bcl_Capacity_Overview.html

This section contains the following topics:

Capacity Overview Portlet

You can use the Capacity Overview portlet to get an aggregated view of the capacity available, demand requested, remaining capacity, and the actual hours provided by any given unit in the organization from a Resource OBS hierarchical view. The information on this portlet is rolled up to the Resource OBS unit selected in the Filter section. You can expand the OBS to get more insight into the information for the descendants.

The portlet data is generated in the following way:

For the allocation data, the product checks all the investments in the system, their teams, and their team members to verify if the Staff OBS unit of the resource matches the filter criteria. The allocations of all the matched resources sum up to the data that appears on the portlets. If the Staff OBS unit is blank, the Resource OBS unit is checked for any matches.
For the capacity data, the product checks all the named resources regardless of whether they are allocated to any investment or not to verify if the Resource OBS unit matches the filter criteria. If there are matches, the availability of the matched resources sums up to the data that appears on the portlets.

Important! Verify that you run the Datamart Extraction job successfully to help ensure that the filtered information appears on the portlets.

Example: View capacity and demand for a Resource OBS unit

Forward, Inc. uses its reporting relationships to model one of its Resource OBS units. Mary has a team of direct reports and indirect employees who report to her direct reports. As a manager, Mary wants to understand the total investment demand for resources in the organization, including allocated staff and unfilled roles.

Mary can navigate to the Capacity Overview portlet and can set the filter criteria to get a consolidated view of the capacity and demand.

The following list defines the terms on the portlet:

Capacity

Capacity is the total time that a named resource makes available to the organization and is also known as aggregated availability. Capacity includes only the named resources that belong to a Resource OBS or descendant OBS and does not include roles. Some of the capacity examples are as follows:

A person contracted to work 40 hours each week has a capacity of 40 hours.
Mary has a team of three direct reports that work 40 hours each week. The capacity for her organizational unit for any given week is 120 hours.
Note: Mary is not included in the team capacity.
Mary has down-line staff that report into her direct reports. The total capacity for her organization is the aggregate capacity of all the organizations that report into her.

Allocation

Allocation, also known as Demand, is the total time that is requested on a resource or role in the organization. Demand is based on the planned allocation for team members who are allocated to an investment. Demand includes allocations for both named staff and requested roles of an organizational unit and consists of hard-booked and soft-booked time. Regardless of the system setting, only planned allocation hours are counted towards Demand.

Some of the allocation examples are as follows and in these examples, John, Bill, and Sue are the direct reports of Mary:

John is hard-booked for 20 hours next week to project A, and soft-booked 10 hours to project B. The total demand for John next week is 30 hours.
Bill is hard-booked for 40 hours next week to project A, and is mixed-booked for 20 hours to project B. The total demand for Bill next week is 60 hours.
Sue is not allocated to any project. The demand for Sue is 0 hours.
A role is designated and soft-booked for 35 hours next week to project A. In the role properties for that project, Mary's team is designated as the Staff OBS unit. The demand for that role for Mary's team is 35 hours next week.
The total allocation or demand next week for the resources in Mary's organization is 125 hours: 60 hours hard-booked staff, 30 hours soft-booked staff, and 35 hours soft-booked unfilled roles.

Hard-booked Staff

Represents named resources with hard booking status and it does not include metrics for roles. A team staff member with Booking Status set to Hard means hard allocation and planned allocations are the same.

Soft-booked Staff

Represents named resources with soft or mixed booking status and it does not include metrics for roles. A team staff member who is soft-booked has only planned allocations and no hard allocations. A team member is mixed-booked when the planned allocation and hard allocation are not equal.

In this portlet, mixed status is reported as soft-booked staff. A resource is mixed-booked when there is a change in the way the resource is planned to be allocated.

Note: The mixed booking status requires Allow Mixed Booking to be enabled in the Project Management Settings (Administrator Tool). The Allow Mixed Bookings setting helps to manage the planned allocation and hard allocation separately.

Unfilled Roles

Represents all roles and their allocation based on the filtering criteria for the booking status. Roles can be allocated to a project or an investment with hard, soft, and mixed booking status and planned or hard allocations.

Capacity – Allocation

Remaining Capacity is the difference between Capacity and Allocation. The Remaining Capacity is the total time that any organization has available to work on projects and is not already booked or requested of that unit.

If the Remaining Capacity is negative, the investment is over-allocated and if it is positive, the investment is under-allocated.

Actuals

Actuals are the total number of hours logged by the staff reporting in to an organizational unit. The Actuals field on this portlet displays the total number of hours logged by named resources for all the investments that belong to the Resource OBS selected in the filter section. Actuals are work units and not cost.

For example, if the team members logged a total of 139 hours to various projects, the total actuals for the team are 139 hours.

Drill-Down Portlets

Use the drill-down icons on the Capacity Overview portlet to view the details of the aggregated data for the Resource OBS. The information in the drill-down portlets corresponds to the data that appears on the Capacity Overview portlet. The values selected in the Resource OBS and List Mode are the focal point for the data that appears on the main and the drill-down portlets.

The drill-down portlets provide default values for their filter criteria based on the node from which you click to drill down. Each of the following drill-down icons represents a different set of information:

The following actions happen when you click the icons to open the drill-down portlets:

The filter section is collapsed for the drill-down portlets.
All the values present in the filter section of the main portlet are passed to the corresponding filter fields on the drill-down portlets.
By default, the Work Effort unit for the main portlet is FTE which is configurable. The drill-down portlets have the same Work Effort unit that is configured on the main portlet.

Staff Allocation Overview Portlet

The Staff Allocation Overview portlet displays the allocation data for the named resources that are assigned to the Resource OBS selected in the filter. The allocation is blank for resources that are associated with the Resource OBS but are not allocated to any projects. You can further refine the search results on the Staff Allocation Overview portlet.

Unfilled Roles Portlet

The Unfilled Roles portlet represents all unfilled roles and their allocation based on the filtering criteria for the booking status. Each row corresponds to an unfilled role in an investment.

Investment Demand Portlet

The Investment Demand portlet displays a list of investments with the allocation data for named resources and roles. Each row on this portlet corresponds to an investment with the staff members of the selected OBS.