About Resource Management

Resource Management – About This Module

Purpose

The Resource Management module provides organizations with a complete operational workspace to plan, allocate, monitor, and optimize how people are used across projects, services, and internal activities.

It supports two complementary operational components:

1. Allocations – The operational assignment of effort to users on project work items, services, or non-project activities.

2. Resource Manager – The analytical workspace to evaluate availability, capacity, and workload distribution across users and projects.

Together, these two components provide a complete resource planning and utilization ecosystem, ensuring that organizations can staff projects effectively while maintaining balanced workloads.

1. Allocations – Effort Assignment

Allocations represent planned effort for users.

They help organizations answer:

• Who is working on what?
• When are they planned to work?
• How many hours (effort) are assigned?
• How does this impact capacity and scheduling?

Allocations can be:

• Manually created (meetings, tasks, internal activities, travel, etc.)
• Automatically imported from project work items
• Adjusted or approved through a state-based workflow
• Visualized using List, Calendar, or Timeline interfaces

⮞ Note: Allocations do not prevent a person from entering timesheets even if they are not allocated. They reflect planning, not execution constraints.

2. Resource Manager – Availability & Utilization Workspace

The Resource Manager provides real-time insight into workload, capacity, and project staffing.

It offers two complementary perspectives:

2.1 Resource View

Shows the workload of each user across a selected timeframe.

Provides:

• Total assigned effort
• Available capacity
• Effort distribution per project
• Quick identification of under- or over-allocated resources
• Weekly, monthly, and day-level visibility

Ideal for operations teams managing resource balance.

2.2 Project View

Shows resource usage grouped by project.

Provides:

• Who is planned to work on each project
• How much effort each resource has
• Total project demand vs. available capacity
• A zoomable timeline for phase planning

Ideal for project managers and PMOs.

Filters

A dynamic filter panel allows filtering by:

• Users
• Projects
• Allocations
• Cost centers
• Timesheets
• Skills (if enabled)

Selected filters appear as chips and can be removed individually.

3. Relationship Between Allocations & Resource Manager

Together, they enable:

• Reliable capacity planning
• Visibility on workload peaks and gaps
• Faster staffing decisions
• Continuous alignment between planning and execution

4. Key Concepts

Effort Planning vs. Actual Work

Allocations indicate planned work, not constraints.
Users may enter timesheets even without an allocation.

Multiple Allocations per Day

A user may have:

• Several allocations on the same day
• Different activities with different classifications
• Different cost centers or project phases in parallel

State Machine (Status Management)

Allocation lifecycle follows statuses such as:

• Worksheet
• Submitted
• Approved
• Rejected

These statuses determine approval workflow and availability visibility.

5. Typical Use Cases

• PMO Workload Planning
  Identify available consultants for new service requests.

• Operations Scheduling
  Assign users to phased tasks or internal activities.

• Capacity Forecasting
  Evaluate future workload vs. staffing needs.

• Cross-project Staff Management
  Balance resources across multiple concurrent projects.

• Timesheet Validation Support
  Compare planned vs. actual work.

6. Related Articles

Resource Management – Parametrization Overview
Resource Management – Allocation Approvers
Resource Management – Allocation Integrations
Resource Management – Sourcing

Resource Management – Allocations
Resource Management – Resource Manager
Operations Management – Timesheet

Project Management – Work Items
Project Management – Project Types
General Parameters – Types / Global Lists