Use this page to find resource allocation and utilisation information for users. The report divides information into past and future data.

If there are saved reports available, they will appear at the top of the search form in a pulldown menu. Selecting a template and clicking Begin Search will generate results from that saved report. Clicking Edit will refresh the page with the search criteria for the template displayed appropriately.

The search page is divided into four sections:

• Period: Determines the length of time for the search.
  
  
• Group By: Determines how the results are grouped/organized.

• Advanced Search: Available search criteria. These criteria are connected by the "and" operator, therefore each criteria will make the search more specific.
  
  
• Select Columns to View: Select which columns appear in the results.

The following Period options are available:

• By Month
• By Period (date range)

The following Group By options are available:

• Project
• Client
• User
• Department
• Office

When finished selecting all of the necessary search criteria click the Search button to generate results.

Resource Allocation Search Results

This is the result page for the Resource Allocation Report. Results are displayed in table format and are sortable by most field names (or headers).

The results are divided into two tables, one for the Past Period and one for the Future Period (unless a search is only done in the past or future, in which case only one table will appear).

The report has three levels in total which include:

1. Project/Client/Department/Office Level: Typically the first level of the report (unless the subject is User). Displays resource allocation for all users on a per project/client/department/office level.
   
   
2. User Level: Displays resource allocation for each user individually for a specific project, client, department or office.
   
   
3. Task Level: Displays resource allocation for one user's tasks for a specific project, client, department or office.

Several of the numbers displayed can be clicked to launch popup windows with additional information.

For each individual user, the Days Available column links to a popup that displays each user's graphical calendar view.

Also, for each individual user, clicking the Estimated Hours Assigned column links to a popup that displays estimated hours on a project-by-project basis, which is useful for allocation searches across projects.

The Actual Hours column links to a popup that displays a Time Usage report.

Results may be paginated depending on the pagination setting in the Admin System. Clicking All will display all search results without pagination.

Graphs are available by clicking on the Graphs icon or link.

To modify the actual columns displayed, click the select columns to view link. This will launch a popup window, where it is possible to choose which columns to display on the page.

These options are available for printing and integrating with external software.

• Printer-friendly version
• Export to Excel
• Export to PDF

A printer friendly version of the report is available by clicking the Print link or icon. This will launch a pop-up window with all of the report's data. From this page, use the browser's print function.

The report can be exported to MS Excel by clicking the link Excel or its icon. You can continue to process your data further and use the flexible graphing and printing features offered by MS Excel.

For direct output to Adobe® PDF, click the PDF link or icon. With PDF you can take advantage of its portability and collaboration features.

Understanding Resource Allocation

Past Period Date Range: This is the period of time in the past that was searched for.

Future Period Date Range: This is the period of time in the future that was searched for. Today is considered part of the future.

Estimated Hours Assigned (Past and Future): These are the baseline-estimated hours assigned for the past period date range. These hours will only change if the estimated hours are modified through the Schedule.

Percent Allocated (Past and Future): These are the baseline-percent allocation numbers for the given period date range using the Estimated Hours Assigned versus Hours Available. These percentages will only change if the estimated hours are modified through the Schedule, or if the Hours Available are changed.

Actual Hours Worked (Past): These are the hours worked in the past for the past period date range, taken from the Timesheet System.

Actual Hours Worked (Future): These are the hours worked in the future for the future period date range, taken from the Timesheet System. It is possible to input hours into the future, through the Timesheet System, within the given Timesheet Period.

Percent Utilized (Past and Future): These are the percent utilized numbers for the given period date range using the Actual Hours versus Hours Available.

Remaining Hours (Past): The remaining hours in the past shows the difference between Estimated Hours Assigned and Actual Hours Worked from the end date of the past period date range into the complete past (i.e. to infinity). Therefore it is possible for Remaining Hours not to add up with the Estimated Hours Assigned minus Actual Hours Worked shown on the screen, since those two sets of numbers are shown specifically for the past period date range, while the Remaining Hours is shown for all past time.

Remaining hours are labeled in a number of different ways, depending on the status of those hours.

• Regular Hours: These are remaining Estimated Hours Assigned on open tasks that are not past their Due Date. There are exceptions to this which are described below.
  
