Before you get started, you will need to set up your organization for resource tracking. Here’s how to do it:
1. Set up resources – define roles, teams, locations, fill in the table with resources and availability calendar.
3. Assign resources to projects. For each project define phases (or leave it with one default phase covering the whole project) and allocate resources to each phase.
Once you are set up, you can use Portfoleon to check who does what and when. To do it, you can use a Timeline, or build a Pivot table.
Build a Timeline board showing your projects.
- Open the default view ‘Projects per team’ or create a new timeline board. The board shows all your items on the timeline as bars (for projects or other ‘range’ items having duration in time) or flags (for milestones, events and other ‘point’ items which occur on a particular date).
- Define selection criteria for the timeline. There can be hundreds of projects in total, but not all of them should be shown on this particular board.
- Configure the timeline board.
- Define how do you want to group items in lanes and sub-lanes, e.g. you may show a lane per each location or team, associated with your projects.
- Set boundaries and column scale for your timeline. You may choose to allow Portfoleon to adjust timeline boundaries and scale automatically depending on items shown on it. Or you may ‘hardcode’ the view to show for example a one-year timeline broken down by months.
- Define which information should be shown on bars, e.g. item name, dates, any additional information which you store in custom fields.
- Define which colors should bars and flags have depending on values of their attributes, e.g. show projects of one manager in green and projects of another in blue, or show HR projects in red and Marketing projects in orange.
To show resource utilization on the timeline, open its Settings , switch to Timeline tab, and tick the checkbox Show resources.
When this configuration is applied, Portfoleon shows a resource chart at the bottom of the timeline diagram, with a bar per a time period (the period is picked up by the system to ensure optimal visualization). The height of the bar corresponds to the average amount of FTE allocated to all projects (not only those which are shown on this timeline view) on the given period. The bar appears in red color if this amount of FTE exceeds resources availability. Read more on resource availability and allocation in the Managing resources section.
See how resources are displayed on the picture below.
It is clear that from January till March there is not enough resources to implement the planned projects.
As an alternative to the Timeline, you can build a Supply vs. Demand pivot.
It shows resource bottlenecks in details.
This pivot not only confirms the lack of resources from January till March, but also reveals the problem with Bennett Moon’s workload in April and May. To make a deeper investigation, use the approach described in the section How to check who does what and when.