Workload plans

Introduction

A workload plan is a calendar used to reflect specific working hours of an individual resource. It is the basis for individual and team capacity calculation. It determines the users' daily, weekly, and monthly capacity, calculated by the Resources and Board modules.

A resource can be assigned to multiple workload plans, for example, a different plan for the summer season and a different one for the winter. 

You can assign workload plans to multiple individuals on the following pages:

• BigPicture Administration > Resources > Individuals

• BigPicture Administration > Resources > Workload plans

On the Workload plans page, you can see a list of available workload plans. Information is displayed in three columns:

• Name

• Code 

• Description

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Security and access

Only a person with the App admin security role or App Resource Admin can access this page. To create workload plans, go to Administration > Resources > Workload plans.

Assign individuals to workload plans

On the Workload plan page

Method 1

1. Click the Details button of a workload plan (either by clicking on its name or by clicking the Details button).

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2. Click on the Assigned resources button.

3. In the pop-up, complete the User, Efficiency, and Start date fields.

4. When ready, click the plus + button.

5. Click Assign to confirm.

6. The resource will appear on the list.

Method 2 (assign multiple individuals at once)

Assign multiple individuals to a workload plan.

1. Click Assign individuals on the Administration > Resources > Workload plans page.

2. Select the workload plan from the list.

3. Define the Efficiency and Start date fields. The end date will be adjusted automatically.

4. Select individuals from the list or use the search box to find them faster. The Select all and Deselect All options are useful when assigning multiple individuals.

5. When ready, click Assign.

On a resource's page (using individuals) 

Method 1 (manage resource-specific information)

1. Go to Administration > Resources > Individuals.

2. Find a resource on the list.

3. Click on the name of that resource.

4. Manage workload plans directly on the resource’s page.

Method 2 (assign multiple individuals at once)

1. Go to Administration > Resources > Individuals.

2. Click Assign to > Workload plan.

3. Complete the required fields.

Create workload plans

1. Click the Add new plan button. 

2. Provide:

• Name

• Code

• Description (optional field)

A newly created plan is not assigned to any resources. 

To specify Workload plan information, go to a workload plan’s "Details" page.

Details of a workload plan 

To access Workload Plan details, click the name of the plan or the "Details" button:

The following options are available on a page of each Workload Plan: 

Max weekly workload 

Specified the weekly workload limit of a Workload Plan.

Weekly Workload total 

The app automatically calculates how many hours in total have been distributed over all weekdays.

The color of the font indicates that:

• yellow - total distributed workload < Max weekly workload
  
  

   

• green - total distributed workload = Max weekly workload
  
  

   

• red - total distributed workload > Max weekly workload
  
  

Workload Distribution 

Workload hours are marked on the calendar in purple:

To change the number of daily working hours, modify the number at the top of a given column:

To move a working hour block, use the drag-and-drop mechanism:

Assigned resources list 

The pop-up provides the following information:

Total number of resources assigned to the plan

List of resources

You can scroll through the list of resources assigned to a given plan:

Remove from the plan

You can remove a user (a particular Workload Plan assignment) directly from the "Assigned Resources" list. 

The action has to be confirmed:

If a user was assigned to a Workload Plan only once (there was only one list item for that user), the user is completely removed from the list. 

Add a resource to a plan

You can assign a resource to a workload plan.

Box modules

The daily working hours are the daily capacity of resources used by the Gantt, Resources, and Board modules. For example, Angela is assigned to a plan with 4h working hour day on Thursdays:

Delete workload plans 

You can not delete the default plans.

Workload plan overview - delete

Workload plan details - delete

Default workload plan

When a task is added to the scope of a Box or when the currently assigned plan is deleted, the task assignee is automatically assigned to the default workload plan.

Workload plan efficiency 

Non-working days

You can set the work time to 0 to define a non-working day. 

Maximum work time

The maximum time is 24 hours, and the calendar uses 5 minutes of granulation.

Individual absences

Users can add their own absences using their My settings page.