Availability All Editions
Quickly adjust your role and resource allocations and actual time worked right in the comfort of the Project Details view.
Where to Find
You can open the Project Details from the following views:
- Portfolio Designer
- Team Planner
- Project List
- BoardPro Premium
- GoalsPro Premium
- RoadmapPro Premium
- Project Overview
Move your cursor over the project and, depending on the view, click either the pencil or the square icon:
What you can see and edit in the Project Details depends on your user rights.
Once you are in the Project Details, click the Allocations tab. There, you will see two sub-tabs, one for planned allocations, and one for actual time worked.
Information Panel
Click one of the icons in the right sidebar to open the Information Panel. You can find the project's Comments and Change Log there. When you select a role or a resource, you can view their Allocation Comments.
Required User Rights
Allocations
To be able to edit a project's roles and/or resources' allocations, your User Group needs to have the following rights:
- You need to have edit rights for the currently selected scenario or the Edit Plan of Record right.
- Under Edit Projects and Programs, you must have at least the option Projects with Logged-In User as Project Manager or Custom Resource Field
- Under Edit Allocations, you must have at least the option Role Allocations (in order to update a specific resource's allocations you must have the option Role and Resource Allocations)
Users with Resource Managers Can Always Edit Allocations of Their Own Roles and Resources will still be able to edit their own roles and resources' allocations.
All users will be able to see the allocations on a project.
Actual Time Worked
To be able to edit a project's roles and/or resource's allocations, your User Group needs to have the following rights:
- You need to have edit rights for the currently selected scenario or the Edit Plan of Record right.
- Under Detailed Project and Program Rights, in the section Access Actuals, you must have the option Edit
Users can only see the Actual Time Worked tab if they have at least the option Read Only for the Access Actuals section.
Allocations
You can add, edit and delete allocations on both the role and resource level in the Project Details. You can click the three dots after the name of the role or resource to remove them from the project or replace a resource with another. In the toolbar, you can assign roles and resources and select the zoom level and the allocation unit.
Adding Allocations
To add an allocation to your project, select Assign Role or Resource. Then, type the name of the role or resource you wish to assign to the project.
Input the effort you have planned for each role or resource. You can either enter the total value in the Total column, or single values (depending on the selected zoom level). When inputting a total value, it will be equally distributed over the entire duration of the project. You can only edit the Total column when it is empty. You can edit the single values at any time.
Editing Allocations
To manually edit an allocation value in the project details, click in the cell and type the desired value.
By selecting the blue context menu, you can also allocate in percentage of the selected allocation unit or replace the resource on the project (e.g., by unstaffing the allocation back to the role).
You can do this for both single and multiple cells.
You can also edit the assigned roles and resources instead of individual allocation values. Click the three dots after a role's or a resource' name to remove them from the project, replace them and open them in the Team Planner or the Resource Pool.
Deleting Allocations
To delete a resource's or role's allocation, highlight the cell, press Delete or enter "0". Or remove the role or resource from the project to delete the entire allocation. Imported actual time worked will, however, stay on the project.
Actual Time WorkedProPremium
In the Actual Time Worked tab, you can see, as well as manually enter and edit the actual time worked for your project. In the toolbar, you can assign a role or a resource to the project and select the zoom level.
Adding Actual Time Worked
All roles and resources that are allocated to a project will be displayed in the list of suggested roles or resources, as well as roles and resources that have had actual time worked imported for them. Select a cell to enter actual time worked.
You can also add actual time worked for roles or resources that are not currently allocated to the project. Click on Assign Role or Resource in the toolbar.
These resources and/or roles will thus be allocated to the project with a value of 0.
Editing Actual Time Worked
All actual time worked, whether it was imported or manually entered (e.g., via time-tracking in the My Schedule view), is displayed in the list. Click a cell to edit the value.
Deleting Actual Time Worked
To delete actual time worked, select one or more cells and press DELETE or enter in a value of "0".
Comparing Actual Time Worked with Allocations
In both tabs, you can compare actual time worked with planned allocations per role or resource. You can adjust the zoom level to be on the week, month, quarter or year level. In the toolbar, click Compare Actuals with Plan to see the values per cell. In the additional column Deviation from Plan, you can see the summed deviation between the actual time worked and allocations:
In the column Deviation from Plan, you can see the deviation of actual time worked from planned allocations up to the date of the actual time worked entered. If the actual time worked exceeds the planned allocations, a red arrow is displayed, and a green arrow if it is below the allocations.
In the Actual Time Worked grid, the allocations values are displayed in small gray script, and the actual time worked values are larger and solid black. In the Allocations grid, the display is reversed.