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Managing User Allocations

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

User allocations can be displayed either on the Scheduling tab (when scheduling resources for multiple projects), on the Staffing tab (when scheduling resources for a single project), or on the Working On tab (when scheduling resources for a team). Before you begin allocating time to users as described in this section, become familiar with how resource scheduling works in Workfront, as described in "Getting Started with Resource Scheduling."

When assigning new work to users on the scheduling timeline, you can determine how the planned hours for a task or issue are allocated to users. (For more information about planned hours, see "Understanding Planned Hours.") Planned hours can be divided in the following ways:

  • Among users who are assigned to the task or issue.
  • Across the duration of the task or issue.
    For example, a sales-related task might require more work toward the end of the task duration. You can plan this uneven distribution of hours into your task.

When scheduling resources for multiple projects from the Scheduling tab, not all users and work items are displayed on the scheduling timeline. For information about what information is displayed on the scheduling timeline, see "Prerequisites" in "Getting Started with Resource Scheduling."

You can schedule resources for an individual team you are a member of, for an individual project where you are a member of the project team, or for multiple projects for which you are the resource manager.

The following sections describe how to enable and manage user allocations in Workfront:

Understanding User Allocations

Understanding Allocations Set on the Task or Issue Details versus on the Scheduling Timeline

You can modify the user allocations for a task or issue from the following locations within Workfront:

  • From the scheduling timeline
    The scheduling timeline is located either on the Scheduling tab (when scheduling resources for multiple projects), on the Staffing tab (when scheduling resources for a single project), or on the Working On tab (when scheduling resources for a team).
    When you modify user allocations from the scheduling timeline (as described in "Modifying User Allocations" in this section), you can define allocations for the task or issue for each user, as well as for each day within the task duration.
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  • From the task details or issue details page.
    When you modify user allocations from the task details or issue page (as described in "Managing User Allocation Percentages on Work"), you can define allocations for the task or issue only as a whole for each user. If you want to manage those allocations on a per-day basis, you must modify the allocations from the scheduling timeline, as described in "Modifying User Allocations" in this section.
    IMPORTANT When modifying user allocations from the task details or issue details page, any allocations you already configured from the scheduling timeline are overwritten. In addition, any change you make to allocations from the scheduling timeline are not reflected on the task details or issue details page.

Managing user allocations from the scheduling timeline rather than from the task details and issue details page provides the following advantages:

  • Displays when users are over-allocated, as described in "Understanding Allocation Indicators."
  • Enables you to allocate more time for one user over another user.
    Allocation indicators provide a visual representation of how allocated a user is compared to other users, as described in "Understanding Allocation Indicators." 
  • Enables you to allocate more time on one day over another day.
    Allocation indicators provide a visual representation of how allocated users are on a given day, as described in "Understanding Allocation Indicators."
  • For convenience when performing other resourcing responsibilities on the scheduling timeline.

Understanding Allocation Indicators

The following visual indicators provide quick information regarding how allocated users are with work on a given day:

  • Allocation Shading 
    Allocation is visually displayed on tasks assigned to users in the form of shading. Darker shading indicates the allocated hours as a percentage of the assigned users' FTE (Full Time Equivalent) on a given day. (For more information about how to configure FTE in Workfront, see "Configuring FTE.")
    For example, suppose a single user is assigned to a task. The FTE for the user is defined in the system as 1 (meaning that the user is scheduled to work at full-time status, or rather 40 hours a week, or 8 hours a day). If the shading for the task on a given day occupies half of the vertical space of the task, this indicates that the user is allocated half of his or her FTE (4 hours) on that day. 

    The task or issue displays the cumulative allocation across all users assigned to the work item. You can expand a work item to view more details, including who is assigned to the work item and how many hours each user is assigned.
    Shading is not displayed on tasks in the Unassigned area on the scheduling timeline.
    resource_allocation_expanded.png
  • Daily Totals for Each Day for Each User: You can display the total planned hours allocated to a given user on each day. This information is displayed at the top of each user's row on the scheduling timeline. This information is not displayed by default. You can enable this as described in "Enabling User Allocations."
    Tasks from projects with any of the following statuses are included when determining daily totals: Current, Planning, or Approved.
    resource_daily_totals.png
  • Over-Allocation Indicators
    When the total number of planned hours assigned to a user on a given day exceeds the number of hours the user works in a day (across all tasks), that user is considered "over-allocated" on that day.
    When a user is over-allocated, a red bar is displayed, outlining each task on the day.
    Tasks from projects with any of the following statuses are included when determining a user's over-allocation: Current, Planning, or Approved.
    The number of hours a user works in a day is defined via the FTE field in the each user's profile, as described in "Configuring Allocation (FTE)." 
    resource_over_allocation.png

Understanding the Default Allocation for Planned Hours

Workfront attempts to distribute planned hours evenly among the assigned users and days in the following circumstances:

  • When multiple users are assigned to a task or issue, hours are divided evenly among the users.
    The distribution reflects any advanced assignments that have already been made on the task. For more information about advanced assignments, see "Creating Advanced Assignments."
  • When the duration of the task or issue spans multiple days, hours are divided evenly among the days.
    Weekends and holidays are excluded.

