Resource allocation

After resource requesters create a resource plan, resource managers can confirm the resources to move the plan to Confirmed state. Resource managers can then allocate resources to the plan and set it to the Allocated state.

Based on calendar and schedule information, resource managers view resource availability and select the resources under their management that can be confirmed and allocated to specific tasks.

Booking type

When a resource plan moves to the Confirmed state, resource allocations corresponding to requested allocations are created automatically. These allocations have a Booking type that is Soft. Soft allocations are like a temporary placeholder allocation for the requested users. Soft allocations do not create calendar events. When you set the plan to the Allocated state, the Booking type changes from Soft to Hard, which means that the resource is unavailable for another booking and the booked time is reflected on the user calendar.

The Requested hours field specifies the number of hours requested per resource allocation record.

Note:
  • If the requested resource cannot be allocated for the whole of the allocation duration, the Booking type of the allocation record remains Soft.
  • Soft/hard allocations use the property com.snc.resource_management.allocation_interval_minutes to allow creation of allocations with a decimal value.

Soft allocations hours calculation

Case 1: Proportional distribution

For example, the requested allocation for a group with 2 resources when Members preference value is set to All members or Specific members is as follows:
Start date End date Requested hours
Oct 03 Oct 07 40
The planned hours on the resource plan form get proportionally distributed among all the requested allocations based on number of working days for each requested allocation record.
Resource Resource time off Available capacity (hours) Soft Allocation hours
Resource 1 2 days 3 * 8 = 24 24 * 0.625 = 15
Resource 2 5 * 8 = 40 40 * 0.625 = 25
The following calculations are used:
  • Total available capacity = Available capacity User 1 + Available capacity User 2 = 24 + 40 = 64 hours
  • Hours to allocate per hour of available capacity = Requested hours/total available capacity = 40/64 = 0.625 hours
Note: Multiple soft allocations could be created for one requested allocation for group resource plans.

Case 2: Most available resource requested first

For example, the requested allocation for a group with 3 resources when Members preference value is set to Any member is as follows:
Start date End date Requested hours
Oct 03 Oct 07 40
The system finds the most available resources in the specified time frame and creates soft allocation for these resources.
Resource Available hours Soft Allocation hours
Resource 1 24 10
Resource 2 30 30
Resource 3 20
Resource 2 is the most available resource. System creates soft allocation for resource 2 first until it consumes all available hours from resource 2. It then moves to next most available resource, and so on. Once available hours for all resources are consumed, and the requested hours are still left over after allocating across all members (from most available to least available), then the remaining hours are equally distributed among all resources.

Hard allocations hours calculation

Case 1: Even spread

Selecting Even as hard allocation spread type, creates resource events for the resource by splitting the hours evenly across all working days.

For example, for a resource requested for 20 hours in a week, the even spread hard allocation is as follows:
Day of the week Monday Tuesday Wednesday Thursday Friday
Available hours 6 4 6 6 Time off
Allocated hours 5 5 5 5 0

Case 2: Front load

Selecting Front load as hard allocation spread type fills up all available slots of the resource from the start date of the allocation. Once the resource is fully allocated between start and end dates, then the remaining hours are filled up from start date up to 24 hours.

For example, for a resource requested for 20 hours in a week, the front load spread hard allocation is as follows:
Day of the week Monday Tuesday Wednesday Thursday Friday
Available hours 6 4 6 6 Time off
Allocated hours 6 4 6 4 0

Event creation during hard allocation

You can control the minimum unit for an event by modifying the Calendar Event Duration (Minutes) (com.snc.resource_management.allocation_interval_minutes property). The default is 60 minutes.
  • Example: 4 hours for 1 week, with an allocation interval of 60 minutes: creates a 60-minute block from Monday through Thursday.
    Monday Tuesday Wednesday Thursday Friday
    60 mins 60 mins 60 mins 60 mins
  • Example: 4 hours for 1 week, with an allocation interval of 30 minutes: creates a 60-minute block from Monday through Wednesday and 30-minutes blocks for Thursday and Friday.
    Monday Tuesday Wednesday Thursday Friday
    30 mins+30 mins 30 mins+30 mins 30 mins+30 mins 30 mins 30 mins

Time-off handling:

Resource events from a resource plan are not created for the days where the resource has marked time-off or engaged in other events (such as trainings and meetings). Admin can handle the resource capacity and allocation with the property com.snc.resource_management.exclude_events_from_schedule to specify
  • which events must be excluded for capacity calculations. For example, if a resource has time-off between Monday and Wednesday, the weekly capacity for the resource is calculated as 16 hours (as opposed to 40 hours).
  • when system must not create allocations. For example, if a resource is in training on Friday, resource is not allocated a task on Friday.

Over-allocation

Over-allocated resources are allowed. Over-allocating resources creates overlapping events in the user calendar within the users scheduled hours. However, a maximum of 24 total hours can be allocated in any given day. Overlapping events appear overlapped in the calendar in the weekly view. In the monthly view, overlapping events appear as above or below another.

For example, a user has a schedule that specifies the work day from 08:00 to 17:00 daily. Event 1 is in the user's calendar from 08:00 to 14:00. If an additional 5 hours are added for the same day for Event 2, an event is created for the 3 hours of free time (14:00 to 17:00) and an overlapping event is created for the remaining 2 hours starting at the beginning of the day (08:00 to 10:00).

Figure 1. The overlapping event from the monthly view
The overlapping event from the monthly view
Figure 2. The overlapping event from the weekly view
The overlapping event from the weekly view