Resource Allocation allows you to view resources that have been assigned to project tasks as well as their capacity. This feature allows you to easily see whether resources are over or under allocated and helps you find available resources for new and upcoming projects and tasks.
Sick and vacation time can also be scheduled for resources. If a block of time needs to be reserved or considered for a future project, you can create a Salesforce Task within the Resource Allocation page and link it to a future project. This allows Project Managers to better allocate resources according to their capacity and availability.
You can set a resource's working hours per day which the Resource Allocation page references when plotting hours for the resource. To learn how to set a resource's working hours per day, please see "Set a Resource's Working Hours per Day".
The resource allocation page also allows you to pin resources so you can easily view resources you regularly work with.
Start with the video below:
To view Resource Allocation, go to the Resources Tab.
Search for resources by attributes in the 'Select Attribute(s)' field on top of the page. You can either scroll through the dropdown menu to find an attribute or you can type the attribute name in the box. A list of matching attributes will display based on the text you enter. Select the attribute by clicking on it.
Inspire Planner will return all resources (users and contacts) who match the attribute you selected.
You can enter one or more attributes in the attribute box. By default, the operator used between attributes is set to 'AND' which means that a resource must have all of the attributes you select.
If you would like to view resources that have any one of the attributes you select, you can switch the operator to 'OR'.
If you would like to clear all attributes, click on Clear to the right of the 'Select Attributes' box.
To the right of each resource, you'll see the sum of work hours for each person.
When you expand a resource on the left, it displays the project tasks assigned to the resource. It will only include the project tasks that make up the hours displayed within the timeline in the Gantt Chart on the right. As you adjust your timeline, it will adjust the project tasks displayed under the resource to include only the project tasks that fall within the timeline.
The work hours you see are based on the planned effort and duration specified for the assigned project tasks. For example, if the planned effort for a task is 10 hours and the duration is set to 2 days, then it will plot 5 hours per day.
It also takes into consideration the % of work that the resource is responsible for. This is defined within the project, in the Assigned To field (see image below). For example, if there are two (2) resources assigned to a task and each resource is responsible for 50% of the work, and the planned effort is set to 10 hours with a duration of 2 days, then the work hours shown for each resource would be calculated as follows:
(Planned Effort x % Units) / Duration = Total Work Hours
So using the example above, work hours would be calculated as:
(10 hours x 0.50) / 2 days = 2.5 hours per resource
To move to the previous or next timeline, click on the left or right arrows at the top right corner.
To zoom in or out of the timeline, use the zoom in and out arrows.
To refresh the timeline, click on the Refresh on Timeline icon.
When the total allocated hours for a resource exceeds 8 hours, it highlights the hours in red to indicate that the resource is over allocated.
When the total allocated hours for a resource is at 8 hours, it highlights the hours in green to indicate that the user is at capacity.
You can pin resources on the page so that they appear on the page every time you view resource allocation. Pinned resources are always visible on the page whether they have the attributes you search for or not, and always appear on top of the resource list to make it easy for you to view resources you regularly work with.
To pin a resource, simply click on the Pin icon beside the resource name.
The pin icon turns green for a pinned resource.
To unpin a resource, click on the pin icon again.
The Resource Allocation page also allows you to create a new Salesforce Task to block vacation time or set aside time for a future project. This allows project managers to better plan and allocate resources based not only on their capacity but also their availability.
To book vacation time, click on the Create New Task icon beside the resource name.
A 'Create New Task' window will open. You have the option of linking the new task to an existing Project by selecting a project from the project dropdown menu. However, it is not necessary to link the new task to a project. If you are simply looking to book vacation time, you can choose to leave the Project field blank.
Enter a task name and in the Schedule As dropdown, select 'Vacation'. Then specify the inclusive dates. Click on Create when finished.
Expand the resource on the left and you will see the vacation time you've booked.
To delete it, click on the delete icon beside it.
To block time for a future project, click on the Create New Task icon beside the resource name.
A 'Create New Task' window will open. You have the option of linking the new task to an existing Project by selecting a project from the project dropdown menu. However, it is not necessary to link the new task to a project. You can still block time for a future project even without linking the task to a project.
Enter a task name and in the Schedule As dropdown, select 'Future Project'. Then enter the number of hours and specify the inclusive dates. Click on Create when finished.
Expand the resource on the left and you will see the time you've reserved.
For information on how to create attributes and assign them to resources, see Managing Resources with Resource Attributes.