Using People Schedule

People Schedule is a visual representation of team member availability. The heatmap is an interactive Gantt chart that displays resource utilization based on allocated project time or task-assigned hours for each team member and project. How People Schedule displays utilization is directly related to your company's Resource Management setting.

This article covers:

• Allocate People to Projects
• Assign People to Tasks
• Combined Mode

Allocate People to Projects

Allocate People to Projects does not require you to create or manage individual tasks. You may create and assign tasks to your team, however tasks are not considered when calculating resource utilization.

• Utilization is based on soft or hard project allocations.
• Time is distributed evenly over the length of the allocation by default or unevenly using manual distribution.

Additional heatmap features

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  • Use win probability: Toggle to adjust utilization of soft allocations by the project's win chance.
    
  • Exclude allocations: Remove soft or hard allocations from the heatmap.
    

Utilization modal

The utilization modal displays all project allocations for a resource for a given time period. Access the modal by clicking on a cell within the heatmap.

Assign People to Tasks

Assign People to Tasks does not allow you to create project allocations. You identify the resources responsible for completing the work of your projects by assigning team members to tasks. Non-project time allocations are available to manage internal time and time-off.

Assign People to Tasks also includes additional settings for time management. Choose how time registrations impact the resource heatmap in People Schedule when selecting this setting.

• Utilization is based on task estimates or time registrations and remaining task estimates.
• Time is distributed evenly over the length of the task. It is not possible to manually distribute task-assigned hours.

Heatmap based on Task Estimates

• Utilization is calculated over the length of the task based on the task estimate.
• Time registered against the task does not affect utilization.
• A task's estimate is included in utilization until the task is set to Done workflow status.
• Tasks with multiple assignees evenly distribute the total estimated time across all assigned team members. 

Utilization Modal

The utilization modal displays all project allocations for a resource for a given time period. Access the modal by clicking on a cell within the heatmap.

Heatmap based on Time Registrations & Remaining Task Estimates

• Utilization is calculated over the length of the task based on time registrations and remaining time estimates.
• Time registrations reduce the remaining time on tasks. 
  
• When time is registered on the task, utilization is calculated on the redistribution of the remaining time on the task.
• Tasks with multiple assignees evenly distribute the total remaining time across all assigned team members, regardless of which team member/s registered time entries.

• Days in the past display as time registrations instead of utilization and appear in blue.

Utilization Modal

The utilization modal displays all project allocations for a resource for a given time period. Access the modal by clicking on a cell within the heatmap.

Combined Mode

Combined Mode enables a view of People Schedule that displays resource utilization and demand from both project allocations and task assignments. Resource utilization and demand are represented by whichever is greater for the resource for the project in that period of time.

Combined Mode includes additional settings for time management. Choose how time registrations impact the resource heatmap in People Schedule when selecting this setting.

• Utilization is calculated as the greater of time allocated to a project or time assigned on a project's tasks, known as Demand.
• Utilization depends the setting selected for time registration handling.

Additional features

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  • Heatmap view: Select from allocations-only, tasks-only or combined views.
    
  • Use win probability: Toggle to adjust utilization of soft allocations by the project's win chance.
    
  • Exclude allocations: Remove soft or hard allocations from the heatmap.
    

Exclude time registrations in the heatmap

Utilization is calculated using planned time, or demand, versus capacity (working hours - time off) for a given time period.

• Demand is based on the greater of: project hours allocated to the resource or time estimated on the project's tasks.
• Planned time comes from task estimates or project allocations, regardless of any actual time registered on the project or its tasks.

Utilization Modal

The utilization modal displays all project allocations for a resource for a given time period. Access the modal by clicking on a cell within the heatmap.

Include time registrations in the heatmap

For periods entirely in the past, utilization is based on time registrations and appear in the heatmap with blue shading.

• The utilization modal calculates demand as the sum of time entries for the period.
• If a period has no time registered, demand is based on the sum of future time remaining.

If a period has time registrations and time remaining (e.g. a period that spans past and future), heatmap demand is the sum of time registered and time remaining.

• People Schedule displays demand based on time registrations and remaining time.
• Past periods reflect time registered rather estimates or allocations.
• Periods that include time registrations and remaining time include both.
• Remaining time is calculated as the greater of future time allocated or time remaining on unfinished tasks.
• Time registrations for the current or future dates are not included.

Utilization Modal

The utilization modal displays all project allocations for a resource for a given time period. Access the modal by clicking on a cell within the heatmap.

Related Articles

• Overview of People Schedule
• Creating Allocations
• Allocating People to Projects
• Assigning People to Tasks
• About Combined Mode