Managing Resources

Celoxis provides you with the capability to view the accurate load of your resources, their actual utilization, capacity and efficiency which enables data driven planning and decision making across the project lifecycle. This helps the project manager for better resource planning and management. Using these reports, the manager can move resources across projects or add more free resources on tasks to complete the schedule as expected and thereby get a good hold on resource management.

Celoxis provides 5 pre-defined reports, which are the perfect set of tools for managers to plan and manage their resources. With the ability to track resource load, utilization and efficiency, these enable data driven planning and decision making across the project life cycle.

Additionally, you can also create a report to suit your requirements. To create a report, click here.

These reports contain one or more of the below columns:

Column	Description	Formula / Example
Planned Hours	These are the number of hours a resource is allocated or expected to spend on an assigned task.
Actual Hours	These are the approved number of hours a resource has actually spent on a task, app item or non-project activity. The Hours(Actual) for a resource on a task is calculated even if the resource is not allocated on that task and has filled time on it.
Available Hours	The working hours of a resource depending on the work calendar timings and exceptions; if any.	A work calendar for Monday to Friday with work timings as: 8:00 - 12:00, 13:00 - 17:00 means that a resource assigned to this calendar has Hours (Available)=8 for any particular working day and 40h for a week. If the resource has a non-working exception on say Wednesday, then the Hours (Available) for that week are 32.
Free Hours	These are the remaining estimated hours the resource is available.	At Task and Project levels, this column will show the estimated hours. At resource level, this column will show the Hours (Available) - Hours (Est)
Free Hours (Realtime)	This is a dynamically computed column that shows free hours based on actual approved hours for all past dates and free hours based on remaining effort for present and future dates till the task's finish date.	For Resource: Past dates = Hours (Available) - Hours (Actual) Present & Future dates = The free hours based on remaining planned effort spread proportional to the resource availability. For Task and Project: Past dates = Hours (Actual) Present & Future dates = The remaining planned effort spread proportional to the resource availability.
Planned Utilization	The estimated resource utilization.	Hours (Est)/Hours (Available) as a percentage
Actual Utilization	The actual resource utilization.	Hours (Actual)//Hours (Available) as a percentage
Planned Capacity	The estimated resource capacity.	1- Utilization (Est) as a percentage
Actual Capacity	The actual resource capacity.	1- Utilization (Actual) as a percentage
Efficiency	The efficiency or performance of a resource.	Hours (Est)/Hours (Actual) as a percentage
Actual Billable Hours	The actual approved and billable hours. This is applicable for Task, Project, Resource, Apps.
Actual Non-billable Hours	The actual approved and non-billable hours.
Invoiced Hours	The actual invoiced hours.

You can also define grouping in the report with the available columns as listed:

Resource: Name
Resource: Workspace
The custom fields of type: Date, Formula (with output type Text), Single line text and Single select drop-down are available for grouping.
Project: Manager: Name
Project: Name
Client:Name

Defining Optimal Load:

You can also define the range for Optimal Load Between(Administration > Under the 'Project Management' section > Project Options) desired for the resources.
For example, if you define your optimal load between 80% to 90% means that the resource load between 80% and 90% will show up in green (optimal) whereas anything below 80% will show up in Blue(Underallocated). Similarly, anything above 90% is Red (Over-allocated).

The following legend are used to indicate the load:
Blue: Underallocated.
Green: Optimal.
Red: Overallocated.
Gray (dotted): Exceptions (Working/Non-Working).
Yellow (NW): Non Working day.
The color coding is only available when:
1. Columns selected are Hours (Est) and/or Utilization (Est).
2. 'Resource' column should be available in the grouping.
All resources; irrespective to whether they have allocation in the selected period are visible on the report.
You can also use the options: Cumulative and Show Totals Only.
Cumulative: This option will show you the successive additions of the selected column for that row.
Show Totals Only: This will only show the totals per grouping that you have selected; instead of the entire data.