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Using the Resource Grid

 

IMPORTANT The information in this article refers to functionality that is currently deprecated and will be removed from Workfront in 2018. For information about the current functionality for managing resources in Workfront, see the "Resource Planning" section.

As a project or resource manager, you can see the allocation of users in the Resource Grid, but you cannot edit this information. The Resource Grid is a view in which you can see the allocation of your users by projects and tasks, within a specific time frame. 

The Resource Grid gives you visibility into specific users as a project progresses towards completion. For example, you can easily see when someone on your project team gets their work done early, and when someone falls behind, as well as whether they are over-allocated, or under-allocated for a specific time frame.

The Resource Grid shows user allocations according to their schedules, and not allocation of job roles. For job role allocation, you can use the following Resource Management tools: 

  • Resource Budget Manager
  • Capacity Planner

When managing your resources around job role allocations you must use these tools instead. 

For more information about the Resource Budget Manager, see "Budgeting Legacy Resource Pools in the Resource Budget Manager."

For more information about managing job role resources in the Capacity Planner, see "Working in the Capacity Planner."

Understanding the Resource Grid

Accessing the Resource Grid

You can view the Resource Grid for individual Projects, Programs, Portfolios, Legacy Resource Pools, and Groups.

You can access the Resource Grid in the following locations:

  • By going to the Legacy Resource Planning tab in the People area, then the User Utilization sub-tab.
  • By applying the Resource Grid View to a user report.
    For more information about applying the Resource Grid View to a user report, see "Edit Report Settings."
  • From the Staffing tab of a project, when you view the Resource Grid for a specific project.
  • From the Legacy Gantt chart of a project, by clicking the Resource Grid icon. 
    resource_grid_icon_in_legacy_gantt.png

To view the Resource Grid for multiple users and projects using the Legacy Resource Planning tab:

  1. Navigate to the People area in the Global Navigation Bar.
  2. Select the Legacy Resource Planning tab.
  3. Click User Utilization.
  4. At the top of the user list, you can apply a user filter, to select only specific users in the system for whom you want to see the allocation. The default is to display the users in your Home Team.
  5.  On the panel to the left of the user list, you can use a set of filters to select which projects you want to include in your user utilization report and the Resource Grid. 
    Specify the following information about the projects you want to filter by:
    Calculate allocation for: Select the time period for which the allocation will be displayed.
    Show Planned/Projected/Actual allocation from xx to xx percent: Specify the allocation percentage based on planned, projected, or actual allocation. Users whose allocation does not match the percentage specified are not included. For example, maybe you want to see only users whose allocation is close to 0%, as these users could potentially be assigned more work. In this case, just select 0-1% in your allocation percentage.
    - Planned allocation refers to the allocation of the user based on the Planned Hours associated with the tasks, and assigns those hours according to the Planned Start and Planned Completion dates of the tasks. 
    - Projected allocation refers to the allocation of the user based on the Projected Hours associated with the tasks, and assigns those hours according to the Projected Start and Projected Completion dates of the tasks. 
    - Actual allocation refers to the allocation of the user based on the Actual Hours logged for the tasks, and assigns those hours according to the Actual Date of when those hours were logged. 
    Only show hours from specific: Select Projects, Programs, Portfolios, Legacy Resource Pools, or Groups from the drop-down list, then, in the provided field, begin typing the name of the specific item you want to include in the Resource Grid. Click it when it appears in the list. You can type multiple values in this field. 
    With a project status of: Select the statuses that represent the type of projects that you want to include in the Resource Grid. 
    Include issue's hours: Select this option to show issues assigned to users as well as the hours associated with those issues. 
  6. Click Update Results.
    Now, you have updated the User Utilization list according to the specifications you have in all your user and project filters. 
  7. Click View Resource Grid to display this information in the Resource Grid. The selections you have made for the User Utilization list transfer to the Resource Grid.

Filtering Content On the Resource Grid

You can modify how content is displayed in the Resource Grid, such as whether to show the following:

  • Planned or projected work
  • Used or available resources
  • How user allocation is displayed.
    Select from the following options:
    • Hour.
    • FTE.
    • Percent of the allocation. 

