The heatmap view offers the Resource Manager, Tag Manager or Resource Administrator a view of resource allocation over a period of time.
- Resource Administrator – The resource administrator can apply filters based on user names, user tags or a combination to generate a heatmap. Note: To filter the heatmap by ‘department’ or ‘team’, a user tag will need to be created for each and then attached to the relevant users.
- Resource Manager - The resource manager will see a heatmap of all staff linked to them on the organisation chart (unless they are also a System Administrator, then they will have visibility of all resources).
- Tag Manager – The tag manager will see a heatmap of all staff with the tag(s) that they manage (unless they are also a System Administrator, then they will have visibility of all resources).
Click on the Resourcing tab in the top navigation menu, then select the flyout menu followed by Heat Map.
Resource Administrator Heatmap
To generate a heatmap, make selections from the following filters:
- Start Date - select starting month
- End Date - select finishing month
- Scale - select daily, weekly or monthly view
- Units - select hours, percentage or FTE
- Calendar - select work week (Monday to Friday) or week (Monday to Sunday, including Bank Holidays).
- Allocation Status - select from allocated, pending or all. Note: Pending allocations are those where the individual has been selected as the preferred resource, but the final ‘Allocate’ step has not yet been completed within the resource request.
- Users - select one or more specific users
- User Tags - select one or more tags
Top Tip
- Striped lines and a ‘P’ icon indicate that there are pending allocations for that individual within the selected period (day, week or month). Pending allocations are awaiting the final ‘Allocate’ step to complete the resource allocation process.
Resource Manager or Tag Manager Heatmap
To generate a heatmap, make selections from the following filters:
- Start Date - select starting month
- End Date - select finishing month
- Scale - select daily, weekly or monthly view
- Units - select hours, percentage or FTE
- Calendar - select work week or week.
- Allocation Status - select from all, allocated or pending. Note: Pending allocations are those where the individual has been selected as the preferred resource, but the final ‘Allocate’ step has not yet been completed within the resource request.
- Users - select one or more specific users (return options will be based on either the organisation chart or user tags)
Top Top
- Striped lines and a ‘P’ icon indicate that there are pending allocations for that individual within the selected period (day, week or month). Pending allocations are awaiting the final ‘Allocate’ step to complete the resource allocation process.
Depending on the unit selected, the heatmap will display the following information:
- The total hours allocated, pending allocation, or combined for each resource within a selected period (day, week or month)
- The overall percentage allocated, pending allocation, or combined for each resource within a selected period (day, week or month).
- Green: 0-89% allocated
- Amber: 90 - 99% allocated
- Red: 100% allocated
- Black: over-allocated for that period.
- The total allocation within the selected period (day, week or month) as a proportion of each resource’s FTE (e.g. 0.40, 1.0)
For each resource, you can also view a breakdown of all project allocations, pending allocations, and any periods of unavailability, such as bank holidays or annual leave. Unavailability will be fed from the user's Verto calendar.
Click on the triangle to view the breakdown.
Advice
- A standard user who is a Resource or Tag Manager will only see the resources relevant to their role. However, if a System Administrator is given the Resource or Tag Manager role, they will by default see all resources. This is because their System Administrator role supersedes the lesser resource roles.
- The heatmap will display resource allocation/capacity based on the core site settings i.e. daily/weekly/monthly, standard working hours etc. If a resource request includes bank holiday working, this will show on the heatmap as a double counted and the user will show as over-allocated. A resource request can be expanded using the triangle to see if it includes weekends or bank holidays.