The resource allocations screen (Figure 2) in Ruddr defaults to showing all allocations grouped by workspace member. This screen is only available to workspace members who have access to resource allocations via their security role. When a member has those permissions, they will see a Resourcing menu item (Figure 1) in the nav bar.
Figure 1 - The Resources Navigation Option will Display when the Feature is Enabled
There are two views available on the resource allocations screen:
- Members
- Projects
For those members with member-level resource allocations permissions, as defined by their security role, the default allocation view (Figure 2) will list workspace members down the left side of the screen. When you expand a member, you will see all of the projects assigned to that member on the left and the allocations to the right in the grid.
Figure 2 - Resource Allocations Screen
The view can be switched to show allocations by project instead of by member. For members without member-level resource allocations permissions, this will be the default view. To switch views on the allocation screen, simply click the Projects button (Figure 3) at the top-left. This will show projects down the left side of the screen (Figure 4) and each project's allocations in the grid to the right. Expanding any particular project will show all of the workspace members and "placeholders" that have been allocated to that project. Note that this button will be disabled for those members without member-level resource allocations permissions.
Figure 3 - Switch the Allocations View to Projects
Figure 4 - Projects View of Allocations
Color-coded Resource Allocations
Resource allocations are color-coded (Figure 5) to provide visual cues as to the type of time that is being planned for a resource. The following colors correspond to the type of time being allocated:
- Green: Client Billable
- Red: Client Non-billable
- Yellow: Internal
- Blue: Time Off
Figure 5 - Allocations in Ruddr are Color-Coded to Distinguish the Type of Time being Planned
Tentative Allocations
Allocations that are made to a Tentative project (a project with a "Tentative" project status) are shown with a striped treatment (Figure 6).
Figure 6 - Tentative Allocations are Shown with a Diagonal Striping
Customizing the View
Time Unit Selector
The resource allocations grid can be set to a day, week, or month view. This allows you to "zoom out" to evaluate resourcing over a long period of time or "zoom in" to evaluate resourcing for the coming days and weeks. To change this zoom level, simply select the desired setting from the time unit selector (Figure 7) at the top-center of the resource allocations grid (Figure 4).
Figure 7 - The Time Unit Selector Allows you to Change Views of the Allocations Grid
Start Date Selector
At the top-left of the allocations grid (Figure 4) is the start date selector (Figure 8). This allows you to pick the starting date for the allocations grid. Depending on the setting of the time unit selector, you can pick a specific day, week, or month.
Figure 8 - The Start Date Selector sets the Beginning Date for the Allocations Grid
Placeholders
When the allocations grid is grouped by member, you will notice a placeholders section (Figure 9) after the workspace members. Placeholders are virtual resources that can be used for allocations when you aren't sure which actual workspace member will be assigned to the work. Using these types of allocations can help inform the internal recruiting team as to the types of skills that are needed in the future.
Additionally, placeholders can be assigned an Average Bill Rate and an Average Labor Cost. With this data provided, Ruddr can forecast services revenue and services labor cost, respectively, for any placeholders with allocations.
Placeholder information can be viewed by hovering over the placeholder avatar (Figure 10).
Figure 9 - Placeholders in Resource Allocations
Figure 10 - Hovering Over a Placeholder Avatar Presents the Placeholder Information Card
For information on creating Resource Placeholders, please refer to the Custom Data article in the Ruddr Help Center.
Filtering the Resource Grid
The filters button (Figure 11) at the top-right of the screen (Figure 4) brings up a Filters drawer (Figure 12) where you can adjust filter settings. The available filters depend on whether the allocations view is grouped by members or by projects.
Figure 11 - The Filters Button Opens the Allocations Filter Drawer
Figure 12 - The Allocations Filter Drawer
When viewing Projects, the Filters drawer will include a checkbox to Only show projects with allocations. When viewing Members, the drawer will include a checkbox to Only show resources with allocations.
Adjusting the Summary Row Metrics
On the Members view of the resource allocations, you will have a drop-down (Figure 13) at the top-right of the screen that allows you to select the metric displayed in the summary rows of the allocations grid. This metric defaults to Allocated Hours.
Figure 13 - Change the Metric Displayed for Each Member in the Allocations Grid
The four metric options for the summary rows are:
- Allocated Hours - The number of hours that have been allocated to each workspace member.
- Available Hours - The number of hours that are available to be allocated to each workspace member. This is based on each member's capacity, which is set by a Workspace Admin.
- Billable Utilization - The planned billable utilization rate for each member based on the allocations. Note that the calculated utilization rate is based on each member's capacity.
- Target Attainment - The percentage of each member's billable utilization target that will be attained based on the allocations. Note that each member can have a distinct billable utilization target set by a Workspace Admin.
My Allocations
Within the default Home area of Ruddr, there is a My Allocations section, accessible from the nav bar (Figure 14).
Figure 14 - Access My Allocations via the Home Area
This section (Figure 15) will show the member's allocations. A member can always see their own allocations from this screen, regardless of their security role.
If a member has been allocated to a project, but the member is not yet on the project team, the allocation will show with a gray striped background behind the project name.
Figure 15 - A View of My Allocations