Viewing Planned or Projected Work

Tasks, issues, and projects must have the following to show a timeline and an hour allocation on the Resource Grid:

  • For displaying Planned Work:
    • Planned Duration greater than 0.
    • Planned Start Date and Planned Completion Dates different from one another. (If they are the same, the Planned Duration is 0).
    • Planned Hours greater than 0.
  • For displaying Projected Work:
    • Projected Duration greater than 0.
    • Projected Start Date and Projected Completion Dates different from one another. (If they are the same, the Projected Duration is 0).
    • Projected Hours greater than 0. 

When viewing the Resource Grid, select Planned or Projected from the drop-down menu.

Planned: The estimated amount of work required to complete the tasks. If you select to view the hours by the Planned allocations, you see hours distributed evenly on the days between the Planned Start and the Planned Completion dates. The start date takes into account the time stamp of the Planned Start Date of the task. For example, if a task is scheduled to start at 4 PM the day of the Planned Start Date of the task, and the work day of the user ends at 5 PM, according to their schedule, only 1 planned hour is allocated to that task in the first day of the task.
The amount of hours allocated for each hour of every day is found by dividing the Duration of the task (in hours) by the Planned Hours value for the task. Keep in mind that this could be more than 1 hour.
For example, if you have 16 Planned Hours for the task, and a 2 day duration, then you see 8 hours for each day of the duration, when you choose Planned in your drop-down menu. If you have 25 Planned Hours for the task, and a Duration of 2 days (16 work hours, based on the schedule), then, the amount of Planned Hours for each day is 12.5 Planned Hours for each day, according to this calculation:

Planned Hours/ Duration*Available hours in the schedule = 25/16*8=12.5 Hours (in this case, the user is over-allocated, as every user should only have 8 hours a day according to their schedule). 

The 'Available hours in the schedule' comes from the schedule of the assignee. For more information about schedules and how they affect timelines, see "Creating Default Schedules."

Projected: The estimated amount of remaining work required, taking into consideration the Projected Date, as well as the percent complete of the task. For more information about the Projected Dates and what can affect them, see "Projected Completion Dates." 
If you select to view the hours by the Projected allocations, you see hours distributed evenly on the days between the Projected Start and the Projected Completion dates. The start date takes into account the time stamp of the Projected Start Date of the task. For example, if a task is projected to start at 4 PM the day of the Projected Start Date of the task, and the work day of the user ends at 5 PM, according to their schedule, only 1 projected hour is allocated to that task in the first day of the task.
The amount of projected hours allocated for each work hour of every day is found by dividing the Planned Duration of the task by the Planned Hours value for the task. Keep in mind that this could be more than 1 hour.
To find out how many projected hours are allocated for a day, you want to find out the number of Planned Hours per day allocation first, as described in "Planned" above, then, multiply that number by the number of projected hours available to work on each day of the Projected Duration. For example, your Planned Hours might be 25 hours, and the Planned Duration is 2 days (16 hours). The Projected Duration is given by the difference between the Projected Completion and Projected Start dates. If the assignee committed to have the task done two days after the Planned Completion date, this makes the Projected Completion Date have a Projected Duration of 4 days (32 hours). 

To calculate the Projected Hours of every day, you follow this calculation: 

Planned Hours/ Planned Duration*Available hours in the schedule = 25/16*8=12.5 Hours (in this case, the user is over-allocated, as every user should only have 8 hours a day in their schedule). 

To calculate the Projected Hours for the whole Projected Duration, you follow this calculation:

Average Planned Hours required per day * Amount of days in the Projected Duration = 12.5*4 = 50 Hours

NOTE The project timeline is based off of the Planned Start and Planned Condition Dates of the tasks. The Projected Dates can affect the Condition and the Progress Status of the tasks and of the project, and they might show as Late, At Risk, or In Trouble. 

Viewing Work Based On Resource Availability 

When viewing the Resource Grid, select Used Resources or Available Resources from the drop-down list.

Used Resources: The numbers display the time allocated for work to the users in the Resource Grid.

