Use Resource Allocation Data
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See which staffers are logging the most hours to a project and whether a project is staying on budget with allocation graphs in BigTime.
This article will explain the graphical information you can get and situations when you’d use this data.
Click here to learn how to access resource allocation in BigTime.
Make Sense of Resource Allocation Data
First, let’s look at the type of information you can obtain from the resource allocation graphs. When you go to Allocations for a specific project, your window will look like this:
Below are several points to consider about these graphs:
- Actual vs projected hours through a specific date are detailed in the middle graph.
In June 2017, the current working month, our budgeted hours are nearly 600 and our actual hours are just over 1000. This tells us that we’re exceeding our budget and should inform our client.
- The number of hours your staffers are logging to the project is revealed in the graph on the top-right corner of your resource allocation window.
Use the above graph when you’ve got a new project and need to move some staffers around. This graph shows you the key staffers involved in the project and the degree of involvement. "WO" doesn’t have many hours budgeted or logged to this project, so you may want to move him to the new project.
- The budgeted vs actual number of hours logged to a project over a period of time is revealed on the bottom graph. If you're going to be over allocations, you may make internal changes, or talk to client and see if you can get more hours allocated to the project.
The image above shows a project that’s significantly over hours, especially during the month of August. It also shows what the project looks like a few months down the road. This is helpful information to know as a manager and to share with your client.
TIP: Easily make edits to resource allocation
If you’re looking at these graphs and realize you need to make some changes, click Edit Allocations on the bottom-right corner to return to the resource allocation editor.
Resource allocation gives you a detailed view of a single project. For a macro view for all of your projects, use our resource allocation reports.
Situations When You’d Use Resource Allocation
Allocation graphs save you from searching through a bunch of files or seeking out colleagues to get your project questions answered. In other words, the allocation page gives you a lot of data at your fingertips.
Let’s talk about real-world situations when you’d use the resource allocation graphs.
- You client asks about the status of the project. You’re asked: “Are you over or under the budgeted number of hours for the month of August?” Based on our example below, we’re about 250 hours over the budgeted number of hours for this project. You've got this information easily accessible with allocations.
At the same time, proactively keep your client up to date. If you’re going to be over budget, it’s a good idea to tell your client sooner rather than later. Use the allocation page to keep your client, and yourself, informed.
- Your client calls with an urgent request that he’d like completed by the end of the week. Defer to the allocation window and see if you’ve got the hours available to take on more work. Then, click Edit Allocation to find out which staffer has the capacity for more work.
- Make business decisions about your projects and staffers. The Key Members graph shows you the key staffers logging hours to a project, indicated by their initials. In the example below, staffers with the initials “JW” and “BM” are substantially over their budgeted number of hours.
Are these staffers constantly exceeding their budgets on other projects, too? Look at allocation graphs for other projects to find out. You may need to adjust your project budget, or you may need to talk to the staffers to learn what’s going on.
You can also run reports using resource allocation to get even more detailed information at your fingertips. Click here to learn how.