Schedule

The Schedule — formerly named Allocations — is Ruddr’s calendar-style view of resource allocations. For a flat, sortable, filterable table instead, see Allocations List. The Schedule (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 Resources menu item (Figure 1) in the nav bar, with Schedule and Allocations as its two sub-items. There are two views available on the Schedule:

• 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. 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.

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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

If you allocate a member to a project, but do not assign them to that project, you will see the yellow alert (Figure 6) next to the member letting you know. You can assign a member by going to the Project and adding under the Team tab. You can also add on the Allocations Project Tab by selecting the three dots on the projects allocations and selecting “Assign Allocated Members to Project” (this will assign ALL allocated members to the project, not just the single member).

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Tentative Allocations

Allocations that are made to a Tentative project (a project with a “Tentative” project status) are shown with a striped treatment (Figure 7).

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Soft Bookings

Allocations with a Soft booking type are shown faded (at reduced opacity), as in the Standard HealthPlus RC allocation in Figure 5, so you can distinguish provisional staffing from confirmed bookings at a glance. Hovering over an allocation displays its booking type.

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Customizing the View

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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 8) at the top-center of the resource allocations grid (Figure 4).

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Start Date Selector

At the top-left of the allocations grid (Figure 4) is the start date selector (Figure 9). 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.

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Placeholders

When the allocations grid is grouped by member, you will notice a placeholders section (Figure 10) 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 11). For information on creating Resource Placeholders, please refer to the Custom Data article in the Ruddr Help Center.

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Filtering the Resource Grid

The filters button (Figure 12) 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. 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. The Filters drawer also includes a Booking Type filter. By default both confirmed and soft bookings are shown; select Confirmed or Soft to narrow the view. For more, see Confirmed and Soft Bookings.

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Adjusting the Summary Row Metrics

On the Members view of the resource allocations, you will have a Metric drop-down (Figure 14) at the top-left of the screen that allows you to select the metric displayed in the summary rows of the allocations grid. This metric defaults to All Hours. The eight metric options for the summary rows are:

• All Hours - The number of hours that have been allocated to each workspace member.
• Project Hours - All project hours allocated to each member. This will not include time off.
• Billable Hours - All client billable hours allocated to each member. Non-billable client hours, internal hours, or time off will not be presented when this metric is selected.
• Productive Hours - All client billable, client non-billable, and internal productive hours will be displayed.
• 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.
• Client Utilization - All client hours, billable and non-billable divided by the member’s capacity.
• Productive Utilization - The planned productive utilization rate for each member based on allocations for client billable, client non-billable, and internal productive hours.
• Total Utilization - The total planned hours, billable and non-billable divided by the 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.

A few of these views provide additional filtering filters. Once you select one of the application metric views. you will see a slider will appear where you can select a min and max to filter on that metric. Available Member views that includes slider functionality.

• Available Hours (month view)
• Available Hours (week view)
• Available Hours (day view)
• Billable Utilization (all views)
• Target Attainment (all views)

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My Allocations

Within the default Home area of Ruddr, there is a My Allocations section, accessible from the nav bar (Figure 15). This section (Figure 16) will show the member’s allocations. A member can always see their own allocations from this screen, regardless of their security role. By default, only confirmed bookings appear here and soft bookings are hidden. A Workspace Admin can enable Show soft allocations on the My Allocations screen in Allocation Settings to show soft bookings here as well, rendered faded. 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.