Available Resources: The numbers display the time that is available to be allocated for work for the users in the Resource Grid, assuming they work 8 hour days. 
The available time is calculated according to this formula:

8 hours - Time a resource is allocated to work = Available Time

The available time has a negative value when a resource is over-allocated. 

Viewing Resource Allocation

When viewing the Resource Grid, select Hour, FTE, or Percent from the drop-down list.

Hour: Displays the allocation of users in hours.

FTE (Full-Time Equivalent): Displays user allocation by Full-Time Equivalent.
1 FTE represents the Typical Hours per Work Day multiplied by the Typical Work Days per Week, as described in your Project Preferences. The default is 40 hours a week, or 8 hours a day and 5 days a week. 
For more information about project preferences, see "Setting Project Preferences."
Each user has the FTE defined for them by the system administrator in their user profile. Typically, each user has an FTE of 1, unless they work part time, in which case the FTE can be less than 1.
For more information about setting the FTE for a user, see "Creating New Users." 
NOTE The FTE value is taken from the amount of hours the user is scheduled to work, according to the schedule associated with their profile. This is not the FTE value associated with their user profile. If the amount of hours in their schedule matches the Project Preferences for what 1 FTE means, then they are shown as working 1 FTE. 

Percent: Displays user allocation by percent. If you are using the system default that defines the Typical Hours per Work Day as 8, an allocation of 100% would mean that the user is allocated for 8 hours in one day. Anything more than 8 hours would show an over-allocation and a percentage higher than 100%. 

Resource Grid Preferences

You can modify the information visible in the Resource Grid further, by using the Preferences icon.

Field Data

Editing the Field Data tab in the Resource Grid Preferences allows you to customize the columns of the Resource Grid

To access the Field Data tab in Resource Grid Preferences:

  1. Navigate to the People area in the Global Navigation Bar.
  2. Select the Legacy Resource Planning tab. 
  3. Click View Resource Grid.
  4. Click the Preferences icon.
  5. The default tab is the Field Data tab. Choose the fields you want displayed in the Resource Grid, by highlighting the field in the Unused column and clicking the arrow to move it to the Used column. The fields in the Used column display in the Resource Grid. 
  6. Click OK.  

Chart Options

Editing the Chart Options tab in the Resource Grid Preferences allows you to customize what allocation information you are displaying in the Resource Grid. 

To access the Chart Options tab in the Resource Grid: 

  1. Navigate to the People area in the Global Navigation Bar.
  2. Select the Legacy Resource Planning tab.
  3. Click View Resource Grid.
  4. Click the Preferences icon.
  5. Select the Chart Options tab.

    Select from the following options;
    - Include issue's hours: You can include issues assigned to users, as well as the planned hours associated with those issues in the Resource Grid.
    - Show logged time: You can display the actual time logged against tasks and projects in the Resource Grid by selecting this option. 
    - Show actual progress of tasks: Any dates beyond the Planned Completion Date of the task where the task is not yet completed display in pink in the Resource Grid, by enabling this option. 
  6. Click OK

Data Range

You can change the date range for the Resource Grid by using the Preferences icon inside the Resource Grid. 

To change the date range: 

  1. Navigate to the People area in the Global Navigation Bar.
  2. Select the Legacy Resource Planning tab.
  3. Click View Resource Grid.
  4. Click the Preferences icon.
  5. Select the Date Range tab.

    Modify the date range according to what data sample for your user allocation  you want to display in the Resource Grid. The default is 30 days starting today. 
  6. Click OK

Viewing Users Who Are Over-Allocated (Red Allocation)

When you see a specific number of hours, for a certain date displayed in red, this indicates that the user is over-allocated that day. 

The following indicate the various over-allocations of the users:

  • If the over-allocation occurs within the Planned Duration Dates (between the Planned Start and the Planned Completion Dates), the number of hours is displayed in white.
  • If the over-allocation occurs beyond the Planned Duration Dates (after the Planned Completion Date), the number of hours is displayed in black.
  • If the over-allocation occurs after the Planned Completion Date, the task is late as well as the user is over-allocated. This could affect the timeline of the project. 

