Planning resources

The Planning Resources view displays the planned hours for every employee in your company.

The numbers displayed in the bars on the calendar view are the hours that have been planned for the day or the week.

Resource planning is interactive: if you want to change the resource planning, tap a cell in the grid and a form will display so that you can adjust the hours of that person for that day/week.

planning resources update hours

This way it is easy to swap resources and planned hours while remaining in the overview.

You can add columns of additional information via the cog Show extra data button. In the Week view, you can add rows of totals to be displayed above the planning.

Field descriptions

resource planning view

number one red circle

The calendar view can display by Weeks or by Days. The default view is Weeks.

number two red circle

Type of hours: Actuals and planned, Available, or Planned only.

number three red circle

To filter a particular resource, begin typing their name in this search field. The calendar view will change to show only selected resources hours.

number four red circle

This legend explains the meanings of the different colors used in the calendar view:

  • Light blue means lots of available hours that day.

  • Dark blue means the hours for that day are fully planned.

  • Red means the resource has too many hours planned.

  • Orange means the hours are tentative.

  • Light green means the hours have been submitted for approval.

  • Dark green means the hours have been approved.

number five red circle

Displays data starting from the date of viewing. If you are viewing future planning, click this button to return to current planning.

number six red circle

Use this calendar selector to go to a specific day (if the calendar view is set to Days) or to the week that contains the day that you select (if the calendar view is set to Weeks). Click Today to return to the current day or week.

number seven red circle

Move the calendar view forward or backward. Click Today to return to the current day or week.

Another way to move forward or backward through the calendar is to click, hold, and drag to the left or right.

number eight red circle

Shortens the space between the calendar view and the list of employees. Also hides the filter Filter resources button and the cog Show extra data button. Doing this allows you to see more of the calendar view without having to scroll.

number nine red circle

Displays the Filter resources form. You can filter by the following properties:

  • All departments. This is the default setting.

  • Activity

  • Skill level

number ten red circle

Selecting the cog Show extra data button presents you with additional viewing options.

Additional viewing options

Selecting the cog Show extra data button presents you with the following options:

  • Select columns

  • Select totals per week

Select columns

Selecting this option opens the Select columns form, where you can choose which special columns to display.

planning resources special columns

The purpose of each special column is as follows:

Name Purpose

Start

Lists the date on which the resource will begin work on the deliverable.

Finish

Lists the date on which the resource will complete the work on the deliverable.

Allocated

Lists the number of hours that have been assigned to the resource to complete the deliverable.

Hours spent

Lists the number of hours spent working on the deliverable so far, based on submitted time entries.

Hours in draft

Lists the number of remaining hours tentatively planned for this deliverable.

Hours to plan

Lists the allocated hours that remain to be planned. To plan these hours, click the calendar plus Hours left to plan button.

Select totals per week

This option only functions if you have selected the Weeks calendar view (number one red circle).

resource planning view additional calcs

Selecting this option opens the Select totals per week form, where you can choose to display the following additional calculations:

  • Working hours total. Displays the total amount of hours, both planned and actual, for the week.

  • Planned total. Displays the total amount of working hours planned for the week.

  • Actual total. Displays the total amount of hours already worked for the week.

The resource view

resource planning view expanded

Click an employee (number one red circle) to display their resource view, which lists all of the employee’s allocated activities (number two red circle) and non-billable hours (number four red circle). Planned hours for each activity displays in the calendar view (number five red circle).

If an activity (number two red circle) has unplanned hours, you can use the calendar plus Generate planning entries button (number three red circle) to allocate those hours to the activity.

Another way to adjust hours is to click on an hours entry in the calendar view (number five red circle). A form will display where you can update the hours.