Allocation of Resources
In this article:
Overview
Allocations are, in the simplest terms, reservations created for resource sharing. Every resource in KanBo has a measurable use. So we can share it with anyone who needs it by creating precise reservations that determine who can use it and when.
Resource management is a layered system where everyone has clearly defined access and permissions. See what the four-step process of resource allocation looks like.
Table: The four-step resource workflow in Kanbo including allocations and Time Tracking feature.
The resource allocation procedure has four stages:
- First, the space owners create an allocation, which means they determine what specific resource they need in the space at what time. They must specify dates and times. Then they send a request to the manager of that resource.
- The resource manager receives the request and determines if it is feasible considering the existing workload of the resource.
- If the allocation is approved, it appears in space, for example, in the form of specific hours to be used. These hours can be further assigned to specific cards representing tasks.
- If we are dealing with an internal human resource, after the work is done, the user can enter the exact time he spent on the task in the card using the Time Tracking feature.
Each level requires a different set of permissions based on the user’s role in KanBo and the type of KanBo License.
Allocating resources to spaces
Allocations in spaces are reservations of resources for a space for a specific time. You can stop at this level, or you can also go a step further and distribute the reserved time to specific tasks – cards. You can also use only card allocations.
Allocations have a separate section in spaces. There we can view the distribution of space resources over time. Here we have two types of views, Resources view and Utilization view. Access to this section is only available to users with the Strategic KanBo license.
Example: Allocations section in the Green Week space.
Allocating resources to cards
Allocations in cards allow us to assign resources to specific tasks. We can determine exactly who should work on the card at what time and what materials are needed to complete the task. We need to estimate exactly how much time or how much equipment the task requires.
We can divide the time that is allocated to the space by cards.
Example: The resource is allocated to the Green Week space for 3 hours on Wednesday. It has been allocated to the Cinema Selection card for 1 hour. Two hours remain to be allocated.
Card allocations can be visualized in the Workload view.
Managers and My Resources section
Each resource is assigned a resource manager who is responsible for the correct allocation of its time. A resource may have more than one manager. Managers receive requests to allocate resources to specific spaces. Their task is to distribute the working time of a particular resource.
Managers have the My Resources section where they can monitor the utilization of their resources and review the allocation requests.
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