Displaying Task Progress On the Resource Grid

Understanding Task Progress

You can configure the Resource Grid to display the following visual indicators related to task progress:

  • Hide planned work when tasks complete early.
  • Highlight week blocks in pink when the task is going beyond its scheduled planned completion date.
    The days after the Planned Completion Date are displayed in pink, and the pink continues to display through the projected completion date of the task. (While no hours are displayed for these days, the range will show.)
     Without this option selected, users see the Resource Grid in its standard view:
  • Bold the hours of any user who has a task with potential impact on the project.
    Either the user has not recorded hours to the task, or the user has taken longer than was planned. The project manager can assess the schedule and make adjustments.

To configure the Resource Grid to display visual indicators related to task progress, see "Chart Options."

Understanding Resource Grid Icons 

You can access the Resource Grid in the following locations:

  • By going to the Legacy Resource Planning tab in the People area.
  • By applying the Resource Grid View to a user report. 
    For more information about applying the Resource Grid View to a user report, see "Edit Report Settings."
  • From the Staffing tab of a project, when you view the Resource Grid for a specific project.

Depending where you are viewing the Resource Grid from, the icons may be slightly different. 

The following icons are visible on both the Resource Grid accessible from the Legacy Resource Planning tab as well as on the Resource Grid View when applied to a user report:

Icon Name Function
resource_grid_magnifing_glass.pngresource_grid_zoom_in_2.png Zoom In Changes the grid display by zooming in one level.
resource_grid_zoom_out.pngresource_grid__zoom_in_2.png Zoom Out Changes the grid display by zooming out one level.
 resource_grid_open_expand.pngresource_grid_open_all_2.png Open (Expand) All Opens the interface to display all users, their projects, and tasks.
 resource_grid_collapse_all.pngresource_grid_collapse_all_2.png Close (Collapse) All Closes or hides any user's open projects and tasks data.
 resrouce_grid_preferences.pngresource_grid_Preferences_2.png Preferences Provides an interface to update the columns to be displayed in the user list, the Chart Options and the Date Range.
 resource_grid_fullscreen.pngresource_grid_full_screen_2.png Full Screen Expands the Resource Grid to occupy the full width and height of the browser window. 
 resource_grid_export_to_excel.pngresource_grid_export_to_excel_2.png Export to Excel Exports the data displayed in the Resource Grid to a Microsoft Excel file. 
 resource_grid__view_mode.png View Mode Allows you to select whether all planned work should be displayed, or if remaining availability should be displayed in the grid view.
 resource_grid_data_type.png Data Type  Allows you to select whether the data should display in Hours, FTE or Percent Allocation. 
resource_grid_previous_3_months.png Previous three months Expands the Resource Grid data to include the previous three months of assignments.
 resource_grid_next_3_months.png Next three months Expands the Resource Grid data to include the next three months of assignments.
 resource_grid_overage.png Overage Indicates that the user has at least one overage: they are allocated to more planned work than their schedule allows for. 

Understanding Resource Grid Colors

For more information about the Resource Grid colors, see "Understanding the Colors of the Resource Grid."

Understanding the Timeliness on the Resource Grid

The timeline shows the dates during which the user is allocated to a task or an issue. You can choose to see the Planned timeline, or the Projected timeline. For more information about choosing Planned vs Projected dates to display in the Resource Grid, see "Viewing Planned or Projected Work."

When there is an over allocation, the day of the allocation for that task or issue is displayed in red. Toggle between Used Resources and Available Resources. Using Available Resources displays over-allocations in red negative numbers.  

The Resource Grid truncates Planned Hours if a task is completed early. The user utilization page then displays the availability of the user for additional tasks or assignments. But keep in mind this does not change the timeline within a project or adjust your Work Breakdown Structure. You will have to make additional adjustments to your project schedule manually to indicate that tasks have completed earlier than planned.

Timeline Limitations for User Allocation

There is a limitation of how many days display user allocation for the timeline of a task, issue, or project in the Resource Grid.
If a task, issue, or project span more than 1,000 days, the Resource Grid shows allocation information only for 1,000 days starting from the planned start date of the task, issue, or project . 
All other days included in the timeline of the task, issue, or project in the Resource Grid appear as non-working days and therefore no allocation is calculated for those.