This report allows you to see what loading your staff or team members have per day within a specific date range. It is a convenient way to see at a glance how workload is distributed in your department or team. It also shows the history of workload on a task, such as workdays with no hours logged.
The report assumes that load on any given activity is distributed according to personal hours left of its assignees across the lifetime of the activity. The formula to calculate projected workload uses personal hours left for each assignee, the number of users contributing to the activity, the users' personal schedule, and public holidays. Both hours left and PHL are calculated automatically by deducting hours logged by the assignees in their time log from the current value. See Resource loading for more details.
Structurally, the report is divided into three distinct parts: past days, today and days ahead. The past days section shows time logs that fall in a specified date range. Thresholds (see below) are not shown in this section. The cells can contain a number (user's total logged hours for the day) or a dash. Dash means no time logs have been logged for the workday within the activity's date range. The today section shows either actual, projected, or both actual and projected workload.
In the latter case, it is important how much time user has logged for today. See Symbol key note 2) below. The future days section shows projected workload.
|Denotes the end date of an activity|
|Denotes some hours have been logged for today|
|?||Time allocation is unknown (for workdays with no load available)|
|-||A workday in the past with no hours logged|
|The closest workday when activity could be finished (for overdue activities and no end date ones only)|
- The symbol is used to show the actual end date of an activity that is used in the report.
- The symbol is used to indicate some hours have been logged for today.
- The symbol '?' is used when workload cannot be calculated for a workday.
- A dash ('-') symbol indicates activity workdays without logged hours.
- Tasks given in red are considered problematic. The nearest day when the activity can be completed is shown as a yellow cell with red text, e.g.:
Consider the following special cases:
There are by default four thresholds used for differentiating loads. These are color coded for ease of reference.
|Over allocated (over 100%)|
|Allocated (80.00% to 99.99%)|
|Partially allocated (30.00% to 79.99%)|
|Under-allocated (0.00% to 29.99%)|
The user row workday cells in the today or future sections will be color coded in accordance with planned workload and the load threshold settings.
Running a RL report
To run a resource loading report:
- Mouse over Reports and select Resources.
- In the filters, select a user (All users, or a single one).
- Select a date range.
- Select the 'Resource Loading Report' radio button.
- Click 'Apply'.
- To reset the filter to default values, click ‘Reset’.
- To save the report as an MS Excel file, click ‘Export to Excel’.
Export to Excel
As soon as a report is generated, you can have it exported to Excel or PDF by clicking the additional options button () at the far right end of the toolbar and selecting 'Export to Excel Worksheet'.