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Master Planning: Allocations

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Overview

The Master Planning page is divided into two main sections; to the right side of your resources and projects list is a interactive timeline referred to as the Allocations Timeline. Each colored bar is a visual representation of how your resources are allocated over a selected period of time.

  • When grouped by Team Member, the timeline provides an overview of workloads and availability. The percentage of time and number of hours allocated to each resource is shown and you can immediately identify those who are overallocated.
  • When grouped by Project, the timeline displays the amount of time allocated to each resource. At a glance, you’ll be able to see workloads and availability across multiple projects, as well as up-to-date budget projections.

Regardless of view, the Allocations Timeline allows you to swiftly manage change by moving, extending, reassigning, or deleting allocations.

What's an Allocation?

The colored bars in the timeline are visual representations of an allocation.

  • Allocation—An allocation is how much a resource is “planned" or "allowed” to work on a project based on who’s available and/or most capable of performing the work. There are two main types of allocations:
    • Hard Allocation—A solid bar in the timeline represents a hard allocation; this means that a team member has been “confirmed” or “booked” to work on the project.
    • Soft Allocation—A striped bar in the timeline represents a soft allocation; this means that a team member or unnamed resource is tentatively “penciled in” to work on the project; an unnamed resource is always soft allocated.
    • Overallocated—An overallocation occurs when a team member's (soft/hard) allocations have exceeded their capacity for any period of time across all the member's projects. A team member's capacity is determined by their Custom/Default Workweek and Holiday Calendars. Overallocated resources are highlighted in red.
  • Scheduled—A thin, solid line at the bottom of an allocation represents that a resource has scheduled hours for task(s) in a project. Hovering over this thin line will show you the total number of hours scheduled for each day, week, or month—depending on your view. These hours can be adjusted based on what the project manager believes is necessary to complete a project via the Resource Planner.
  • Unavailable—The compactly-striped gray bars represent days that a resource is unavailable for work (e.g. holidays and weekends). Unnamed resources use the Mavenlink default workweek/holiday calendar. Team members use the calendars assigned to them based on their department or geography.
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Timeline Controls

Just above the timeline is a header that indicates the current month and year with some calendar controls and a date picker.

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If you want to jump to a specific time, just click the calendar icon (“   ”) and select a day, or use the forward (“   ”) and back (“   ”) arrows to scroll through dates.

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To view the allocations by day, week, or month, click the D (day), W (week), or M (month) icon. No matter what view you’re in, you can always click Today to return to today’s date.

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Using the Timeline

The Allocations Timeline allows you to see the percentage of a resource’s total available working hours that are allocated for the selected time period. This view also makes it possible to pinpoint exactly where and when a resource is under- or overallocated.

To change the allocation dates (but keep the allocation percentage the same), click in the middle of the bar and drag it to a new position on the timeline. Master Planning automatically accounts for weekends and holidays.

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If you want to extend or shorten the allocation, click and drag the handles at either end of the bar and drag. This will only change the hours (not the percentage) allocated to the resource.

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Note: You have the ability to scroll horizontally left and right through the timeline using the forward (“   ”) and back (“   ”) arrows, horizontal scroll gesture on a touch/trackpad, or side-scrolling mouse.

 

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