Allocations

The allocation of a team member represents his or her level of commitment on the project. It is defined by periods in the Allocations table located in the Team member details panel. The commitment level can be specified in two ways: as a percentage of normal work hours, or as a number of hours.

Allocation periods in the table are sorted by their start date. Each entry holds: a start date, an end date, a number of hours and an allocation percentage. The number of hours and percentage are mutually calculated, so that when changing any of them, the other one is calculated and updated accordingly. Each team member must have at least one allocation and a cost rate must be defined for each allocation periods.

Allocation Period

The start and end dates determine the period of time on which the allocation percentage applies. The specified period are subject to the following rules:

• The period specified can extend before or after the Folio's timeframe, but only hours and derived costs occurring inside the Folio's timeframe will be accounted for in Actuals.
• The period cannot start earlier than the earliest cost rate specified.
  
• Allocation periods cannot overlap.

If no allocation is currently effective, then the Team member is considered to be inactive in this Folio and a corresponding warning will be displayed. If an allocation is currently effective, it is shown in bold in the table and an arrow ( > ) appears on the left.

Allocation Level

The allocation level can be defined in two ways:

• as a percentage of the normal work hours included in the allocation period 
• as a number of hours

Both numbers are maintained to remain coherent: changing any of the two automatically recalculates and updates the other one. The number of hours cannot correspond to more than 100% allocation.

The allocation level is used to automatically compute worked hours (when not synchronized with JIRA's Worklogs), to evaluate the resource's overhead, to determine the future capacity of the resource and estimate the future incurred costs.

Adding an Allocation

To add an allocation to a team member, click on the Add Allocation button in the top right corner of the Allocations section located in the Team member details panel. Save your changes by typing return or by clicking anywhere on the page. Adding an allocation period that intersects existing allocation periods updates the existing ones so that there is no overlap. A new allocation period cannot completely include an existing period.

Editing an Allocation

To edit an allocation, click on the allocation row of the Allocations table. Save changes by typing return or clicking anywhere in the page. Editing an allocation period so that it intersects existing allocation periods updates the existing ones so that there is no overlap. An allocation period cannot be edited to completely include an existing period.

Deleting an Allocation

To delete an allocation, click the trash icon on the row of the Allocations table you want to delete.

Defining Vacations

To indicate that a resource does not work during a period of time, you can either adjust existing allocation periods to leave a gap during the inactivity period, or you can define a new allocation with a percentage of 0 for that period.