Project Portfolio & Resource Management
By project allocations
Confirmed or approval-not-required project allocation hours drive planned utilization. Pending allocations remain separate proposed demand. Existing workspaces retain this method and existing approval rules.
Steps to follow
- 1
Enter a person’s weekly project allocation hours and effective dates. Where approval is required, the designated department approver confirms or rejects them. Approval changes allocation demand, not the person’s global availability.
- 2
Example: 40 hours × 20% = 8 project-capacity hours. Confirmed allocations of 3 hours and 2 hours across two projects consume 5/8 = 62.5% of project capacity and 5/40 = 12.5% of total working time. A further pending 2 hours is shown separately; projected demand is 7 hours.
- 3
The existing allocation method uses inclusive UTC Monday–Friday dates and weekly hours prorated over five days. Schedule holidays do not change this method. Approved availability exceptions and resource start dates affect capacity; existing project closure cutoffs are preserved. Task estimates and dates do not add demand.
- 4
Project availability is one shared ceiling across ALL projects. A 40-hour week at 20% availability provides 8 project-capacity hours, not 8 hours per project. Utilization of project capacity and utilization of total working time use different denominators.
- 5
Only the active method supplies planned utilization. Separately entered forecast demand stays separate. None of these methods reports actual time worked or changes official project health.
- 6
Milestones, parent summary tasks, deleted tasks, completed/cancelled tasks and completed/cancelled projects contribute no task demand. Undated tasks and unlinked assignees are incomplete coverage; no dates, resources or actual hours are invented. Historical periods are recalculated from current records, not historical actuals.
- 7
Administrators preview current and proposed methods for the same period, review missing inputs, then explicitly confirm activation. Tasks, allocations, approvals, baselines and previously saved exports remain unchanged. Switching back is supported. Method history records the actor and timestamp; each newly generated report labels its method.