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Allocating Resources to Spaces

In this article:

Overview

Only space owners with the Strategic KanBo license can work with allocations in spaces.

Allocating resources to the space is a way of reserving them for a well-defined period of time. Accepted allocation means an agreement to use a particular resource in the space. Such a reservation can then be managed at a lower level. Within a space allocation, we can distribute the reserved time to the cards in that space.

Everything related to space allocations is done in the Allocations section, where we manage and create all allocations. But first, we need to activate the Resource Management module in the space.

You need to activate the Resource Management module in a space.

The Allocations section has two views to choose from: Resources and Utilization. Both are in the form of a timeline where allocations appear. You may find this type of view associated with the Gantt Chart view. Here we additionally have cells that represent specific time intervals – days, weeks, or months. These cells contain information about the workload of the space resources.

Example: Allocations section in the Green Week space.

The additional space view, called Workload View, comes together with the Resource Management module. Here we can analyze allocations to the space, cards, and the actual time spent on a task, using the Time Tracking feature.

Example: The Workload view in the Green Week space.

Assigning resources to spaces

When you activate the Resource Management module in space, existing space users will automatically appear in the Allocations section as resources. 

If you need additional resources in your space, you can add them in the Allocations section. The Resource Picker helps you find adequate resources with extensive filtering options.

Only resources specified in the Allocations section can be allocated to spaces and cards within that space.

To assign a resource to a space:

  1. Open the space.
  2. On the space top bar, go to More (the three-dot menu), and then select Resource Management > Allocations.
  3. On the left panel, select + Assign new.
  4. Find the resource using filtering options.
  5. Select the resource.

To unassign a resource from a space:

  1. Open the space.
  2. On the space top bar, go to More (the three-dot menu), and then select Resource Management > Allocations.
  3. On the selected resource, go to More (the three-dots menu), and select Unassign resource.

You can determine which space users should remain resources and be able to allocate, and which ones should not be allocated. For example, space supervisors don’t need allocations if they don’t do card work.

To disable a resource allocation:

  1. Open the space.
  2. On the space top bar, go to More (the three-dot menu), and then select Resource Management > Allocations.
  3. On the selected resource, go to More (the three-dots menu), and select Do not allocate.

A resource with disabled allocation will be extinguished in the list of resources.

Space allocation status and approvals

Each newly created allocation of a resource to space must be accepted by the resource manager. The fact that we have created an allocation only means that we have created a request for the availability of a resource at a certain date. Until we get approval from the manager for the allocation in its current form, the allocation remains in the Requested status.

The manager can accept completely, partially accept, or reject the allocation. This is represented by the statuses Approved, Partially Approved, and Declined.

Space allocation activity

Allocations has an activity section, where we can monitor status changes since the beginning of its creation. Each status change appears in the Activity tab with information about the exact date and the user who made the change.

To see the allocation activity:

  1. Open the space.
  2. On the space top bar, go to More (the three-dot menu), and then select Resource Management > Allocations.
  3. Select the allocation.
  4. Go to the Activity tab.

Example: The activity section of the allocation.

Creating space allocations

To create an allocation:

  1. Open the space.
  2. On the space top bar, go to More (the three-dot menu), and then select Resource Management > Allocations.
  3. A list of the space resources is displayed on the left. Select the plus icon next to the name of the resource.
  1. Select allocation dates.
  2. Select the type of allocation (read about them below) and enter details.
  3. Select Create allocation.

  • Allocation status indicates the stage it is in. Once sent, the allocation receives a status of Requested. 

  • Allocation dates inform about the days when the resource is needed in the space.

  • There are two types of allocations – basic and duration based. You can read about them below

  • Depending on the type of allocation selected, we complete the total effort or the number of days and hours per day.

The newly created allocation will appear in the Allocations section as a bar in the corresponding time frame. Expand the resource to view it. The allocation will have a Requested status until the resource manager takes action and approves or rejects it.

See what resource allocation looks like from a resource manager's perspective.

Example: The approved allocation is visible in the Utilization view. This allocation allows Megan Davies to work 3 hours per day in this space from February 25 to February 26.

Allocation types

There are two types of allocations:

  • Basic – Based on the total number of hours to be worked in space.
  • Duration based – Based on the number of days to be worked in space.

This is best illustrated with an example. Below are two allocations that reserve a resource for exactly the same amount of time. The difference is in the way the data is entered.

Example: In the basic allocation, you enter the total number of working hours of the resource. In the duration-based allocation, you must enter the number of days you want the resource to be available and the number of hours needed per day. In both cases, the result is 2 days and 3 hours of work per day.

Basic Allocation

For the basic allocation, we are interested in the total number of hours to be worked. When we edit the duration of the allocation, the number of hours per day is adjusted so that the total number of hours remains the same.

Example: The total effort is 6 hours. We can divide it for 2 days, which results in 3 hours per day. If we divide it for 3 days, it takes 2 hours per day.

Only space owners with the Enterprise/Strategic KanBo license can work with basic allocations in spaces.

Duration-based Allocation

In the case of duration-based allocation, we are interested in the number of working days. Each workday has the same number of hours. As we reduce the number of workdays, we also reduce the total number of hours to be worked.

Example: Each day is 3 hours of work. Changing the number of days affects the total number of hours to work.

Only space owners with the Strategic KanBo license can work with duration-based allocations in spaces.

Resources view

The allocations of all space resources are displayed in the Resources view. This is a calendar-style view, where allocations are marked as time slots. The total number of allocated hours for each day for each resource is displayed here.

To open the space Allocations and create a Resources view:

  1. On the space top bar, go to More (the three-dot menu), and then select Resource Management > Allocations.
  2. To create the Resources view: on the top bar, select the arrow pointing down, and then select + Add view > Resources > Add.

Example: Allocations visible in the Resources view. The numbers in the cells show the number of hours allocated for the Green Week space each day.

You can create multiple views of this type that differ in display settings.

Utilization view

Utilization view is a more detailed view of the allocation. This view simultaneously takes into account resource allocations in space and those in cards. Each cell illustrates the ratio of work hours allocated in cards to work hours allocated in space on a particular day.

To open the space Allocations and create an Utilization view:

  1. On the space top bar, go to More (the three-dot menu), and then select Resource Management > Allocations.
  2. To create the Resources view: on the top bar, select the arrow pointing down, and then select + Add view > Utilization > Add.

Example: Allocations visible in the Utilization view. Here we can see both the time allocated to the Green Week space and its cards.

Depending on how much of the reserved time is used, the cell fills with orange color.

In the Utilization view, the cells are interactive. You can hover over them to see the percentage distribution of allocations or select them for more details.

Example: If you select a cell, you can also see a list of the cards to which the resource is allocated that day.

You can create multiple views of this type that differ in display settings.

Adjusting Allocations views

Both the Resources and Utilization views have extensive options for customizing the displayed content. You can use a number of filtering options, including the type of allocation, its status, the type of resource, etc.

Also, note the option to change the scale from daily to weekly or monthly. Customize the KanBo Resource Management module to fit your workflow.

Example: Allocations in the Green Week space with weekly scale and various filter options to choose from.

Editing space allocations

To edit an allocation:

  1. On the space top bar, go to More (the three-dot menu), and then select Resource Management > Allocations.
  2. Find and select the allocation.
  3. Make changes.
  4. Select Save changes.

Deleting space allocations

To delete an allocation:

  1. On the space top bar, go to More (the three-dot menu), and then select Resource Management > Allocations.
  2. Find and select the allocation.
  3. Select Delete allocation.

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