Project resource allocation is the process of assigning available resources to project activities to achieve project goals and deadlines. Effective resource allocation helps balance workloads, prevent over-allocation, and optimize resource utilization for successful project execution. Allocated resources are reserved for the allocation period, reducing their availability for other jobs.
A resource can be allocated to a project and a work order in parallel. These allocations are treated as separate assignments, meaning a resource may have more than one allocation during the same period.
All types of resources—machines, persons, tools/equipment, and crews—can be allocated to project activities to support various project needs. Allocating different types of resources supports flexible and comprehensive resource management, enabling you to allocate the right resources to the right activities, regardless of their type.
If a person resource is connected to an employee, that resource can optionally be allocated using the employee's ID.
When allocating resources, the allocation can be defined as either:
Allocating a resource to a project activity using a specific number of hours ensures the activity receives the required effort. When hours are entered, the percentage allocated is calculated by dividing the allocated hours by the resource’s available time.
Available time is calculated by subtracting absence hours (HR absences and absence type miscellaneous resource allocations) from total capacity.
Example: If a resource’s available time is 40 hours a week and 20 hours are allocated to a project activity, the percentage allocated is 50%.
A percentage of the resource’s available time can be allocated to a project activity when you want to distribute a resource's time across multiple jobs based on availability and workload.
Capacity coverage refers to the duration for which the resource’s capacity is calculated.
Example: If the resource’s capacity is calculated only for one week as 40 hours a week with no absences, the resource’s available time is 40 hours for the week. If 100% of the resource is allocated for this week and the next week, the capacity coverage is partial, and 40 hours are allocated over the two‑week period. If the resource’s capacity were calculated for both weeks, a 100% allocation would result in 80 hours allocated over the two‑week period.
To ensure accurate percentage-based allocation, resource capacity should be calculated for the entire allocation duration.
If the resource group has been planned on the activity, allocating a resource updates the existing resource planning record with the allocated hours.
If no resource planning record exists when the resource is allocated, a new planning record is created for that resource group with zero planned hours and updated with the allocated hours.
Planned hours and allocated hours can then be compared to determine whether the planned demand has been met. These values can be viewed on the Resources Summary tab of the Project Resource Planning page.
Resources can be allocated either for the full activity duration or as a fixed allocation with specific dates. Fixed allocations are locked, and their validity period is not adjusted even if the activity’s Earliest Start or Latest Finish dates change. This provides the flexibility to customize allocation periods based on specific project needs, rather than being constrained by default activity dates. Fixed allocation periods keep resource allocations stable even when project timelines change, reducing the administrative overhead of constant reallocation.
If a fixed allocation’s Date From or Date To falls outside the activity’s Earliest Start or Latest Finish dates, it will be indicated as a resource allocation date exception. These 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.
When a project requires resources that are not available within the company executing the work, resources from another company can be allocated if the required cross‑company allocation conditions are met. Cross‑company allocation allows the project company to source resources from other companies in a coordinated and controlled manner.
For detailed information on the specific conditions needed to allocate resources across companies, refer to About Cross-Company Resource Allocations.
Resource allocation is usually managed by a project manager or planner. However, person resources can also allocate themselves, taking ownership of their tasks. Persons can register their allocations based on availability and workload and participate in multiple projects as needed.
Self-allocation reduces the administrative burden on project managers and planners, as persons can manage their own allocations using the My Project Allocations page.
If the person has an employment in the selected company, that employment is fetched by default. If the person has multiple employments in the company, the primary scheduling employment is selected.
Resource allocations are valid for a specified period based on the activity duration. The validity period may change depending on the project or activity status.