Allocations

Add an allocation to a project or task

1. Go to the user’s or placeholder’s row and click the arrow.
2. Select Add row.
3. Select a project or task from the drop-down list > Add.
4. Draw a bar on the project or task row that appears in the calendar for the desired day/week/month period.

5. Complete the allocation details in the window that opens. The allocation can be defined as:

   -a total hour amount per day or period, or
   -hours per specific days, or
   -as a %-share of the expected working time per day or period, if it is a single user. 
   At the bottom you can see the Project budget meaning the total hours allocated + budgeted for the project. 

6. Save allocation. 

   

The added allocation is now visible on the rows. 

• On the staff member’s/placeholder’s row you will see the updated utilization (allocated hours/expected working time). 
• At the beginning of the project or task row you will see how much time was originally budgeted for the project or task, and how much of it has been allocated. 

Viewing allocations

At the top of the Resourcing > Allocations view, first filter the basic selections: 

• View: select which figures are viewed: 
  • Utilization: allocated hours / expected working time
  • Billable rate: allocated billable hours / all allocated hours
  • Allocated hours: absolute allocated hour amounts. 
• Filters: if needed, filter the search results by:
  • Team
  • Pipeline
  • Project
• View options: 
  • Use probability as multiplier: The pipeline stage probability percentage can be used as a multiplier for allocations. This provides an estimate of the likely workload of the allocations. 
  • Highlight unfinished allocations: You can highlight past allocations for which users did not track hours. 

Choose whether to display data at the day, week, or month level. You can move horizontally with the arrows. 
You can also expand the view to full screen. 

The template shows staff working days in white, days off in gray with lines, and public holidays in red.

An allocation is shown as a bar. An allocation that extends over days off is indicated with dashed lines. 

An allocation that matches the expectation is shown in green, one that falls short in yellow, and one that exceeds it in red. 

The total hours of each column (day, week or month) is shown at the top of the grid. 

If a milestone has been added to the project, it is shown at the date. 

Transfer allocations to another user/team

You can transfer a user’s or placeholder’s allocations to another user, for example if an allocation was made for a placeholder during the planning phase and later you want to distribute it to actual users. 

1. Go to the placeholder’s row and click the arrow.
2. Select Transfer all allocations. 
3. Select all allocations (all in future) or visible allocations (the allocations you had horizontally limited to the view).
4. Select the user/team to which the allocations will be transferred and click select.
5. Click Transfer. 

Utilization

Utilization view works the same way as New reports > Users > Utilization report, meaning you can monitor and report what share of users’ expected working time for a given period has been allocated to projects or tasks.

By default utilization is calculated from allocations. If you do not use allocations feature at all, there is a setting in general resourcing settings that allows you to calculate utilization rates from tasks' budgeted hours.