Aidi’s Resource Management feature is a planning tool that allows you to manage your resources by activity and by resource. This gives you an overview of the workload distribution of resources assigned to the project, and enables you to detect over-utilization and resource allocation conflicts across projects. This feature will display the schedule in various views, including a resource utilization table by task and a resource utilization graph.
Note that this feature is available to customers subscribing to the Aidi platform's Advanced and Enterprise plans.
Before accessing resource management
Use the resource management feature
Before Accessing Resource Management
Filters
The Resource Management feature is available on the Scheduler page. You can use this feature on one or more projects at a time. To use it with a single project, make sure that the project is fixed at the top of the secondary side menu.
To use it on multiple projects, select or create a filter to display the desired projects.
If you want to see the allocation of resources (project contacts) to several projects at the same time, you can apply a filter by resource, resource function and even by resource administrative unit when creating the filter.
If resources are not selected, the resource management feature will display all resources that are designated as contact for all selected projects.
You can apply the filter temporarily using the Apply button, or save it for future use by naming and saving it.
✏️ Note: If your filter includes a large number of projects, the page load time will vary according to the number of projects and resources to be displayed.
Resources
For a task to be assigned to a resource, the resource must be added to the task's Resource section. Estimated resource effort is essential for displaying resource management by effort, but optional for task-based resource management.
Use the Resource Management feature
Access this feature from the scheduler by clicking on the Resource management button.
A Projects selected in the filter - only tasks from these projects are being considered in the resources section.
B List of selected resources or all contact resources on selected projects - depending on the applied filter. By clicking on the arrow in front of the resource name, the list of tasks assigned to the resource will be displayed.
C This section displays the estimated effort per resource by date or period, depending on the display period selected in the scheduler (months, weeks, days, etc.).
✏️Note: Scheduler display selections will also apply to the resources section. Except for the function that hides the Gantt chart, which is not available when Resource Management mode is activated.
Resource List
- Click on the arrow in front of the resource name to display the tasks assigned to that person.
- Move the line in the table to view the effort information for each task.
- If Estimated Effort is entered in the task Resources section, it will be displayed in the Estimated Effort column.
- Real Effort corresponds to the time entered in the timesheet for this resource by task.
- Remaining Effort is calculated by subtracting actual effort from estimated effort. If the result of the difference is negative, 0 is displayed in the column.
- Revised Remaining Effort is calculated by default as Remaining Effort, but can be modified manually either in the task's Resource section or in the timesheet.
- Progress is calculated by dividing Real Effort by Estimated Effort.
Estimated effort by period
- Select the period display type (e.g. monthly, quarterly, etc.) that you want to apply to both the Gantt chart as well as the task per resource table.
- Numbers in white spaces show the estimated effort per task for each resource. The number of hours is divided equally for each future period up to the task end date. The task end date is either the revised date or the planned date, depending on which is available.
- Past hours of unfinished tasks are calculated as follows: RealEstimated effort / Duration of the task until current date.
- If no real effort has been submitted and approved, past efforts show 0.
- The past duration of the task is calculated in days, and if the selected period display is different from days, the total is multiplied by the number of days per period. The task start date is either the revised date or the planned date, depending on which is available.
- Gray lines show the total estimated effort per resource per period for all tasks of selected projects.
- Progress to date in the current period is indicated by a shaded area. The number of hours displayed in this box only indicates future efforts for this period, prorated to the number of days remaining in the period.
- Green indicator is displayed in the following cases:
- Daily table: When a resource is allocated for less than 5.5 hours in total per day.
- Weekly table: When a resource is allocated for less than 28 hours in total per week.
- Monthly table: When a resource is allocated for less than 112 hours in total per month.
- Red indicator is displayed in the following cases:
- Daily table: When a resource is allocated for more than 8.5 hours in total per day.
- Weekly table: When a resource is allocated for more than 42 hours in total per week.
- Monthly table: When a resource is allocated for more than 168 hours in total per month.
✏️Note: All values between the thresholds mentioned in points 6 and 7 above have no color indicator.
- Select a task in the resource table to locate it in the Gantt view. Double-click on the task in the resource table or in the Gantt view to open the task.
- Click on the Resource management button again to exit the resource management view.
✏️Note: Changing the dates of a task, either by moving a line in the Gantt view or by changing the planned or revised date directly in the task, automatically modifies the efforts per period by dividing the estimated number of hours by the number of periods.
Detailed Example
Let's use Task 3 as an example, which is selected in the table above. In the Resources section of the task details, we see a Planned Effort of 100 hours and Real Effort of 60 hours.
✏️Note: Efforts in the resource table are rounded to 2 decimals. It is therefore possible that the distributed total may differ from the total entered in the Resources section of the task.
Future Effort
The effort table, displayed in weeks in this example, shows the remaining effort. The number of remaining hours is distributed over the number of days left for this task (being calculated using the task end date). In this example, there are 3 weeks left and 2 days left in the current week.
Revised remaining effort = 40 hours
Number of days remaining = 17 days (3 weeks plus 2 days)
Calculated effort per day: 40 hours / 17 days = 2,35 hour per day
Remaining effort for the current week: 2,35 x 2 = 4,7 hours for the current week
Remaining effort for the following weeks: 2,35 x 5 = 11,75
Past effort
⚠️Important: The past hours are calculated as follow: Real effort of the task divided by the duration of the task until current date.
As with future effort, the number of past hours is distributed over the number of days of the task preceding the current day's date.
Real effort: 60 hours
Number of past days: 18 days (3 weeks plus 3 days)
Calculated effort per day: 60 hours / 18 days = 3.33 hours per past day
Past weeks: 3.33 x 5 = 16.65 hours per week
Modification of task dates
Let's take the same task 3. If we advance the end date of this task by one week, as in the example below, we can see that the number of hours per week is modified.
Revised remaining effort = 40 hours
Number of days remaining = 12 days (2 weeks plus 2 days)
Calculated effort per day: 40 hours / 12 days = 3.33 hours per day
Remaining effort for the current week : 3.33 x 2 = 6.66 hours
Remaining effort for the following weeks: 3.33 hours x 5 days = 16.65 hours per week
Comments
0 comments
Please sign in to leave a comment.