Resource Allocation in BigTime

Create Weekly Resource Allocation Reports

  

Whether you use resource allocation for weekly or monthly allocations, you can get reports for both. Fortunately, we’ve got several pre-built reports to make the process quick and easy. This article focuses on weekly allocations.

There are two pre-built weekly resource allocation reports, a project and staffer report. We’ll show you how to access these reports and we’ll highlight some of the details you can get from them.

First, navigate to your Report Center (Reports...Report Center).

Then, scroll down in your Report Center window and you’ll see Allocation Reports, with seven pre-built reports beneath.

 

Allocation by Week/Project

We'll dive into weekly allocation by project first, so click the hyperlink: Allocation by Week/Project.

Your report will look something like this:

Here are some key points based on the report shown above:

  • See all of your active projects with allocated hours and staffers by week. The project name is in capital letters (eg, PUTMAN ASSOCIATES) and green font. The small number next to the name indicates the number of staffers assigned to the project (ie, 5).

  • Notice that all staffers assigned to a specific task are listed together (eg, John, Jason, and Ben are all assigned to the “Audit” task for Putman Associates). This gives you a high-level view of who’s working on what.

  • Find the total number of staffer hours for each task within a project. For example, we’ve allocated 17 hours to the “Audit” task and 15 hours to the “Create Report” task during the week of March 18 for Putman Associates (see image below).



You can also see the total number of hours allocated for all of your tasks in a given week for a specific project. Based on the image above, we’ve allocated 32 hours toward tasks for Putman Associates during the week of March 18.

  • Locate overall totals for all of your projects at the end of your window.

Now let’s give some meaning to these numbers. Based on this report, you can: 

  • Notice where you can shuffle hours around. Unbeknownst to us, we’ve allocated too few hours to the “Audit” task for Simon Koons and Associates. We need to allocate more staffer hours to this project to hit the deadline. 

  • Find mistakes. There are several weeks that we forgot to allocate staffer hours toward tasks (see the empty boxes in the image above).

You can also customize a report to get the specific details you’re after.

Allocation by Week/Staffer

Now let’s run the weekly resource allocation staff report. So navigate back to the Report Center and click Allocation by Week/Staffer.

Your window should look something like this:

Here are some key points based on the report above:

  • See all of your staffers and the projects they’re assigned to by week. The staffer’s name is in green and their projects are listed beneath their name. The small number next to the staffer’s name indicates the number of projects they’re assigned to. (eg, Jason’s assigned to four projects.)

  • Find the total number of hours a staffer is working each week. Ben’s working 40 hours during the week of March 18, whereas Jason’s working 32. This number is in green after the last project listed for the staffer.

  • Discover the overall staffer hours by week located at the end of the report. During the week of March 18, we’ve allocated a total of 109.5 staffer hours.

Now let’s put some meaning behind these numbers. Here’s how you can use this report:

  • Identify staffers who are over and under capacity. There’s nothing worse than letting talented people sit on the sidelines.

    Our staffers have a capacity of 160 hours (meaning they work 40 hours each week for four weeks each month), so Jason’s under-utilized. We need to allocate more hours to him each week.

  • Notice gaps in your planning. There are several weeks where we missed adding hours to Ben (see image below).

  • Plan for a big project. Say you’ve got a big project coming up in May, but you haven’t allocated any staffer hours toward it. You see all of the blank squares toward the right of the report and realize you need to take action.

You can also customize a report to get the specific details you’re after.

Where to Go From Here:

Resource Allocation Editor

Use Resource Allocation Data

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