  
• Red Hours: These are remaining Estimated Hours Assigned on open tasks that are past their Due Date. They are show in red because these hours do not get pushed forward into the Percent Allocation calculations for future time periods, since these hours are not assigned over any future period of time. Red hours only appear on Late Tasks.
  
  Note: If the period date range of the search is solely in the past it is possible for a task to be late -without- Remaining Hours showing in red. This occurs if a task's end date is after the end date of the past period date range, therefore the Remaining Hours represent hours that needed to be worked between the end date of the past period date range and the task's end date.
  
  
• Crossed-off Hours: These are remaining Estimated Hours Assigned on tasks that were completed before or within the past period date range. These hours are defined as hours that do -not- have to be worked in the future, and therefore they do not impact the future at all. Crossed-off hours only appear on Completed Tasks.
  
  Note: If the period date range of the search is solely in the past it is possible for a task to be completed -without- Remaining Hours being crossed-off. This occurs if a task's end date is after the end date of the past period date range, therefore the Remaining Hours represent hours that needed to be worked between the end date of the past period date range and the task's end date. This includes tasks completed today, since today is considered the future. Therefore, even when a task is completed today, the remaining hours from the past period date range may carry forward to the future (the future being today), if the end date of the task is also today or in the future.
  
  
• Negative Hours: These show that the Actual Hours Worked are higher than the Estimated Hours Assigned. These hours do not impact the total Remaining Hours.

Adjusted Estimated Hours Assigned: These hours are the sum of Past Remaining Hours and the future period date range Estimated Hours Assigned . If your Period Date Range entirely encompasses the length of a task then the Adjusted Estimated Hours Assigned should sum to Past Remaining Hours and Estimated Hours Assigned in the future.

Take the following example of a task, Task A, with start and end dates of 12/01/2003 - 12/22/2003, where there are 15 hours assigned to the task.

On 12/01/2003 a search is completed for the time period up until 12/22/2003. It shows Task A has Estimated Hours Assigned in the future of 15 and Adjusted Estimated Hours Assigned of 15. A search is then done for the week of 12/01/2003 to 12/08/2003 which shows that Task A has Estimated Hours Assigned in the future of 5 and Adjusted Estimated Hours Assigned of 5.

One week later, on 12/08/2003, no work is completed on the task. A search is done for the time period from 12/01/2003 to 12/22/2003. Since 5 hours were meant to be completed in the first week that were not worked on at all, that time is spread out over the remainder of the task. Therefore, the Estimated Hours Assigned in the future shows as 10 (this is the baseline value of 5 hours per week for 2 weeks) and the Adjusted Estimated Hours shows as 15. The Remaining Hours in the past show as 5. In this case because the search encompassed the entire length of the task, the Remaining Hours plus Estimated Hours Assigned in the future did equal the Adjusted Estimated Hours.

However, a search is then done up to the end of the second week, from 12/01/2003 to 12/15/2003. The Remaining Hours in the past still show as 5 since 5 hours were not done in the first week. The Estimated Hours Assigned in the future is 5 (this is the baseline value) and the Adjusted Estimated Hours shows as 7.5. The sum of the Remaining Hours and Estimated Hours Assigned in the future is 5 + 5 = 10, however the Adjusted Estimated Hours is only 7.5. This is because the search completed is only up to the end of the second week. This is saying that 7.5 hours now need to be worked in the second week. The remaining 2.5 hours have been pushed into the third week of the task. Because the search did not encompass time in the third week, the remaining 2.5 hours pushed to that third week are not shown in the results, and therefore the numbers may appear to sum incorrectly.

If a task is late, Adjusted Estimated Hours Assigned will appear as N/A. This is because the task does not stretch into the future period, therefore a user cannot be assigned time in that future period.

If past Remaining Hours are negative (i.e. Actual Hours are higher than Estimated Hours Assigned in the past) they will diminish the Adjusted Estimated Hours in the future. The Adjusted Estimated Hours will never be less than 0.

Remaining Hours (Future): The remaining hours in the future shows the difference between the total Estimated Hours Assigned (past and future) and total Actual Hours Worked (past and future). These hours are labeled in a similar fashion to past Remaining Hours. This number is what is used in availability calculations throughout the system.