How To Use Resource Allotments In Project Insight

Resource allotments let project managers define how much time each resource is expected to spend on a specific project. Allotments compare a resource’s assigned project work against the time allotted to that project, in addition to the resource’s total available time based on their working schedule.

This is useful when a resource has a full working schedule, but only part of that time should be available for managed project work.

What Are Resource Allotments?

Resource allotments are project-level planning values that show how much of a resource’s time is intended for a specific project.

For example, a resource may work 40 hours per week, but only 10 of those hours may be allotted to a specific project. In that case, comparing the resource’s assigned work to the project allotment gives a more accurate view than comparing assigned work to the resource’s full 40-hour work week.

Use allotments when you want to manage project staffing commitments more precisely.

When Should You Use Resource Allotments?

Use resource allotments when your team wants to compare assigned work against a planned project-level staffing commitment.

Allotments are helpful when:

• A resource is shared across multiple projects
• A resource has limited time available for one specific project
• Project managers need to track planned staffing commitments
• Leadership wants to compare assigned project work against allotted project time
• A resource’s full work schedule does not represent the time available for a specific project

How Do You Set Resource Allotments?

To set allotments, go to the project’s Resources options.

From the Resources options, choose the allotment scale your team wants to use for the project.

How Can You Manage Allotments?

Project Insight lets you manage allotments using different ranges or scales.

Available options include:

• Month - Project
• Week - Project
• Month
• Week

Choose the scale that matches how your team plans and reviews resource commitments. For example, use a weekly scale if you manage project staffing week by week. Use a monthly scale if your team plans resource commitments at a higher monthly level.

Important Note About Monthly And Weekly Allotments

Monthly and weekly allotments are not designed to convert automatically.

Your team should decide in advance which scale will be used for the project. After allotment values are entered, avoid changing the scale unless you plan to clear the values from one scale and re-enter them in the other.

This helps prevent confusion and keeps project allotment data consistent.

Best Practices

• Decide whether the project will use weekly or monthly allotments before entering values.
• Use allotments when resources are shared across multiple projects.
• Compare assigned work against allotted project time, not only against total working capacity.
• Keep allotment data current if project staffing commitments change.
• Avoid using allotments unless your team has a process for maintaining the values.
• Review allotments during project planning and resource planning meetings.

Common Mistakes To Avoid

• Switching between weekly and monthly allotments after values have already been entered.
• Assuming monthly and weekly allotments convert automatically.
• Using allotments when your team does not have a process for maintaining the data.
• Comparing project assignments only to total resource capacity when the resource has limited project-specific availability.
• Forgetting to update allotments when project staffing commitments change.

Choose the scale that matches how your team plans and reviews resource commitments. For example, use a weekly scale if you manage project staffing week by week. Use a monthly scale if your team plans resource commitments at a higher monthly level.

Important Note About Monthly And Weekly Allotments

Monthly and weekly allotments are not designed to convert automatically.

Your team should decide in advance which scale will be used for the project. After allotment values are entered, avoid changing the scale unless you plan to clear the values from one scale and re-enter them in the other.

This helps prevent confusion and keeps project allotment data consistent.

Need More Help?

If you are not sure whether resource allotments are right for your team, contact your Project Insight administrator or Customer Success representative. You can also get more help at projectinsight.com/support.