The ultimate aim of resourcing is to maximize the utilization rate by providing transparency to personnel workload, so you can make the right decisions about who is going to be working on a specific project or task and when. This is just as important in the sales phase as it is when planning or following up on a project.
With resource allocations, you basically give limits to how much time people can spend on different projects or phases in projects. It is important to distinguish that resourcing aims to answer questions like ‘which designer can work 10h on my project next week’, rather than ‘who is available at 2pm on Wednesday for 2 hours’, which is more about calendar usage and activity management.
In principle, resource allocations are closely tied to work hour estimates on project. Resource allocations on a given phase or project should not exceed the work hour estimates, as it is merely a more detailed division of who will spend the hours you have planned to complete your project. In Severa, we try to guide towards this.
When you are using resource allocations, the Time & expenses view is also changed so that, for each individual work hour entry, the hours left bar compares the person’s hours on the phase to his/her resource allocations, instead of total hours entered versus estimated on the phase. This enables the employees to better follow how many hours they themselves can still use.
Basis of workload calculations
How much hours you can allocate to a person depends on that person’s work contract and the organization’s work week settings. If the work week is set to cover Monday to Friday, and the person has 8 as daily hours in his work contract, the person is then normally expected to work 40 hours in a week. If you allocate 40h to that person for one week, the person will be shown to have 100% workload.
In different views, color coding is used to indicate the level of workload of a person: the darker the shade of grey, the more workload, and red indicates ⪰ 100%.
Absences and public holidays
If a person is for example on holiday or on sick leave, you can see an orange-striped overlay for that person in that time frame. Also, absences mean a person cannot be used on a project, so it adds 100% that person’s workload.
Public holidays are shown with gray-striped overlay. When there is a public holiday, it lessens the amount of time a person has available on the time frame it occurs.
Access rights govern what you can view and edit regarding resourcing. As an admin user, you can view and edit everything. But for others, the person’s access rights related to cases and other users are the key.
If your case rights are “Project manager, no rights to project financials or invoicing” or above, you work in a role where you have responsibility for project planning. In this case, you can select from all employees to work on your projects, so you can also see all allocations that different employees have. However, you can only edit allocations in projects where you have editing rights. As project manager, that typically means only for the projects you are the manager of.
As a typical employee just handling hours and activities, you might not have rights to set up projects. This means you cannot see different people in the resourcing overview, and you do not have rights to edit your own allocations.
If you have rights to specific users - typically your subordinates - you have the option to edit all allocations for that user, and add allocations to any project for them.