Availability: Some of the features described in this article are only available in the Pro and Premium Edition.
Use integrated pivot reports to answer your questions about allocations, utilization and capacities.
- Comparison: Resource Utilization in the Portfolio Designer
- How Resource Capacities Are Calculated
- Display Total Capacity of All Resources and Roles
- Available Fields
With this report you can provide information on project data as well as resource capacity and allocation. If you would like more details on project financials, use the Pivot & Charts: Financials report type.
General information about integrated pivot reports can be found in the article Integrated Pivot Reports - Overview and Templates.
If you are using the Rank Category field, allocations from projects below the Cut-Off line will not be included in the report by default. Change the filter settings for this field in order to include these allocations.
Comparison: Resource Utilization in the Portfolio Designer
The key resource utilization figures available in the report (Capacity, Allocation, Remaining Capacity) correspond to the graphic display in the Portfolio Designer. You can identify non-portfolio resources by using the filter option. In the report, you also have the option to group or filter allocations by whether they are Within Capacity or Over Capacity for the respective resources. Here's a comparison of the display in the Portfolio Designer and report fields:
Note: A resource's remaining capacity can be positive for the overall reporting period (ie., January to March) even if certain periods are negative (ie., February).
How Resource Capacities Are Calculated
Display Total Capacity of All Resources and Roles
In reports that display the capacity of resources and roles, you will only see the capacity of the resources and roles that are allocated to one of the displayed projects.
When configuring either the Project by Name or Project by Rank field and the Capacity field in a report, a dummy project called "[Resource & Role Capacity]" will be added that contains all resources and roles. This dummy project ensures that the Grand Total row considers the total capacity of all resources and roles in your system, even if you have filtered the projects and not all resources or roles are assigned to the projects displayed:
If you do not want to see the total capacity of all resources and roles, you can exclude the dummy project from your report using the filter in the Project by Name or Project by Rank field, or other field filters (e.g., Rank Category).
In the toolbar, you can find report configuration options such as fields and units, and you can export your report as different formats.
- FTE (to learn more about FTE, see the article Full Time Equivalent (FTE)).
- Days (person days as configured under Manage > General)
- Percent (%) (percentage of allocations and remaining capacity in relation to the full capacity of the role or resource)
- [Your System Currency, e.g. USD $]
When you create a new report, the default allocation unit will be that which is set in the Portfolio Designer view. The article Portfolio Designer Settings explains how to change this default.
The currency allocation unit is only available with the Access Financial Data right. When opening reports with this allocation unit without that right, the unit will change to FTE. Find more information on user rights in the Manage User Groups article.
Capacity Planning with Allocation Heatmaps
Want to know more about how Meisterplan's Allocation Heatmap Report can help you?
Check out our blog post Allocation Heatmaps for Capacity Planning.
To use the Allocation Heatmap, select Allocation as a data field in the Field Chooser and % as Allocation Unit.
- Show/Hide Color
- Configure Thresholds: Configure the over- and underallocation thresholds that define which values are highlighted in red or blue.
If you click Export to save your report as an excel file, the file will contain the Heatmap's coloring.
Field Types (Icons)
Data Field: numerical value available as a data field.
Single Filter/Grouping Field: text field available for filtering and grouping.
Composite Filter/Grouping Field: date field or OBS sub-structure available for filtering and grouping. These fields are multi-level: for dates, you can group by year, quarter and/or month. For OBS, you can group by the top level and each sub-level. OBS levels will be numbered.
Capacity, Allocation and Actuals Fields
Actual Time Worked or Cost (FTE/days/hours/'currency'): value displayed in the unit of the selected allocation field
Allocation: role/resource allocation for projects in FTE, person days (d), hours (h) or percent (%), depending on your report settings.
Capacity: role/resource capacity in FTE, person days (d) or hours (h), depending on your report settings.
- The capacity of a role is the sum of the remaining capacities of all resources that have this role as their primary role. If a capacity has been entered for the role itself in the Portfolio Designer, then this capacity is added to the capacity of the role.
|Remaining Capacity of Resource 1 (R1)||Total Capacity of R1 (1 FTE) - Allocation of R1 (0.5 FTE) = 0.5 FTE||+ 0.5 FTE|
|Remaining Capacity of Resource 2 (R2)||Total Capacity R2 (0.5 FTE) - Allocation of R2 (0.3 FTE) = 0.2 FTE||+ 0.2 FTE|
|Capacity of the Role Itself||Role Capacity (0.5 FTE), Role Allocation 0.2 FTE (is not deducted from the capacity)||+ 0.5 FTE|
|Role Capacity||Remaining Resource Capacity (total)+ Role Capacity (total)||= 1.2 FTE|
- To display the total capacity of a role (sum of all resources with that primary role), group by primary role.
- Resource capacity is defined by their calendar and any capacity changes as entered in the resource pool.
