Project resource allocation is the process of assigning available resources in the most efficient and effective way to achieve project goals and deadlines. Proper resource allocation helps in balancing workloads, avoiding over-allocation, and optimizing the use of resources to enhance productivity and project success.
All types of resources (e.g., machines, persons, tools/equipment, and crews) can be allocated to project activities to accommodate different project needs. This allows for more comprehensive and flexible resource management, enabling you to allocate the right resources to the right activities, regardless of their type. Allocating different types of resources helps to optimize resource utilization and improve project efficiency. If a person resource is connected to an employee, that resource can optionally be allocated using the employee's ID.
A resource can be allocated to both a project and a work order in parallel, and these allocations are considered as two different assignments or allocations. This means that a resource can be allocated more than once during a specific period, with each allocation being considered as a separate assignment. Allocated resources are reserved for the allocation period, reducing their availability for other jobs.
When allocating resources, you can define either a specific number of hours or a percentage of the resource’s available time:
Resources can be allocated for the duration of the activity or as a fixed allocation with specific dates. Fixed resource allocations are locked to prevent changes to the validity period, even if the activity's Earliest Start or Latest Finish dates are modified. This provides the flexibility to customize allocation periods based on specific project needs, rather than being constrained by default activity dates. Fixed allocation periods ensure that resource allocations remain stable, even if project timelines change, reducing the administrative overhead of constant reallocation.
If a resource allocation is fixed and the entered Date From/Date To is outside the activity’s earliest start/(latest) early finish dates, it will be indicated as a resource allocation date exception. Date exceptions highlight potential scheduling conflicts early, so that resource allocations can be accurately aligned with project activities, allowing for informed adjustments to the project plan.
Resource allocation is usually managed by a project manager or planner. However, it is also possible for person resources to allocate themselves, allowing them to take ownership of their tasks. Persons can register their allocations based on their availability and workload, ensuring that they can contribute to multiple projects as needed. Self-allocation reduces the administrative burden on project managers and planners, as persons can directly manage their own allocations.
Resource allocations are valid for a specified period based on the activity duration. However, the validity of these allocations can change if the status of the project or activity is updated. The validity period of resource allocations varies based on the status of the project or activity: