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 cutout

Resource planning is interactive: if you want to change a resource’s hours:

  1. Find the resource (number one red circle sm) and tap their row to display their list of assigned deliverables and ativities (number two red circle sm).

  2. Locate the activity whose hours you want to edit, and using, the cursor, move across the row until you locate the cell that corresponds to the week that contains the hours you want to edit.

  3. Tap the cell (number three red circle sm) 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 sm

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

number two red circle sm

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

number three red circle sm

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 sm

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 sm

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 sm

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 sm

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 sm

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

  • All departments. This is the default setting.

  • Activity

  • Skill level

number nine red circle sm

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 sm) and non-billable hours (number four red circle sm). Planned hours for each activity displays in the calendar view (number five red circle).

If an activity (number two red circle sm) has unplanned hours, you can use the calendar plus Generate planning entries button (number three red circle sm) 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 sm). A form will display where you can update the hours.