Manage Resource Allocation

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Resource allocation is the period during which a resource is staffed, or booked, to a project. Multiply the total number of working days between and including the project start and finish dates by the number of hours the resource is available to work each day. The result displays the allocation amount for each resource. By default, resources are allocated at 100 percent of their available working days. You can change this default value.
Allocation differs from ETC in that the ETC amount is based on the number of hours a resource is assigned to tasks. Staff members can be assigned to tasks for all the hours they are allocated to the project.
If creating a more accurate schedule helps, allow project resources one or two hours each working day, or each week, for alternative work or non-project meetings.
Change Resource Default Allocation
You can indicate any deviations from the Default % Allocation field. You can unbook a hard-booked resource or extend a resource to do additional project planning.
Follow these steps:
  1. Open the project and click Team.
  2. Click the Properties icon for the resource to change allocation.
  3. Complete the following field in the General section:
    • Default % Allocation
      Defines the percentage of time you want to allocate the resource to this project (you can enter 0 percent). This amount is reflected in the Allocation and Allocation % columns on the project team staff page.
      Default:
      100 percent
      Required:
      No
  4. Create one row for each deviation from the default allocation in the Planned Allocation and Hard Allocation sections. To create a planned or hard allocation period, complete the following fields in the row:
    • Start
      Defines the start date for the allocation period.
    • Finish
      Defines the finish date for the allocation period.
    • % Allocation
      Defines the expected percentage of time for the resource to work (as tentative or committed) on the investment.
  5. Save the changes.
Planned and Hard Allocation
The Planned Allocation curve represents the default, or total allocation amount requested by the project manager. The Hard Allocation curve represents the allocation amount committed by the resource manager. The booking status for a resource changes according to the allocation amounts in the planned and hard allocation curves.
Example: Fill Gaps in Allocation Segments
When editing the default allocation segment for a resource, if there are segment gaps, a segment is automatically created. The new segment displays the default percent allocation amount.
You book a resource to a project with availability less than 100 percent. An allocation segment is added such that the allocation start date is greater than the previous allocation segment end date:
  • Initial segment start and finish dates: 01/10/12 to 09/10/13.
  • New segment start and finish dates: 04/12/13 to 09/04/14.
    A gap is created between two segments from 10/10/13 to 03/12/13 as unallocated.
To create a gap, you create two allocation rows in the Planned Allocation and Hard Allocation sections of the staff member properties page. By default, the resource is allocated at 100 percent. One allocation covers the period where the resource works at 50 percent. The other allocation covers the period where the resource works at 0 percent. When you save your changes, a default segment is created for the gap period and populated with the allocation amount of 100 percent.
Overallocating Resources
When staffing resources to your project, the resource manager can over-allocate the resource, or can accept any remaining availability. During team staff member replacement, you can also over-allocate the resource who is replacing the previous resource.
Avoid over-allocating resources, which can cause scheduling delays and less effective performance.
Shift and Scale Resource Allocations
You can shift or scale all or a portion of the resource allocations in a project. You can move resource allocations back and forth in time. Any segmented allocation dates are kept intact as the resource allocation information is moved, though the percent allocated for each segment can change. Shifting allocation for a resource is useful for project allocations beyond the allowable timescale.
Follow these steps:
  1. Open the project and click Team.
  2. Select the check box next to the name of the resource to shift allocation. Open the Actions menu on the top right side of the page and click Shift allocation.
  3. In the Investment Schedule section, view the following fields:
    • Investment Start Date
      Displays the start date for the project. The value for this field is based on the Start Date field on the scheduling properties page.
    • Investment Finish Date
      Displays the finish date for the project. The value for this field is based on the Finish Date field on the scheduling properties page.
  4. In the Time Span to Shift section, complete the following fields:
    Start Date
    . Defines the start date for the resource on the project. The date marks the starting of the date range to shift.
    Finish Date
    . Defines the end date for the resource on the project. The date marks the ending of the date range to shift.
  5. In the Time Shift Parameters section, complete the following fields:
    • Shift to Date
      Defines the date when you want the shifted allocation to begin.
    • Shift Cut-off Date
      Defines the last date for shifting allocations. Allocations cannot shift beyond the last date.
    • Scale Allocation % By
      Defines the percentage change in the allocation required for the shift.
      Note:
      If you leave the field empty, no scaling occurs.
      Required:
      No
  6. Save the changes.
Edit Team Allocations
You can edit the team allocation for your project using the time-varying cells on the project team detail page. The time-varying cells contain planned allocation by default. You can configure the TSV to include hard allocation ETC and actuals. You can edit the planned and hard allocation information in these cells to create allocation segments. You can create allocation segments between the start and finish dates for the staff team member.
You can define explicit start and finish dates for staff team members. Or, the staff members can inherit dates the dates from the start and finish dates for the investment. When editing the allocation information in the time-varying cells, the following editing rules are used when you save your changes:
  1. The start and finish dates for the staff team member are verified against the date range of the cell. If the current start or finish date for the staff team member falls within the date range of the cell, the information you enter starts (or finishes) on the current date for the staff team member.
  2. If the date range of the cell is beyond the team member current start or finish date, the start (or finish) date for the staff team member is updated to the start (or end) date of the cell.
