Project Portfolio & Resource Management
By task dates
Assigned unfinished tasks cover available project time on their working dates. Count each person’s date once across overlapping tasks. This is planned coverage, not actual effort or proven overload.
Steps to follow
- 1
Enter task dates and link assignees to existing shared resource identities. Future tasks affect their own reporting periods, not today. No resource is created automatically for an unlinked account.
- 2
Example: 40 hours × 20% = 8 project-capacity hours. Tasks covering three of five equal working days occupy 60% of project capacity, equivalent to 4.8 planned hours and 12% of total working time—not reported actual effort.
- 3
Overlapping tasks appear as competing assignments. One occupied date counts once; when projects overlap, that day’s coverage is divided equally between the projects for filtered reporting only. Global utilization does not change with project filters. Zero-capacity dates produce a warning and no inferred hours; a zero denominator is unavailable, never 0% utilization.
- 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
Task methods use the organization default working calendar and its holidays; without one, Monday–Friday is the disclosed fallback. Weekly hours are divided by configured working weekdays. Holidays remove capacity without redistributing hours. Task calendars can further restrict eligible dates. Approved dated availability exceptions replace the normal percentage; the lowest overlapping approved percentage wins. Dates before a resource’s availability start have no capacity.
- 7
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.
- 8
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.