Resource Management - Allocations

Purpose

Allocations schedule the intended work: who will work on what, when, and for how long.
They are the core of UNEEVO’s Resource Management component, enabling organizations to:

• plan and distribute workload across resources

• assign users to projects and work items

• forecast capacity and utilization

• ensure balanced scheduling

• support accurate timesheet and cost management processes

Allocations can be created manually or imported automatically from project work items.

Access Path

Resource Management → Allocations

1. Allocations Overview

The Allocations landing page provides several complementary views to monitor and plan resources:

• Availability

• List – detailed allocation records

• Calendar – visual planning by day, week, month or year

At the top of each view, summary counters display:

• Approved allocations
• Rejected allocations
• Submitted allocations
• Worksheet allocations

💡 Tip Allocation Status – Refer to Chapter 6 for details on how this statuses are parametrized.

Available actions:

• Add Allocation
• Import Project
• Refresh
• Filters
• Export
• Columns

1.1. List Detailed - Allocation records

The List tab displays allocations in a structured table, one record per line.

Key Columns

• Description – name of the activity
• User – assigned resource
• Effort – planned hours
• Date - planned date
• Status – allocation state (e.g., Approved, Submitted, Rejected)
• ...
• Options (…) – edit or delete

Use Cases

• reviewing and validating allocations
• filtering by project, user, statuses, dates, Cost centers,...
• bulk checking planned hours
• performing operational adjustments

Note:
Each row in the List View represents a single day.
An allocation does not span across days on a single line; instead, one line is generated per day in the allocation period.
If multiple allocations occur on the same day, multiple records will appear for that day

💡The List View is ideal for high-volume allocation management.

1.2. List Calendar – Visual planning by day or month

The Calendar tab provides a monthly, weekly, or yearly visual view of all allocations.

Features

• color-coded project allocations:
  • Red - Worksheet
  • Yellow - Soft Allocation
  • Green - Approved
• navigation through weeks and months
• quick filters by user, project, or status
• AutoFit and Export options 
• clean visibility of daily schedules

Use Cases

• identifying workload peaks or gaps
• managing absences and overlapping tasks
• planning upcoming project phases
• ensuring schedule consistency across teams

2. Creating an Allocation

Allocations can be created from the Allocations landing page to reserve a user’s capacity for a specific period, project, Work Item, or activity.

In addition to defining the planned Effort, users can specify the start and end time of the allocation. This makes it possible to define both how many hours are allocated and when those hours are expected to take place.

Steps

To create an allocation:

1. Open the Allocations landing page.

2. Select Add Allocation.

3. Select the user or users.

4. Define the allocation dates.

5. Enter the planned effort.

6. Define the start and end time in Time Period.

7. Select the weekdays on which the allocation applies.

8. Complete the project, Work Item, Cost Center, classification, and other relevant information.

9. Select Save or Save and New.

Allocation Fields

Fields marked with an asterisk are required.

Defining the Allocation Schedule

The allocation schedule combines four elements:

1. Dates – Defines the start and end dates of the allocation.

2. Effort – Defines the number of planned hours.

3. Time Period – Defines the daily start and end time.

4. Week Days – Defines the days on which the allocation applies.

The duration of the selected time interval is automatically calculated and displayed in the Time Period field.

For example:

11:08 AM – 3:08 PM (4 h)

This represents a four-hour allocation scheduled between 11:08 AM and 3:08 PM.

The combination of effort and time period provides more precise availability and scheduling information by showing both the number of planned hours and the time of day when the user is expected to perform the activity.

Selecting the Applicable Dates

The expanded date selector provides shortcuts for selecting the allocation period:

Users can also navigate between months and select the start and end dates directly from the calendars.

The start and end times are defined separately in the Time Period field.

Save Options

Once saved, the allocation appears on the landing page with its description, user, effort, date, project, status, and creation date.

3. Importing Allocations from a Project

Import Project automatically generates allocations from a project’s work items.

Steps

1. Select a Project

2. Select All or pick some specific Work Items

3. Save to generate allocations

Rules

• Work items without planning dates cannot generate allocations
• When importing allocations, you may choose one or more specific Work Items.
• If you do not select any Work Items, the system assumes you want to import everything.
• As a result, all Work Items belonging to the selected Project will be included in the import.
• This allows for a full automatic allocation generation for the entire project, without manually selecting each Work Item.

💡This feature speeds up planning and ensures alignment between project plans and resource allocation.

4. When to Create Multiple Allocations

The resource Manager should create separate allocations when:

• different cost centers are involved
• effort varies over the days
• there are changes in classification (e.g., work vs travel)
• the project phases are different
• different users require distinct workloads

5. Status Changes in Allocations (Bulk Actions)

When the user selects one or more allocation lines, the system automatically activates the Statuses button.

By pressing this button , only the permitted transitions will be processed based on:

• the current status of the selected allocations
• the defined State Machine rules (e.g.,worksheet, submited, approved)
• the user's permission level (Submitter or Approver)

How it Works

1. User selects one or multiple records
2. The Statuses dropdown becomes active
3. The system checks the current status of all selected items
4. Only transitions valid for all selected records are shown
5. User selects a transition (Submit, Approve, Reject, etc.)
6. The status of all selected records is updated accordingly

Examples

• All selected records in Worksheet → the dropdown shows Submit
• Selected records in Submitted → dropdown shows Approve and/or Reject
  • Mixed selections → only common transitions appear

This ensures clean, controlled, and secure workflow execution.

6. State Machine Context – How It Works

The State Machine Context defines the full lifecycle of an object in UNEEVO—its possible states, the transitions between them, and who is allowed to perform each action.
In the case of Allocations, the State Machine controls how an allocation moves from draft to approval (or rejection), ensuring governance, consistency, and workflow automation.

The configuration is divided into three parts:

6.1. Diagram (Visual Model)

The Diagram tab provides a visual representation of the allocation lifecycle.
Each block represents a State (e.g., Worksheet, Submitted, Approved, Rejected), and arrows represent the Transitions (e.g., Submit, Approve, Reject).

This view helps administrators quickly understand:

• The beginning of the workflow (Initial State)
• All valid transitions
• Allowed movements backward or forward
• What actions are available in each state

6.2. States

The States tab lists every status an allocation can have.
Each state includes:

• Name → the label displayed to users

• State Attribute → The available state attribute values are predefined and fixed in the system (Worksheet,  Submitted, Approved, Rejected).

Example states for Allocations:

The Initial State for Allocations is Worksheet.

6.3. Transitions

Transitions define how an allocation can move between states and who is allowed to initiate the action.

Each transition includes:

• Name (Submit, Approve, Reject, etc.)
• From State → Current status
• To State → Status after the action
• Allowed Actors → Roles that can trigger the transition

Examples:

This ensures:

• Only Submitters can send drafts for approval

• Only Approvers can validate or reject allocations

• Rejected allocations can be return to Worksheet status for correction

What This Means for Resource Management Allocations

The State Machine controls the entire allocation approval workflow:

• Controls visibility in the Resource Manager
• Determines when effort becomes active
• Triggers integration rules (e.g., Timesheet creation)
• Supports governance by defining who approves what

It is the engine ensuring that the allocation lifecycle is consistent, auditable, and aligned with company processes.

Related Articles

Resource Management – Parametrization Overview
Resource Management – Allocation Approvers
Resource Management – Allocation Integrations
Resource Management – Sourcing
Project Management – Work Items Types
Project Management – Project Types
Operations Management – Timesheet