What Are Percent Allocation, Capacity Percent, And Utilization Percent?

Learn how the Percent Allocation Default field works in Project Insight, where to find it on a user profile, and how it affects project-level resource allocation.

What Is The Percent Allocation Default In Project Insight?

The Percent Allocation Default in Project Insight defines the default percentage of a resource’s workday that is expected to go toward a project when that person is added as a project resource.

This setting is found on the user profile under the Resource Info tab. For example, a user may have a Percent Allocation Default of 100%, while another user may have a default of 50%.

In short, Percent Allocation Default helps Project Insight prefill project-level resource allocation, but it does not directly calculate overcapacity on resource allocation reports.

Where Do You Find The Percent Allocation Default?

To find the Percent Allocation Default:

1. Open the user profile for the resource.
2. Go to the Resource Info tab.
3. Find the Percent Allocation Default field.
4. Review or update the default percentage for that resource.

This percentage is used as the starting allocation value when the user is added to a project as a resource.

Does Percent Allocation Default Affect Overcapacity Reports?

No. The Percent Allocation Default is mainly informational and does not directly affect the over-allocation graphs on a resource allocation report.

In Project Insight, the value used to calculate overcapacity hours is the resource’s capacity value, not the Percent Allocation Default.

This means a user can have a Percent Allocation Default of 50% or 100%, but overcapacity calculations still rely on available capacity and assigned work hours.

How Does Percent Allocation Work When Adding A Resource To A Project?

When you add a resource to a project from the project’s Resources tab, Project Insight uses that user’s Percent Allocation Default as the default allocation rate for the project.

You can change this percentage on a project-by-project basis.

1. Open the project.
2. Go to the Resources tab.
3. Add or review the project resource.
4. Click the default percent allocation value.
5. Change the percentage for that specific project.
6. Save the change.

For example, if John Doe’s Percent Allocation Default is set to 50%, Project Insight will use 50% when he is added as a project resource. You can change that project-specific value to 100%, 25%, or another percentage if needed.

How Is Percent Allocation Shown In Reports?

Percent allocation can help users compare assigned work against capacity in resource reports.

For example:

• If a resource has 12 hours of allotted work and 40 hours of capacity, that represents 30% allocation of capacity.
• If another resource has 8 hours of assigned work and 20 hours of capacity, that represents 40% allocation of capacity.

This helps project managers and resource managers understand how much of a person’s available capacity is currently assigned.

What Is The Difference Between Percent Allocation And Capacity Percent?

Percent Allocation and Capacity Percent are related, but they are not the same.

Percent Allocation describes how much of a resource’s time is expected to be allocated to a specific project.

Capacity Percent describes the amount of available working capacity the resource has overall.

Project Insight uses capacity when calculating overcapacity hours in allocation reports. Percent Allocation helps set or describe project-level allocation expectations.

What Is The Difference Between Capacity Percent And Utilization Percent?

Capacity Percent represents a resource’s available working capacity.

Utilization Percent represents the target amount of that capacity expected to be used for project work.

For example, a person may have 100% capacity, but the organization may only expect that person to spend 80% of their time on project work because the rest of their time is used for meetings, support, administration, or management responsibilities.

When Should You Change A Resource’s Percent Allocation Default?

Change a resource’s Percent Allocation Default when that person is typically assigned to projects at a different default level than other team members.

This may be useful when:

• A resource usually contributes part-time to projects.
• A manager or lead supports projects but is not assigned full-time.
• A specialist is usually shared across multiple projects.
• A role is commonly assigned at 25%, 50%, or another standard allocation level.

You can still override the percentage on individual projects when a specific project needs a different allocation.

Best Practices

• Use Percent Allocation Default to save time when adding resources to projects.
• Set realistic defaults for shared resources, part-time contributors, managers, or specialists.
• Remember that overcapacity calculations are based on capacity, not the Percent Allocation Default.
• Review project-level allocation values when a resource is expected to contribute more or less than their default amount.
• Use capacity and utilization settings together for more accurate resource planning.

Common Mistakes To Avoid

• Assuming Percent Allocation Default directly controls overcapacity calculations.
• Using the same default percentage for every resource when some people are shared or part-time.
• Forgetting to adjust the project-level allocation when a specific project needs a different commitment.
• Confusing Percent Allocation with Capacity Percent or Utilization Percent.

Related Questions

Does Percent Allocation Default Change A Resource’s Capacity?

No. Percent Allocation Default does not change the resource’s capacity. It only sets the default project-level allocation percentage when the resource is added to a project.

Can Percent Allocation Be Different On Each Project?

Yes. A resource can have a default percent allocation on their user profile, and that value can be changed for each project.

What Field Is Used To Calculate Overcapacity Hours?

Project Insight uses capacity to calculate overcapacity hours in resource allocation reports.

Why Would A Resource Have A 50% Percent Allocation Default?

A 50% default may be useful when a resource is normally shared across projects, works part-time on project work, or is expected to support multiple priorities at the same time.

Need More Help?

If you are not sure how Percent Allocation Default, Capacity Percent, or Utilization Percent should be configured for your organization, contact your Project Insight administrator or Customer Success representative. You can also get more help at projectinsight.com/support.