Availability All Editions
This is a dedicated view that resource managers and team leads can use to see who is working on which projects, quickly identify capacity constraints, and edit project allocations. This allows you to build teams composed of the right people with available capacity.
- Where to Find the View
- How to Configure the View
- How to Use the View
Where to Find the View
In the left Sidebar, click Team Planner to open the view. In the list on the left side of the view, roles and resources are sorted by their primary role. The timeline in the center displays the capacity of roles and resources for the selected zoom level (per month, quarter, etc.). Overallocations are displayed in red, underallocations in blue and optimal allocations in green.
To see the individual project allocations of a role or resource, expand their line by clicking the arrow after their name. Unlike the Portfolio Designer, the Team Planner does not display allocation segments with a value of "0".
If a role or resource is allocated to a project but has no allocation value, this project will still be displayed in the Time Grid mode but in the Flexible mode, no allocation segments will be displayed.
How to Configure the View
You can change the configuration of the view at any time. The configuration is always user-specific, that is, only you will see the Team Planner in your selected configuration.
For expanded roles or resources, the Time Grid mode displays a row for each project that the role or resource is assigned to. Allocation segments are separated into cells similar to a spreadsheet layout, and the cells correspond to the selected zoom level (month, quarter, etc.). Each role or resource's projects are ordered by their rank. The available capacity of a role or resource is assigned according to the project's rank and overallocations are colored in red.
The Time Grid mode allows you to make quick updates by tabbing between the cells in the grid mode to change allocation values. By selecting the right allocation unit and zoom level, you can adjust the view for the desired level of detail.
When selecting the Flexible mode, allocation segments will be displayed as bars. The bars are arranged to best fit the available space while ensuring allocations from the same project are grouped together. Hover over an allocation segment and click the three-dot menus to open the project's details or delete the allocation segment.
The Flexible mode gives you a compact overview to quickly see the total workload of your team. You can get additional insights by coloring the projects by a field such as Status or Business Goal.
In the toolbar under Configure View, you can find the following options:
- Sort Roles and Resources by: Here, you can select whether the roles and resources are sorted by name, by their primary role or by an OBS field (e.g., department).
- Color Scheme: Here, you can define by which field the projects are colored (e.g., by Business Goal or Status):
- Time Grid mode: the project line that displays the duration of a selected project will be colored
- Flexible mode: the project line and all project bars will be colored
- Underallocation/Overallocation: Here, you can define when the cells are displayed in blue (underallocation) and red (overallocation).
Selecting the Data Displayed
Control which resources are displayed in the Team Planner by selecting the Date Range, Portfolio or Scenario in the header.
Select the date range to ensure that only resources with a start or termination date within that date range are displayed.
The resource filter in the selected portfolio defines the roles and resources that are displayed in the Team Planner. With the right resource filter (OBS, skills, primary role, external/internal), you can only see roles and resources that are relevant to your current task.
The project filter in the selected portfolio defines which projects you can open and/or edit. You will see all projects of the displayed resources, but you can only open or edit the projects that correspond to the project filter (e.g., OBS, Project Manager, Status) in the selected portfolio.
How to Use the View
Required User Rights
- To edit allocations in the Team Planner, you need to be in a user group with the following rights:
- Under Edit Projects and Programs, you need to have at least the Projects with Logged-In User as Project Manager right.
- You need to have edit rights for the currently selected scenario or the Edit Plan of Record right.
- Under Detailed Project and Program Rights, you need to have the Add, Change and Delete Allocations right.
- To open the detail view of a role or resource, you need to have the Edit Resource Pool and Absences right.
Accessing Resource and Project Information
Move your cursor over a role's or resource's name and click the square icon after the name to open their detail view.
Select an allocation segment and click the information icon in the right sidebar to open the Information Panel with the Overview. If the selected project is part of the current portfolio, you can open the project's details by clicking Open Project in the Information Panel.
How to Edit Allocations in the Team Planner
You can edit allocations both in the Flexible and in the Time Grid mode.
To change the value of an allocation, first click the allocation segment and then click the existing value to be able to edit it:
To save the new value, press ENTER or click outside of the segment. To leave the segment without applying the changes, press ESC. In the Time Grid mode, you can also tab from one cell to the next.
If you have entered 0 as a new value, the segment will vanish (in Flexible mode) or become empty (in Time Grid mode) as soon as you deselect it or select another allocation segment.
If a padlock icon is displayed when hovering over a project's name, this indicates the project is not part of the current portfolio and its allocation segment cannot be edited.
If an eye icon is displayed when hovering over a project's name, this indicates that you do not have the required user rights for this project or the selected scenario
For projects with resources that are assigned to a role that is not their primary role, the assigned role will be displayed in parentheses.