  3. If you have the access rights to edit the start and finish dates for the investment, when you allocate a staff team member outside of current investment dates, the investment dates move to accommodate the allocation.
  4. If you do not enter allocation information for a cell that is located between two cells that contain information, the allocation is set to 0 percent for the empty cell.
To give resource managers the ability to manage team allocations while you have the project locked, verify the
Allow Edit of Allocations when Investment is Locked
default project management setting is selected. This setting allows resource managers to modify the team while you are working on the project schedule, either in tentative schedule mode or when working offline in a desktop scheduler.
Managing Resource Allocation
The project manager can make the following changes to the resource allocation after a resource is hard-booked to a project:
  • Reduce the allocation. The project manager can unbook a resource for a period under the following circumstances:
    • When a resource is booked to a project for a longer time than required.
    • When a resource is unavailable during a specific period.
  • Extend the allocation. When a project gets extended, the project manager can request more booking for a particular resource.
  • Replace a resource or role. When a resource is being unbooked, the project manager can request a replacement for that resource.
You can also manage the allocation of the team staff members using the following methods:
Video: How to Update Resource Management Data within the Grid
The following third-party video is provided by Rego Consulting. This video is provided by CA Technologies “AS IS” and without warranty.

To play this video in full screen, click the YouTube logo to the right of Settings at the bottom of the video. 
Allocate Resources from Estimates
Use the Allocate From Estimates option when you have changed the original ETC for your resource. Use the option to calculate the planned allocation based on the new estimates. This calculation only impacts the portion of the allocation that is after the resource actuals through date.
The resulting allocation segments are rounded based on the Round Allocations to the Nearest % field value in the project management settings. The default value is set to 25%.
Follow these steps:
  1. Open the project and click Team.
  2. Select the check box next to the name of the resource, role, or non-labor resource, and from the Actions menu, click Allocate from Estimates.
Generate Estimates Based on Resource Allocation
You can estimate based on allocation. The Estimate from Allocation option is available only for resources that are assigned to effort tasks.
Follow these steps:
  1. Open the project and click Team.
  2. Select the check box next to the name of the resource, and from the Actions menu, click Estimate from Allocation.
    The number in the ETC column refreshes to match the Allocation number.
Set Resource Allocation for Multiple Staff Members
You can set the allocation for multiple team staff members. You can accommodate projects, which are staffed outside an OBS. The changes that you make on this page override the settings on the staff member properties page.
Follow these steps:
  1. Open the project and click Team.
  2. Select the resources whose allocation you want to set, and from the Actions menu, click Set Allocation.
  3. Complete the requested information. The following fields require explanation:
    • Default Allocation %
      Defines the percentage of time to allocate the resource to the project (you can enter 0 percent). If you change the amount in this field, the value replaces the value in the Default % Allocation field on the staff member properties page.
    • Booking Status
      Defines the booking status for the resource.
      Values:
      • Soft. The resource is tentatively scheduled to work on the investment.
      • Hard. The resource is committed to work on the investment.
      • Mixed. The resource is both soft and hard allocated to the investment, or the soft allocation for the resource does not match the hard allocation.
      Default:
      Soft
    • Request Status
      Select the requisition status of the resource on the project.
    • Open for Time Entry
      Specifies whether the resource can track time that is spent on assigned tasks using timesheets.
      Values:
      Yes or No
      Default:
      No Change
    • Staff OBS Unit
      Defines the OBS Unit affiliation for the resource that is assigned to the project.
      Default:
      Default Staff OBS Unit (if this value is defined for the project).
    • Role
      Defines the project role for the resource. If you specify a role, this value replaces the value in the Investment Role field on the staff member properties page.
  4. In the Existing Allocation Segments section, select the
    Clear existing allocation segments
    check box to remove all existing allocation segments.
  5. Create new allocation segments for the staff members by specifying the start and finish dates for the segments. Also, specify the percentage of time the resources can work on the project as tentative or committed.
  6. Save the changes.
Hard Book Resources
You can reset the planned allocation to be equal to the hard-booked, or committed, allocation. Soft-booked planned segments in the Planned Allocation section are removed and all segments are reset to equal the hard-booked segment.
So, the % Allocation and the Weekly Summary column values on the project team staff page change. When you accept the hard allocation, the resource booking status displays as "Hard" because all the allocation is fully committed.
The Accept Hard Allocation action is available only if the
Allow Mixed Booking
project management setting is checked in the Administration tool.
Follow these steps:
  1. Open the project and click Team.
  2. Select the check box next to the name of the resource to accept hard allocation, and from the Actions menu, click Accept Hard Allocation.
  3. Click Yes to confirm.
Commit Planned Allocation
You can reset the hard allocation to be equal to the planned allocation.
When a resource has a hard booking status, that resource is fully committed. Committing planned allocation does not reset the default allocation percentage. The planned allocation is copied into the Hard Allocation field in the Weekly Summary column on the project team staff page.
The Hard Allocation section of the page appears provided the
Allow Mixed Booking
project management setting in checked in the Administration tool.
Follow these steps:
  1. Open the project and click Team.
  2. Select the check box next to the name of the resource, and from the Actions menu, click Commit Planned Allocation.
  3. Click Yes to confirm.