Percent Allocation, Capacity Percent, and Utilization Percent Explained

Overview of how to use Percent Allocation from the User Profile in Project Insight. This percentage is used to create separate allocations on a project by project basis so that users can compare projects that may require less or more of a resource's time than another project.

Transcript:

Today, we are going to be talking about the percent allocation default field in Project Insight. This can be found under a user profile settings menu, specifically under the Resource Info tab. The percent allocation default defines what percentage of a given resource's workday will go towards a project by default. As you can see on my profile, the percent allocation default is set to 100%.

The percent allocation default is mainly informational and will not directly affect overallocation graphs on an allocation report. If we look at the resource allocation report, the only value actually used in calculating overcapacity hours is the capacity value. Going back to my profile, we can see that my percent allocation default is set to 100%. In contrast, when we look at John Doe's profile, we can see that his percent allocation default is set to 50%.

Now, what this means is that when adding a new project resource under the Resources tab, the default allocation rate is based on the default percent allocation for every new project. However, this can vary from project to project. There is an option to change this on a project-by-project basis. In order to do this, you'll simply click on the default percent allocation you want to change and modify it to whatever you desire. Since John’s is set to 50%, we can change it back to 100%. But for today’s example, we'll change it back to 50%.

Once more, to see how the percent allocation is represented in a report, we can note that my allotted work is 12 hours and my capacity is 40 hours, which results in a 30% allocation of my capacity. However, if we go down to John Doe, we see that he has been assigned 8 hours, and his capacity is 20 hours, resulting in a 40% allocation.

For more information on the other fields, such as utilization percent, capacity percent, and capacity percent max, please refer to our other videos and documentation on the subject.