define the resource's role in the project. If you populate the role and there are tasks with the same role in the project, it will automatically assign tasks to the resource.
   
   You can also choose to populate the resource's hourly rate for the project. You may also choose to have the resource automatically added as a project collaborator, and define their collaborator permission. 
   
   Please note:
   Only Salesforce users can be added as project collaborator via the project team. If the resource you are creating a project-based allocation for is a contact, setting "Add as collaborator" to TRUE will not add the contact as a collaborator.
   
   
   
   
   
    
4. Next, select "Project" as the Assignment Model. 
   
   
    
5. You will then need to populate the following:
   
   Assignment Start - This is required and is the project assignment start date
   Assignment Finish - This is required and is the project assignment finish date
   
   The Assignment Start and Assignment Finish Date determines the duration of the project-based allocation. 
   
   
   
   Assignment Model - This is required. Choose between "Percentage" or "Hourly".
   
   Percentage will allow you to specify % Allocation of the resource's working hours per day. For example, if the Resource's working hours per day is set to "8" hours and you set % allocation to "75%". Then, the resource's project-based allocation would plot at 75% of 8 hours which is 6 hours per day.
   
   Please note:
   If the Resource's working hours per day is blank, Inspire Planner will check if Default Planned Effort custom setting is populated and plot according to this value. If Default Planned Effort custom setting is blank, it will plot according to % allocation of 8 hours.
   
   
   
   
   Hourly will allow you to specify total assignment hours for the resource for the project.
   
   For example, if you set Assignment Hours to 20, it will divide 20 hours over the Assignment Start and Assignment Finish Date. If Assignment Start and Finish Date is from Oct 14, 2024 to Oct 25, 2024, this would give us 10 working days in between so it will plot as 2 hours per day for 10 days.
   
   
    
6. Remember to click on Save to save your changes.
   
   Please note:
   Inspire Planner will check if a project team record with the same role for the resource already exists. If yes, it will prevent you from creating a duplicate project team record. To create a project-based allocation for the resource, you will need to go to the project, edit their existing project team record and populate the project-based allocation information (please see Create Project-Based Allocation in the Project).

How to View Project-Based Utilization

The Utilization Tab in Resource Management allows you to choose whether to see resource utilization for tasks or for projects.

Tasks will only display utilization of tasks assigned to resources, grouped by project. This will not include project-based allocation.
 

Projects will only display utilization of tasks assigned to resources, grouped by project. This will not include task allocation.

When viewing project-based utilization, you can still use the Gantt Icons in the top right to change your zoom preferences, change your date range, etc.