Resource Allocation & the Work Calendar

The Resource Allocation feature in FP gains part of its data via Tasks, and the other part via information you add to the Work Calendar. This feature will enable you to see if staff members are over-allocated, as well as provide the ability to quickly re-allocate Tasks to other team members.  

Please review this article to learn how to up staff availability in the Work Calendar, and see how information is fed to the Resource Allocation feature from Tasks.

Set Up Available Hours in the Work Calendar

Set Up Available Hours in the Work Calendar

From the Admin menu, choose System Set Up > The Work Calendar.

Input the Office Hours

You will land on the Office Hours tab. Begin by setting the number of hours per day of the week, that your business operates. Once set, these will be the default working/ available hours for any new team members you set up as staff in FP If your Office is not open on say, Sundays, put a 0 on that day.

Next, enter any office wide closures you might be aware of - such as Christmas, Free Comic Book Day, Batman's Birthday etc. Add Holidays via the Add Holiday button. Holidays entered can also be edited or deleted as needed.

Input Hours for Any Staff

Move over to the Staff Hours tab. Here, you can both:

  1. Change the working hours for this staff person  - perhaps they do not work Mondays, but work a longer Wednesdays and Thursdays.
  2. Add any holidays that this staff person might be taking. You will see if these days overlap with any office wide closures - seen in italics. Staff holidays can be edited or deleted as needed once created. Click Add Holiday to input days off.

And as Personal holiday days pass, your FP system will keep the data in your system for easy reference.

Create Tasks

Create Tasks

Tasks can be added to your FP system in several ways, including through the Add New > Add Task option on a job, via the Quick Task option on the Tasks/ To Dos Dashboard tile, and through a Schedule. To learn more about Task creation, please review this article: How To Create Tasks in FP

For a Task to show on the Resource Allocation page when filtering by Actuals (shows in green or red), it needs to include: an active Job, a Start and Due date, an Assignee, have an Estimated number of hours to complete entered.  The Task can be in any of these 3 statuses: Draft, Assigned or In Progress.  

For a task to show on the Resource Allocation page when filtering by Forecasted, it needs to include: an Assignee, a Start and Due date, have an Estimated number of hours to complete. The Task can be in any of these 3 statuses: Draft, Assigned or In Progress, but we would recommend Forecasted Tasks be left in Draft status. This will make life easier should you in fact land this work.  

The distinguishing difference between tasks that appear as Actuals verus Forecasted is the existence of a Job.  

Where does this all come together?

Details you input into the Work Calendar and data from Tasks, carry to the Resources Link. To access this page, hover over Tasks in the main navigation bar and choose Resources Link. It is the last item listed, and will open in a new tab on your browser.

The number of hours in the grey bars reflect the hours that were set up in the Work Calendar. Blank spaces represent days the office is not open, or days the staff person is off on holidays or does not work.

Use the options in the top portion of the page to see information based on Office, Resources (Actual and/ or Forecasted Tasks), date range or Staff Role or Group. Click Submit to reset the display.

Actual Resources

Tasks that are in an active status, on open jobs will show in the Actual Resources view. As a staff person is assigned Tasks, their available/ grey hours, will diminish. Green indicates time that is within the staff person's availability, red shows as time that is over-allocated.

Forecasted Resources

Tasks that are in an active status, on open jobs will show in the Actual Resources view. As a staff person is assigned Tasks, their available/ grey hours, will diminish. Green indicates time that is within the staff person's availability, red shows as time that is over-allocated.

Tasks that are in an active status, but where no Job exists, show in the Forecasted Resources view. As a staff person is assigned Tasks, their available/ grey hours will diminish. Yellow indicates time that is within the staff person's availability, orange shows as time that is over-allocated.

Choose to view All Resources, to see both Forecasted and Actual Tasks in one view, and how they might impact one another.

Tasks on the Resource Allocation page back-fill from the due date. Click into any coloured area to see further details.

From the detailed view, which opens in a separate tab, you can assign the task to another team member, change the start and/ or end date, due times, and estimated number of hours to complete. This can be especially valuable if the staff member is off sick, or is over-allocated and the work needs to be spread around to the rest of the team.

Look for the Submit button on the bottom right of the page to save any changes you might make.

Any reassignment or date changes you make will be immediately reflected back on the Resource Allocation page.

We welcome your questions or concerns: support@functionpoint.com

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