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.
Required User Rights
To view the Team Planner, you do not need any specific User Rights. To open the detail view of a role or resource, you need to have the Edit Resource Pool, Absences, OBS, Calendar and Skills right.
Other actions in the Team Planner may require other user rights. See the articles on adding, editing and deleting allocations, staffing roles, and reassigning resource allocations for further information.
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.
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. For projects with resources that are assigned to a role that is not their primary role, the assigned role will be displayed in parentheses. You can also view a resource's absences (e.g., vacation) here. You can input these absences in the Resource Pool.
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 Compact mode, no allocation segments will be displayed.
Toolbar
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. You can also undo various actions.
Information Panel
Click one of the icons in the right sidebar to open the Information Panel. When you select a project, you can find its Overview, Change Log, Project Comments and Allocation Comments there. When you select a role or resource, you can also view all of the allocation changes made to it in the Change Log.
If you've configured a color scheme, a guide to these colors is displayed in the Information Panel.
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.
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
Allocation Mode
The Team Planner offers two allocation modes: Time Grid and Compact. The allocation mode determines the way in which the data in the Team Planner is displayed.
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.
Compact Mode
When selecting the Compact mode, allocation segments will be displayed as bars. The bars are arranged to best fit the available space while ensuring that all of a resource's allocations and absences are visible. The number in the bottom left corner of an allocation segment is the total of allocations for that resource or role for that project. This number is displayed according to what allocation unit you choose. Hover over an allocation segment and click the three dots to open the context menu. There, you can replace a resource with another resource, staff a role, unstaff a resource's allocation back to the role, delete the allocation segment or open the project details.
By double-clicking on an allocation bar, you can edit the individual allocation segments (depending on the zoom level) with the mouse or with shortcuts. When you hover the cursor over the selected cells and click the three dots, you can replace the resource who has been allocated to this segment, or add the resource's remaining capacity.
In Compact mode, the Team Planner does not display allocation segments with a value of "0".
The Compact mode gives you an 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.
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.
Configure View
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
- Compact 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.
Further Information
For more information on the Team Planner, please see our articles on Adding, Editing and Deleting Allocations, Staff Role, and Reassigning Resource Allocations.