Deviation of Actual Time Worked or Cost from Plan (FTE/days/hours/'currency'): value displayed in the unit of the selected allocation field
Deviation of Actual Time Worked or Cost from Plan (%): value displayed in percent
Remaining Capacity: equal to capacity minus allocation; this will be negative if allocation exceeds capacity in the observed period. For roles, allocation includes unstaffed allocations. Measured in FTE, person days (d), hours (h) or percent (%), depending on your report settings.
Allocation Within Capacity: filter or group allocation values by whether they fit into a resource's capacity or not.
Project Role: filter or group data fields by the project role of allocated roles and resources.
Date: filter or group data fields by date (flat grouping field displaying the first day of the week for weekly reports, composite grouping field with year/quarter/month for monthly reports).
Availability: Some of the features described in this section are only available in the Pro and Premium Edition.
Financial Data Fields
Project Approved Budget: approved budget for this project.
Project Approved CapEx Budget: approved CapEx budget for this project.
Project Approved OpEx Budget: approved OpEx budget for this project.
Project Benefit: total benefit of a project (from financial events).
Project Planned CapEx: total capital expenditure (CapEx) of a project (from financial events).
Project Financial Events Costs: sum of all financial events costs of a project.
Project Planned Net Value: total planned net value of a project (= total cost - benefit).
Project Planned OpEx: total operational expenditure (OpEx) of a project (from allocations).
Project Total Planned Costs: sum of capital expenditure (CapEx) and operational expenditure (OpEx) of a project.
Project Cost EAC: value displayed in the currency of the Meisterplan system
Reports and Financial Data
Users without the Access to Financial Data right can still view reports that include financial fields and currencies, but these fields will not be displayed. Saving the configuration will remove those fields or currencies from this report for all users. Find more information on user rights in the Manage User Groups article.
Other Project Fields
Project Approved Total Effort: can be entered for each project; learn more
Project Allocation EAC: Allocation Estimate at Completion; the sum of Actual Time Worked + Allocations until Today and the Future Allocations.
Project Count: number of projects.
Project Planned Allocations: sum of all resource allocations of a project.
Business Goal Name: filter or group data fields by business goals of associated projects.
Program by Name: filter or group data fields by names of associated programs. Programs are sorted alphabetically.
Program by Rank: filter or group data fields by names of associated programs. Programs are sorted by rank.
Project in Portfolio: filter or group data fields by portfolio and non-portfolio projects.
Project Cost Type: filter or group data fields by project cost type.
Project Manager: filter or group data fields by project manager.
Project by Name: filter or group data fields by project name. Projects are sorted alphabetically.
Project by Rank: filter or group data fields by project name. Projects are sorted by Rank.
Project Score: strategic project score of a project.
Rank: filter or group data fields by rank.
Rank Category: filter or group data fields by project positions relative to the must-have and cut-off lines: Above Must-Have, Below Cut-Off or Between Must-Have and Cut-Off. By default, this field filters out projects below the Cut-Off line.
Status: filter or group data fields by project status.
Custom Checkbox Fields: filter or group data fields by values of custom checkbox fields.
Custom Resource Fields: filter or group data fields by values of custom resource fields.
Custom Single-Select Fields: filter or group data fields by single-select values of custom single-select fields.
Custom Text (Single-Line) Fields: filter or group data fields by values of custom text (single-line) fields.
Start/Finish Date: filter or group data fields by project start/finish (composite grouping fields with year/quarter/month).
Project Department: filter or group data fields by project OBS (composite grouping field with all OBS levels).
Custom Date Fields: filter or group data fields by values of custom date fields (composite grouping fields with year/quarter/month).
Resource Count: number of resources that are, for example, allocated to a specific project.
City/Country/Postal Code: filter or group data fields by city/country/postal code of associated resources.
Email: filter or group data fields by email address of associated resources.
Internal/External: filter or group data fields by the External Resource property of associated resources.
Primary Role: filter or group data fields by the primary role of associated resources.
Resource Cost Type: filter or group data fields by the cost type of associated resources, which is the cost type of their primary role.
Resource Manager: filter or group data fields by resource manager of assorted resources and roles.
Resource Name: filter or group data fields by names of associated roles and resources.
Resource Status: filter or group data fields by the status (active, inactive or future) of associated resources.
Resource Type: filter or group data fields by role/resource types: role or resource.
Resource in Portfolio: filter or group data fields by portfolio and non-portfolio resources.
Resource Department: filter or group data fields by role/resource OBS unit (composite grouping field with all OBS levels).
Reports contain only rows and columns with at least one data entry so they remain clear and are easily understood.
The previously listed data fields also have scenario comparison counterparts which can be configured in a report in scenario comparison mode. You can also configure difference fields in the mode, which display the difference in value between the two compared scenarios. To display these values, enter scenario comparison mode and configure the desired compared scenario KPIs. Learn more in the article Scenario Comparison.