Manage Allocations

Allocations define how much of a project’s budget is assigned to each person in hours. They connect project budgets with employee capacity, ensuring work is distributed fairly and budgets are used effectively.

Adding Allocations

1. In the RM grid, locate the intersection of the person and project.
2. Enter the number of hours you expect that individual to work on the project for the month.
3. The system will automatically update:
   • The project’s Budget Remaining (reduced by hours × billing rate).
   • The person’s Hours Left to Allocate (reduced by hours assigned).
     

Editing Allocations

• Allocations can be edited inline in the RM grid at any time.
• Simply type a new value in the cell to overwrite the previous allocation.
• Changes immediately update both project budget totals and person capacity.
• Over-allocation is highlighted visually, helping managers rebalance workloads quickly.

Allocation Edit History

The RM grid keeps a record of the changes made to an allocation. You can open this history from any allocation cell to see who made a change, when it happened, and what the allocation was set to at the time.

1. In the RM grid, hover over an allocation cell that contains a value. A history icon (a small clock symbol) appears in the cell.
2. Click the history icon to open the Edit History window.
3. Review the list of changes. Entries are listed with the most recent change at the top, and each one shows who made the change, the date and time, and the value the allocation was set to.

Here’s how the Edit History window looks:

Allocation Insights

As you enter allocations, use the grid to:

• Spot over- or under-staffed projects.
• Check whether work expectations are realistic given capacity.
• Identify individuals who may be spread too thin or those with unassigned time.

Here’s how insights look in practice:

Company Lock Date

Allocations cannot be edited before the company’s Lock Date.

• Lock dates protect historical plans from accidental changes.
• To adjust past allocations, an administrator must temporarily move the lock date backward.
  • Example: If the lock date is July 5, 2025, allocations for July remain editable, but June and earlier months are locked.

Best Practices

• Confirm billing rates are accurate before entering allocations.
• Enter allocations after budgets are set to prevent over-planning.
• Review allocations regularly to ensure workloads remain balanced.
• Adjust allocations as projects evolve — they can always be updated.

Next Steps

With allocations in place:

• Review the Capacity View to analyze multi-month workload balance.
• Use the Resource Management Dashboard to track how allocations align with goals.