Managing Roles and Allocations from the Project Gantt

This article provides steps on adding roles to a project, placing a person in a role, and creating the appropriate allocation all from the Projects Gantt. Additional resources are provided for managing Gantt settings and roles that are impacted by project phases. 

 

Table of Contents

• Gantt Settings
• Add a Role to a Project
• Remove a Role from a Project
• Add a Role Using Phase Dates
• Editing Roles
• Editing Phase Dates and Impacted Roles
• Place a Person
• Editing and Deleting Allocations
• Custom Allocations
• 0% Allocation

 

Gantt Settings

Customize the Project Gantt view to help condense relevant information. Learn more about Managing Gantt Settings here.

 

Add a Role to a Project

Any Roles that have been created in the Project Settings can be added to a project.

1. Select the button beside the project name in the Projects column. 
2. Select a role in the Add a Role window. Add a role note if needed. 
3. Update the Start/End Dates, Allocation %, Phase Allocation and Copies of a Role accordingly.
4. Click Save to confirm the changes. The new role will appear under the project. 

 

Remove a Role from a Project

1. Select the Edit Role icon that will appear beside the role.
2. Select Remove Role. 

 

Add a Role Using Phase Dates

Roles can also be set up using phase dates if the project has phases. Learn more about adding a role to a project using phase here.

 

Editing Roles

1. Select the    icon beside the existing Role. 
2. The Role type, Start Date, End Date, and Allocation % can be edited from here. 

 

Editing Phase Dates and Impacted Roles

1. Select the project's color bar
2. Adjust the dates in the "Project Phases" section
3. When modifying existing phase dates, click Save and an edit modal will open outlining all of the potential impacts: 

Decide how to handle changes to the project, phase, and role dates. 

 

Place a Person

1. Select the unfilled roll bar, which will open the Place a Person modal. 
2. Select a person from the list.
   • The list of people will default to the selected role. This list can be further filtered by applying additional filters or using the search bar. 
3. Once a person is selected, their name will appear at the bottom of the window. Click Save to confirm. 

 

Editing and Deleting Allocations

1. Select an existing filled Role bar. 
2. The Start-date and End-date for the allocation can be edited from here
3. If a person needs to be removed from the role, click on the X beside the person's name. 
4. A confirmation message will appear.            
5. Select Remove to confirm the change.

 

Allocation start and end dates can be adjusted from the People Profile > Projects tab by selecting the    icon.

To remove a person's allocation entirely from a project, select their bar from the Gantt view > select their photo icon > select the  icon on the project row.

Custom Allocations

1. With View Roles enabled in the Gantt settings, select the Gantt bar to view more information on the person in the role.
2. Select the person's icon to visit their profile. 
3. Select the required project.
4. In the Operations tab, scroll to the requested role.
5. The allocation can be updated by changing the percentage or selecting the   icon, which will open the Customize Allocation window.
6. .To adjust custom allocation percentages, select the    icon under the % column. Then select the    icon and then select the   icon in the modal.
7. Select the Allocation breakdown - Custom Range, Monthly, or Weekly. Allocation breakdown by Phases will be an option if the project has phases.
8. Modify the allocation values accordingly.
9. Select Save to confirm.

0% Allocation

Some roles aren't necessarily required for a continuous period of time on a project. When a role is set to 0% allocation, this means that the role is not required on the project at that time. Click here for steps on setting up a 0% allocation.