Resource Allocation in BigTime

Resource Allocation Editor

  

Manage existing projects and plan for future ones with the resource allocation editor. This article will explain the type of data you'll enter and the information you'll glean when using the editor. You’ll learn how to:

  • Assign staffers to tasks,
  • Allocate hours to staffers, 
  • Use the "view by task" or "view by staff member," and
  • Save the information you add or change.

This article assumes that you’ve used the task editor to create a project budget, and that you can access resource allocation.

Assign Staffers and Allocate Hours

Information you’ve entered into the task editor—such as tasks, due dates, and budgeted hours—will be visible in your resource allocation editor. Once you’re in the allocation editor, you can add more information: assign staffers to a task and allocate hours to them, which we’ll discuss next.

Assign staffers to a task by clicking on the red triangle under the task name. A picklist with all of your staffers will populate, as in the image below.

Allocate hours to staffers by entering numerical values in the boxes next to the staffer’s name. Use hotkeys to easily move among cells.

The resource allocation editor gives you a lot of information. Here’s what to look for:

  • Budgeted task hours. The number of hours previously budgeted to the task is next to the task title. In the image above, 30 hours were budgeted to “Design: Task 1.” Keep this number in mind when allocating hours to your staffers, so you don’t go over budget!
  • Allocated hours. BigTime calculates the number of hours allocated to a task, so you’ll know if you’re over or under budget. The total number of allocated hours is located on the far right side of the task, in green. However, if the number of allocated hours exceeds the budgeted number of hours, then this number will turn red.
  • Visual indicator for due date. The red line in the image above is a visual indicator of the task deadline.
  • Due date. The date this task is due is displayed next to the task hour budget.

Staff vs Task View

View the editor by a staff or task-level view, located near the top-left of your window. Or toggle back-and-forth between views. 

Now, let’s talk about these views and the information you can obtain from each. 

Staff Member View

Staff member view lists your staffers and the tasks they’re assigned to in a list. It looks like this:

Consider the following questions with this view:

  • Are hours distributed evenly among staffers?
  • Do you have the right staffers assigned to each task?
  • Do you have the staff capacity to take on more work?

Answer these questions by analyzing the data associated with each employee within the editor. In the image below, we can get a lot of information about Jason.

Jason has:

  • A capacity of 160. This number is located next to Jason’s name, and refers to the number of hours he can work each month. Full-time staffers usually work 160 hours each month (40 hours each week for four weeks each month).
  • 54 total allocated hours of work. This number is found in green on the top-right. Since this number is below his capacity of 160, we may want to allocate more work to him.
  • Low monthly totals. Jason has low monthly totals in February and March. This information is located in green on the bottom line next to "Totals." That said, we’ll want to give Jason more projects to increase his hours and keep him engaged.

View by Task 

View by task means all of the tasks associated with a project are listed, along with the staffers associated with each one. It looks like this:

You’ll see who’s allocated to which task, and who’s over or under-utilized. Plus, you’ll see the hour totals at the bottom of each task in green. BigTime totals the number of hours for each employee assigned to a task.

 Save

Remember to click Save, located near the bottom-right corner of your window to save your changes. 

Then, a new window will pop up and you can select the changes you want to save by checking the respective box. In the image below, we decided to "update task assignments" and "update hourly budgets."

This window is also where you can allocate revenues by period, using the revenue recognition model. Click on the red triangle, and you'll see your three options:

  • None, which means you want to skip the revenue recognition model.
  • Hourly (Rate*Budget): revenue projections based on your staffer’s hourly billing rate.
  • Fixed Fee (% of Overall Budget): revenue projections based on the fixed amount that’ll be billed to the client for the work you do or services you provide.

 

Then, click Save to save your selection.

Tip: Use Hotkeys in Resource Allocation Editor

Save yourself some mouse clicks and use the keyboard to navigate easily through the resource allocation editor. Click here to learn more.


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Further Reading

Need more details? Once you understand the basics, the articles below will take you a little deeper.