In this article you will learn:
1. What is a workload
The workload shows you whether a team or role still has the capacity for further projects, is already at full capacity or is overloaded
Team workload includes the total capacity of all team members on the team board, regardless of role
The role workload includes the total capacity of a role across all team boards
Workload is calculated per week
You see a green bar for available capacity.
You see a blue bar for booked capacity
You see a red bar for overbooked capacity
2. How to calculate the team/role workload in the portfolio view
The total capacity of a team or role is calculated from the available and booked hours of the employees
The available capacity shows how many hours in the week your team is free to work
The booked capacity shows how many hours in the week your team is already working on a task
A team or role consists of 10 employees, each with a full-time working time model (8 h per day)
The total capacity of this team is 400 hours per week
If there are absences or holidays in a week, they are subtracted from the total capacity: If a staff member is on holiday in this week, the total capacity is only 360 hours
If employees are assigned to tasks, the booked hours are subtracted from the total capacity: If 200 hours are booked in a week (booked capacity), the team or role is only available for 160 hours (available capacity) with a total capacity of 360 hours.
Now you have other projects to which the team is assigned
The project requirement this week for project X is 80 hours and for project Y 100 hours
This means that a total of 180 hours are still needed for this team
The available capacity was 160 hours, with the project demand of these 2 projects you now have 0 hours available capacity, 380 hours booked capacity and 20 hours overbooked capacity
3. Where and how you can view your team and role workload
Open the Portfolio view in the main navigation
Open the Timeline tab and switch on the workload in the upper area
In the lower area, the workload view opens with a dialog
In the dialog, select the teams whose workload you would like to view and click out of the dialog so that the selection is loaded
Click on the capacity bar to get more information in a separate dialog
Switch between role and team
Open the workload dialog by clicking on Teams
In the lower part of the dialog you will see a Group by Teams button
If the button is selected, teams are displayed in the dialog
If the button is deselected, roles are displayed in the dialog
Consider scenario capacities
Open the workload dialog by clicking on Teams
In the lower part of the dialog you will see a Show scenarios button
If the button is selected, the capacities of the scenario projects are also taken into account in the calculation of utilization
If the button is deselected, the capacities of the scenario projects are not taken into account
If the Show scenarios button is activated in the utilization dialog, then only the capacities of the scenario projects are taken into account when calculating the utilization. The scenario projects are not displayed in the list of projects.
You can display the scenario projects via the filter functionalities.
Highlighting the roles in the projects
In order to better plan capacity and, if necessary, compensate for capacity overload or underload, you can show for projects at which time in the project which role is needed. In this way, Allex makes it quick and easy to schedule new projects by drag & drop or reschedule existing projects taking into account the available capacity.
Click on Highlight in the upper area
In the dialog, select the roles you want to view
Click out of the dialog so that the selection is displayed
For each project bar, it is now displayed in a color for which period a task with the corresponding role booking is planned in the project
Highlighting is possible in multiple colors
Colors are taken over from the predefined roles (Roles can be created and edited in the organization level: Resource settings)
Tooltip on mouse hover shows the roles which are assigned on the hovered phase
Sort projects by selected roles
If you select roles to highlight their capacity requirements in projects, then you can sort the projects by these roles. Sorting is based on the start of the capacity requirements.
Click the Sort projects by selected roles button to activate sorting
Click the Sort projects by selected roles button to deactivate sorting again
This sorting is only available if you have selected one or more roles to highlight capacity requirements.
4. What happens next
For a better overview, you can filter projects or use project scenarios to plan future projects or orders.
Often questions about "How can I view my team and role workload?" come along with questions about: