Edition: Enterprise
User-level: Project Manager and above
Resourcing in the project schedule allows you to efficiently plan who will perform the work and when, ensuring projects are completed on time and within budget.
Why use the schedule for resourcing?
The schedule allows you to visualise who is doing the stage work and when they will be needed to do the work.
Adding resources to the schedule feeds to the resource planning board, allowing staff to see exactly what they should be working on and when.
The schedule in planning vs delivery mode
The schedule differs in planning and delivery mode
In planning mode:
The budget and resource plan on the schedule are connected, any edits made in the schedule will be reflected in the budget and vice versa.
By default, when extending the stages in planning mode the overall resourced hours will remain the same but the weekly hours will change in proportion with the new length of the stage. The hours are split evenly across the weeks in the stage.
In delivery mode:
The budget and resource plan are no longer linked, any changes made in the schedule will not impact the budget.
By default, you get the option to choose to keep weekly resourced hours or to keep the overall resources the same.
Where is the schedule?
You can access the Project Schedule by:
Organisation menu > projects
Open the project
Go to the Project menu > Plan > Schedule
How to resource staff to stages
Click on the stage you want to add resources against
Use the menu on the right to change from the stage details to the stage resourcing view
The stage resourcing view shows you the current team assigned to the stage (and their distribution), and allows you to add a particular staff member or a role to the stage
You can use the '+' symbol to add the staff member or role at 100% utilisation from today's date until the end of the stage, or you 'add and customise' to customise the resourced hours
Selecting 'Add and customise' allows you to adjust the overall percentage of utilisation using the slider or by editing the values into the utilised text box directly. You can also click on the weekly or total allocation fields to enter the number of hours assigned to the resource for each period.
How to resource teams to the project
Click on the stage you want to add resources against
Use the menu on the right to change from the stage details to the stage resourcing view
The stage resourcing view shows you the current team assigned to the stage (and their distribution)
Select 'Add Team' and select the team you want to resource to this stage
Select 'add Resources to Stage'
How to add roles to the resource plan
Click on the stage you want to add resources against
Use the menu on the right to change from the stage details to the stage resourcing view
The stage resourcing view shows you the current team assigned to the stage (and their distribution)
Select 'add roles' and select the '+' button to the left of the roles you want to assign to this stage
How to assign resources to staff
Hover over the stage and click the arrow icon that appears beneath it. This will rotate the arrow to a vertical position and display the roles/staff assigned to this stage.
Click on the resourced roles shown as circles beneath the stage.
In the right-side panel, select the staff member you wish to assign to the role from the 'select staff member' dropdown
Click 'Assign' to save the allocation.
Tip: Hovering over the staff when assigning them will show you if the staff has any unavailable time booked in
How to edit existing resources
Hover over the stage and click the arrow icon that appears beneath it. This will rotate the arrow to a vertical position and display the roles/staff assigned to this stage.
Click on the pill that displays 'hrs per week' to the right of the resource cirlce
Here you can edit the start date, end date, utilisation percentage, weekly hours and total hours.
4. Save.
Stage Resource Editing
When editing the start/end date of the stage/resources you can choose from the following options
Keep weekly resource hours (change costs) - the weekly resource value will remain the same but spread over a shorter/longer amount of time, increasing or decreasing the total resourced hours.
Keep total resourced hours (maintain costs) - the total resourced hours will remain the same, but the weekly resourced hours will increase/decrease depending on whether the length of the stage was increased or decreased.
How to remove staff from resources
Hover over the stage and click the arrow icon that appears beneath it. This will rotate the arrow to a vertical position and display the roles/staff assigned to this stage.
Click on the resourced staff member shown as circles beneath the stage.
Select the '...' in the top right-hand side panel > Remove staff
How to remove roles from the schedule
Hover over the stage and click the arrow icon that appears beneath it. This will rotate the arrow to a vertical position and display the roles/staff assigned to this stage.
Click on the resourced roles shown as circles beneath the stage.
Select the '...' in the top right-hand side panel > Remove role
How to re-allocate resources
Reassign work from one staff member to another
Hover over the stage and click the arrow icon that appears beneath it. This will rotate the arrow to a vertical position and display the roles/staff assigned to this stage.
Click on the resourced roles shown as circles beneath the stage.
Select the '...' in the top right-hand side panel > reallocate
Select the 'To' dropdown to select the new staff member you want to assign this resource period to
Select 'Reallocate'
Tip! Partially reallocate the work by setting a 'From' and 'To' date for the reassignment, or leave the default dates to reassign the entire period.
If you reassign hours to a staff member with a different primary rate, a message will alert you that the resource forecast may exceed the stage's budget.
How to adjust the start/end date of resourced periods
You can manage a resource's time more precisely by allocating effort across specific points within a stage. This is useful when tasks within a stage are performed at particular times. For example, a draftsperson might only be needed at the start of the preliminary design stage.
Hover over the stage and click the arrow icon that appears beneath it. This will rotate the arrow to a vertical position and display the roles/staff assigned to this stage.
The row now displays the resource's allocated hours for the entire stage duration.
At this point, you can drag the pill or either end of the pill to the date required.
Alternatively:
Hover over the stage and click the arrow icon that appears beneath it. This will rotate the arrow to a vertical position and display the roles/staff assigned to this stage.
Click on the resource pill, showing the hrs per week to the right of the resource circle
On the panel on the right hand side, you can edit the start / end date for this resource.
Choose whether to Keep weekly resource hours (change costs) or Keep total resourced hours (maintain costs)
Select Save
You can also add two periods for a resource on the same stage. For example, some roles may be required at both the beginning and at end of a stage. Following on from the previous example.
Hover over the empty space next to your adjusted resource, select the '+' icon.
Enter the utilised percent, weekly or total hours for this resource period.
Tip: If you have multiple pills in one week, the number of hours will update depending on your current day.
Clicking on a void will add the resource at 100% utilisation. Changing the resource’s start and end dates may impact its capacity. This adjustment considers all other bookings for the resource within the new time period.
How to customise the weekly resourced hours for staff
You can adjust the weekly hours for resources in the grid view. This is typically done in a weekly meeting when evaluating the effort required that week.
Hover over the stage and click the arrow icon that appears beneath it. This will rotate the arrow to a vertical position and display the roles/staff assigned to this stage.
Then click on the grid icon to the left of the arrow. This will divide your resource pill into cells, with each cell representing a week
Click into each cell and input the updated resourced hours for this week.
Click out of the pill and then click 'Save' to apply the changes.
Tip! You are unable to input more than the scheduled hours into the week. This number of hours is taken from the staff calendar and utilisation, but does not take into consideration the availability factor. If you try to input more than the available hours this staff member can work, you will get an error message.
Resource vs Budget tooltip
The resource vs budget tooltip allows you to compare the resource forecast and work completed against the budgeted value for the stage, helping to identify whether the stage will be over or under budget upon completion.
Hover over the stage and click the tooltip to the left of the stage
The tooltip displays the following information.
Budget: The total budget value for this stage.
Total charges: The total value of transactions entered against this stage
Resource forecast: The total value of future resources for this stage
Under/Over: Whether the total charges + resource forecast is under or over the budget value for this stage.
How to check staff utilisation during the resourced period
You can view how utilised a staff member is directly from the schedule, which prevents you from needing to check this in the resource plan.
Hover over the stage and click the arrow icon that appears beneath it. This will rotate the arrow to a vertical position and display the roles/staff assigned to this stage.
The circle surrounding the staff icon shows how utilised the staff member is. Hovering over the staff icon shows their utilisation percentage during this period.
