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
- How to Configure
- Filter Your Roles and Resources
- Allocation Mode
- Configure View
- Save Your Configuration as a Custom View
- How to Use
Where to Find
In the left Sidebar, click Team Planner to open the view. The list displays the roles and resources, and the timeline displays their capacity for the selected zoom level (per month, quarter, etc.) in a histogram view.
Red shows an overallocation according to the value set under Configure View > Overallocation, green shows an optimal allocation and light blue the available capacity. If you have configured a value larger than 0 under Configure View > Underallocation, the area between the underallocation threshold and 0 will be displayed in dark blue.
To view the exact allocation and capacity values, hover over a cell in the timeline to display the info box.
The Team Planner displays all roles and resource that correspond to the selected custom view.
To see the individual project allocations of a role or resource, expand their line by clicking the arrow after their name.
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. In the Flexible mode, no allocation segments will be displayed.
In the toolbar, you can search for roles and resources, filter the view, select the Allocation Mode, the Allocation Unit and the Zoom Level as well as configure the view.
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 Configure
Filter Your Roles and Resources
To filter the Team Planner for resources or roles with certain values, click Filter:
You can select from the following fields:
- Top level OBS, e.g., department
- External Resource
- Primary Role: displays selected roles as well as resources with the selected primary roles
- Resource Manager: displays resources and roles with the selected resource manager
- Resources: displays selected roles and resources
- Skills: displays roles and resources with all selected skills
You can use several filters at the same time to further limit the results. Learn more in the Ad-Hoc Filter article.
Time Grid Mode
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 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.
In the Flexible mode, the Team Planner does not display allocation segments with a value of "0".
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 dark blue (underallocation) and red (overallocation).
Save Your Configuration as a Custom View
You can save every configuration of the Team Planner as a Custom View. Click the custom view name next to the title Team Planner to select a different view or add a new view. To edit the view name or delete the view, click the three dots next to the view name. Depending on your user rights, you can also define access rights to the view for users and user groups.
Learn more in the Custom Views article.
How to Use
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.
You can also open a project's details by moving your cursor over the project's name, clicking the three dots and selecting Open Project.
You can add allocations both in the Flexible and in the Time Grid mode.
To add a new project allocation for a role or resource, move your cursor over the role or resource and click the plus icon:
Next, enter the project's name or project key into the search field and confirm with the Enter key:
A new row below the role or resource will be added with the project's name.
Now, enter the allocation value in the cell or cells and confirm with the Enter key. To quickly edit several cells, you can tab from one cell to the next.
To add a new project allocation in the Flexible mode, first select the desired time period for the allocation by drawing a rectangle in the timeline while keeping your mouse button pressed Next, enter the project's name or project key into the search field and press the Enter key to confirm. The project allocation will be displayed as a new bar and is already in edit mode. Now, enter the allocation value for the selected time period and press the Enter key to confirm.
If you do not enter a value, the segment will vanish as soon as you deselect it or select another segment, because the Flexible mode does not display allocation segments with a value of "0".
Editing or Deleting Allocations
To change the value of an allocation, first click the allocation segment and then click the existing value to be able to edit it.
For projects with resources that are assigned to a role that is not their primary role, the assigned role will be displayed in parentheses.
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.
To delete an allocation segment, click the Delete key or enter "0" in the respective cell.
To delete the entire allocation, move your cursor over the project's name, click the three dots at the end of the line and select Remove from Project.
If the menu entry Open Project after the project's name is inactive, this indicates the project is not part of the current portfolio and its allocation segments cannot be edited.
To save the new value, press ENTER or click outside of the segment. To leave the segment without applying the changes, press ESC.
To delete an allocation segment, enter "0" or delete the value. The segment will vanish as soon as you deselect it or select another allocation segment, because the Flexible mode does not display allocation segments with a value of "0".
In the Flexible mode, you can only delete allocation values but not the entire allocation of a resource to a project.
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 segments 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