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Workload Plans

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Introduction

Workload plans are the basis for resource capacity calculation. A workload plan specifies how many hours of work a resource can contribute each day. Assign workload plans to resources to reflect their capacity.

Access to resource capacity information makes it possible to monitor workload distribution and avoid under/over-allocation of resources.

→ Find out more about capacity calculation

→ Learn how to check resource capacity

View workload plans

All Workload plans are listed in BigPicture Administration (Workload plans tab).

 Who can access this screen?

Available to App Admins.

 How to get to this screen?

  1. Click the Advanced Settings (wrench icon wrench icon.png) in the top right of the screen.

  2. Select Resources.

  3. Go to the Workload plans tab.

Workload plan details

In the Workload plans tab, click on a Workload plan name OR the Details icon info icon.png to open the Workload plan details screen.

Information

Description

Basic attributes

Identifying information:

  • name

  • code

  • code color

  • description (optional)

Max weekly workload

A workload plan cannot be saved when the limit is exceeded. It is possible to distribute less than the limit allows.

Note

The max weekly workload does NOT influence the resource capacity - capacity is impacted by the actual workload distribution (specified above the purple columns).

Workload distribution

Worklad distribution is marked in purple and specified above the calendar columns - it is the basis for daily capacity calculation.

Set the number of hours to zero to signify a non-working day.

Weekly workload total is visible in the top left corner of the calendar panel (sum of all days of the week).

Limitations

The weekly workload total cannot exceed the max weekly workload limit of the plan.

Affects

  • capacity calculation

  • team capacity calculation

  • non-working days

Default status

The default workload plan is automatically assigned to all new resources added to BigPicture.

Affects

  • When you delete a workload plan, affected resources are assigned to the default workload plan instead.

Limitations

  • You cannot delete the default workload plan (you can only edit it).

  • You cannot assign the default status to a different workload plan.

Manage workload plans

 Add

A newly created plan is NOT assigned to any resources.

  1. Click the Add new button

  2. Provide

    1. workload plan name

    2. code

    3. code color

    4. description

  3. Click Save

  4. Go to the workload plan details (blue star) page to set

    1. max weekly workload

    2. work hours

  5. Click Save

Workload plans (add).mp4

 Edit

Basic workload plan details

  1. Click the Edit icon Edit.png

  2. Modify workload plan

    1. name

    2. code

    3. code color

    4. description

  3. Click Save

workload plan - edit (basics).mov

All workload plan attributes

  1. To access workload plan details, click the

    1. workload plan name OR

    2. the Details icon (blue star)

  2. Edit workload plan attributes

  3. Click Save

workload plan - edit (details icon).mov

 Delete

  • You cannot delete the default workload plan

  • At least one workload plan must always exist

  • Resources assigned to a deleted plan are assigned to the default workload plan instead

Workload Plans tab

  1. In the Workload plans tab, click the Delete icon (blue star)

  2. Click Delete

workload plan - delete (bin icon).mov

Workload Pland details screen

  1. Go to the workload plan details

  2. Click Delete

  3. Click Delete to confirm

DELETE - workload plan (workload plan details) .mov

View workload plan assignment

Screen

Description

Resource details page

List of all workload plans assigned to a user

 How to get to this screen?

  1. Click the Advanced Settings (wrench icon wrench icon.png) in the top right of the screen.

  2. Select Resources.

  3. Click on a resource name to open the Resource details screen. Use the ‘search’ function to easily find a resource on the list. To access column filters click on the menu icon three dots.png icon next to the column name.

Workload plan detials page

List of all users assigned to a workload plan

 How to get to this screen?

  1. Click the Advanced Settings (wrench icon wrench icon.png) in the top right of the screen.

  2. Select Resources.

  3. Go to the Workload plans tab.

  4. In the Workload plans tab, click on a Workload plan name OR the Details icon info icon.png to open the Workload plan details screen.

  5. Click the Assigned resources icon assigned resources workload plan.png.

Individuals tab

List of users and their current information (read-only)

 How to get to this screen?

  1. Click the Advanced Settings (wrench icon wrench icon.png) in the top right of the screen.

  2. Select Resources.

 Who can access those sreens?

Available to App Admins.

Information

Description

Name

Name of a workload plan

Start date

Workload plans are applied to a time period. Start date must be provided. You can use a future date to assign a workload plan to a user.

Efficiency

Efficiency lets you influence capacity without modifying the workload plan.

If you want to simulate a non-human resource or use a single user to represent a team, you can use the efficiency multiplier.

Use efficiency to reduce the capacity resulting from the Workload plan by setting a value below 1.

 Example

Setup - Workload plan (Default Workload Plan) - 8 hours a day, 5 days a week

Workload plan assigned with efficiency set to 0.87 (Ted Kaminsky)

Result - daily capacity (Ted Kaminsky) = 7h

End date

End date is calculated automatically. When a new workload plan assignment is added, the start date of a new assignment sets the end date of the previous workload plan assignment.

Manage workload plan assignment

 Add

Add a plan to a user

Add a user to a plan

  1. Click the Assigned resources icon assigned resources workload plan.png

  2. Provide assignment details

    1. User name

    2. enter efficiency

    3. enter start date

  3. Click the add button (blue star)

  4. Click Assign to confirm

  5. To review all workload plans assigned to a user, click on a user name to go to their page

ADD user to a plan.mov

 Edit

Workload plan assignments can be modified only on a resource details page.

 Delete

Delete users from a plan

  1. Click the Assigned resources icon assigned resources workload plan.png

  2. Click the Delete icon (blue star)

  3. Click Confirm

DELETE user from a plan.mov

plans from users

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