How to check who does what and when

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.

2. Set up projects. Configure items and forms, input initial set of data in bulk and continue to update and add new projects in Portfoleon.

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 the Resource timeline, or build a Pivot table.

Resource timeline

Navigate to your organization and launch Resource timeline.

Resource timeline shows projects separated into lanes by a person. The same project thus may appear on the diagram several times – once per each person allocated to it.

You can change the resource timeline settings. Press   to open Settings dialog.

There you can choose whether to show or hide your draft changes on the diagram. If you hide drafts, then the timeline is built based on the current published version of data (without unpublished changes). See more on versioning and drafts in the section Working with baselines.

You can also change lanes configuration and choose to show projects per resource role, location, or team.

Press  to choose a time period for data visualization.

Pivot table

As an alternative to the Resource timeline, you can build a Resource pivot.

Drag and drop Item to be shown in rows and Resource in columns.

Press  to choose a time period for data analysis. Now you see who (Resource) does what (Item) during this period. 

Similarly to Resource Timeline configuration, you can open Settings  and choose to include drafts into analysis or to exclude drafts.

To get more information on ‘when’ aspect, add Date dimension into your pivot table and set a time period for data aggregation. You can choose the most informative way to present your data. See several examples of pivots below.

In this pivot both Date and Item dimensions are chosen for columns.

This pivot shows lists of projects in cells.

Leave a comment