Availability All Editions
Quickly adjust your 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
- Portfolio Dashboard
- Team Planner
- 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 Overview, Comments, Allocation Comments and Change Log there. If you have connected an external tool via the Task Connector, you can also see the Task Insights there.
Required User Rights
Allocations
To be able to edit a project'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 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 Resources, Teams, and Roles will still be able to edit the allocations of their own resources, teams, and roles.
All users will be able to see the allocations on a project.
Actual Time Worked
To be able to edit a project's resource, team or role 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 the resource, team, and role level in the Project Details. You can click the three dots after the name of the resource, team, or role to remove them from the project or replace them. For resources and teams, you can also select change project role. In the toolbar, you can assign resources, teams, and roles and select the zoom level and the allocation unit.
Adding Allocations
To add an allocation to your project, select Assign Resources, Teams, or Roles. Then, type the name of the resource, team or role you wish to assign to the project.
Input the effort you have planned for each resource, team and role. 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 or team on the project.
You can do this for both single and multiple cells.
You can also edit the assigned resources, teams, and roles instead of individual allocation values. Click the three dots after the name or a resource, team or role to remove them from the project, replace them and open them in the Team Planner or the Resource Pool. For resources and teams, you can also change the project role or unstaff the allocation back to the role.
Deleting Allocations
To delete the allocation or a resource, team or role, highlight the cell, press Delete or enter "0". Or remove the resource, team or role 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 resources, teams, or roles to the project and select the zoom level.
Adding Actual Time Worked
All resources, teams, and roles that are allocated to a project will be displayed in the list of suggested resources, teams, and roles, as well as resources, teams, and roles that have had actual time worked imported for them without being allocated. Select a cell to enter actual time worked.
To enter actual time worked for a team, you must first select the resource from the team for which you want to enter actual time worked. Move your cursor over the team's row and click the plus icon:
Select the resource from the team and enter their actual time worked. In the team's row, you will see the summed actual time worked for the team
It is not possible to enter actual time worked on the team level.
You can also add actual time worked for resources, teams, or roles that are not currently allocated to the project. Click on Assign Resources, Teams, or Roles in the toolbar.
These resources, teams, 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 resource, team or role. 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.