Assign Employees After Capacity Balancing¶

Goal¶

Assign employees only after Rillsoft Project has compared resource demand with resource supply. This variant is the recommended path for qualification-based planning.

When This Variant Is Useful¶

Use this variant when:

tasks were first planned by professional qualifications
several employees are suitable for the same qualification
working times and non-working days must be considered
bottlenecks should be detected before assignment
several projects or subprojects compete for the same employees

Assign employees after capacity balancing

Prerequisites¶

Before assignment, these items should be complete:

Employees exist in the resource pool and are described with roles.
The corresponding roles have been assigned to tasks.
Working times, calendars, and non-working days have been checked.

Capacity-based assignment for a selected period

Use the Capacity View¶

For assignment after capacity balancing, use the employee capacity view.

Typical workflow:

Open Start > Capacity views > Employee.
In Human Resource Capacity Balancing Format, select Show > Employee so employees are displayed.
Select an employee.
Open the Activities tab in the resource properties window.
Use Activities with matching role only if required.
Select the tasks to assign to the employee.
Define the employee workload for a task where required.
Click OK.

Human Resource Capacity Balancing with employees displayed

Show Matching Tasks¶

Activities with matching role only is especially important for this variant.

It ensures that the employee is offered only tasks with a professional qualification the employee can perform.

This reduces wrong assignments and supports the logic:

The task requires a professional qualification.
The employee has that professional qualification.
Capacity balancing shows availability.
The employee is assigned appropriately.

Tasks can also be filtered by date. Left-click a cell at the intersection of a resource row and date column to show only tasks relevant for the selected period.

Structure the View and Use Context Commands¶

Use Start > Outline > Structure to structure Human Resource Capacity Balancing by project, role, or employee. This helps evaluate overloads and capacity by project, role, or employee.

The context menu in Human Resource Capacity Balancing offers these display options:

Show maximum per time unit: maximum required number of personnel resources per day, week, and so on
Show average per time unit: average required number of personnel resources per day, week, and so on
Show effort per time unit: planned effort in person-hours or person-days per day, week, and so on

Additional Views¶

Human Resource Capacity Balancing can show additional diagrams.

Additional Gantt chart

Click Start > Additional view > Gantt chart to show the Gantt chart above Human Resource Capacity Balancing. This keeps the project timeline visible while you assign employees.

Additional resource diagram

Click Start > Additional view > Resource diagram. It compares the demand for a role with available capacity:

Blue bars: capacity demand per time unit while demand does not exceed supply.
Green line: available number of employees per time unit.
Red bars: shortfall where demand exceeds supply.

Human Resource Capacity Balancing with resource diagram

Percentage per role and percentage of all roles

Human Resource Capacity Balancing can show percentage evaluations of role utilization:

Percentage per role: percentage to which demand for a professional role can be covered by qualified employees.
Percentage of all roles: percentage share of one professional role in the combined demand across all roles.

Define Workload and Effort¶

During assignment, define or check workload and effort.

Check:

Should the employee cover the full effort?
Should the task be split across several employees?
Is workload realistic in the planned period?
Does the assignment cause multiple booking?
Does the schedule remain stable?

Absences and Substitution¶

If employees are partly absent in the period, check:

non-working days
vacation
illness
training or further education
substitution for another employee
negative effort if corrections are required

The assignment should fit both the professional qualification and the real available working time.

Consider Portfolio Context¶

Resource utilization views can show tasks from the open project and from the assigned portfolio. This makes overloads visible that do not come only from the current project.

To consider employee utilization in other projects of a portfolio, use Start > Properties > Info, open the portfolio from the lower part of the properties window, and select Portfolio overview.