Hours are displayed to the nearest hundredth by default (for example, 1.33). You can scroll to the right to see more. 

Understanding Who Can View and Modify Allocations

The following types of users can view or modify user allocations in Workfront:

  • Resource Managers: You can view and modify user allocations for tasks and issues on any projects for which you are the Resource Manager.
    For information about how Resource Managers can make changes to tasks and issues across projects, see "Managing User Assignments." 
  • All Users: You can view allocations for any tasks and issues you are assigned to by using the either calendar in your My Work area or the Working On calendar on a team that you are a member of.
    In addition to viewing allocations, you can modify your allocations if you have Contribute access to the tasks and issues.
    For more information about how to use the calendar in the My Work area, see "Viewing Assigned Work on the My Work Calendar." 

Enabling User Allocations

User allocation functionality is disabled by default on the scheduling timeline. Before you can use the user allocation functionality described in this section, you must first enable it.

NOTE User allocations can be enabled only when the scheduling timeline is configured to use Planned Dates. If the scheduling timeline is configured to use Projected Dates, user allocations cannot be displayed. For more information about configuring the scheduling timeline to use Planned or Projected Dates, see "Configuring Projected Dates to Display on the Scheduling Timeline" in "Getting Started with Resource Scheduling."

To enable user allocations on the scheduling timeline:

  1. Navigate to the scheduling timeline for multiple projects, for an individual project, or for a team:
    • For multiple projects: Click People in the Global Navigation Bar, then click the Scheduling tab.
    • For an individual project: Navigate to the project where you want to configure issues, then click the Staffing tab (the Staffing tab might be located under the More menu), then ensure that the Team Scheduling tab is selected.
    • For a team: Click People in the Global Navigation Bar, click the Teams tab, select the team from the drop-down menu, then click the Working On sub-tab
      scheduling_contours_none.png
  2. Click the Settings icon on the scheduling timeline.
    scheduling_settings_icon.png
    The Resource Scheduling Settings dialog box is displayed.
    scheduling_settings.png
  3. Enable one or both of the following options to show user allocations on the scheduling timeline:
    Show Resource Allocation Highlighting: Display user allocation shading on tasks and issues on the scheduling timeline.
    This option is disabled by default.
    Show Totals for Daily Planned Hours: Displays the total number of planned hours that are allocated to each user for each day on the scheduling timeline.
    This option is disabled by default.
  4. (Optional) In the Include Issues section, select whether you want issues to be displayed on the scheduling timeline.
    This option is disabled by default.
  5. Click Save.
    User allocations are now displayed on the scheduling timeline.
    scheduling_contours.png

Modifying User Allocations

You can modify the user allocations for a task or issue from the scheduling timeline (as described in this section) or from the task details or issue details page. For more information, see "Understanding Allocations Set on the Task or Issue Details versus on the Scheduling Timeline."

By default, users are allocated to a task or issue evenly among assignees and among days in the duration, as described in "Understanding the Default Allocation for Planned Hours."

To modify user allocations for a task or issue from the scheduling timeline:

  1. Navigate to the scheduling timeline for multiple projects, for an individual project, or for a team:
    • For multiple projects: Click People in the Global Navigation Bar, then click the Scheduling tab.
    • For an individual project: Navigate to the project where you want to configure issues, then click the Staffing tab (the Staffing tab might be located under the More menu), then ensure that the Team Scheduling tab is selected.
    • For a team: Click People in the Global Navigation Bar, click the Teams tab, select the team from the drop-down menu, then click the Working On sub-tab
      scheduling_contours.png
  2. Ensure that user allocations are enabled on the scheduling timeline, as described in "Enabling User Allocations."
  3. Expand the task where you want to manage user allocations.
    By default, planned hours are divided evenly among the assigned users and days. Hours are not added on weekends (Saturdays and Sundays). For more information, see "Understanding the Default Allocation for Planned Hours."
    resource_allocation_expanded.png
  4. Click the field for the user whose hours you want to adjust on a given day.
    NOTE To maintain the original distribution after modifying hours, click Cancel.
  5. Specify the adjusted number of hours.
  6. Click Save.
    You can save your changes only when the total number of hours for the task is equal to the number of original planned hours. This number is shown in the Planned Hours field on the task. The number is displayed as red when the total is not equal to the total number of planned hours.
    resource_allocation_expanded_modified.png