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

You can 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. Click Add a Role icon under the project roles. 
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. Click on an existing Role, which will open the Role panel. 
2. The Role type, Start Date, End Date, and Allocation % can all 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 window will open outlining all of the potential impacts: 

You can decide how to handle changes to the project, phase, and role dates. 

 

Place a Person

1. Click on the unfilled roll, which will open the Place a Person window. 
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. Click on an existing filled Role. 
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. Click Remove to confirm the change.

 

 

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

If a person's allocation needs to be removed entirely from a project, select their bar from the Gantt view > Visit Profile by selecting their photo icon > select the Remove from project button under the Projects tab.

Custom Allocations

1. With View Roles enabled in the Gantt settings, click the Gantt bar to view more information on the person in the role.
2. Select the person's photo to visit their profile. 
3. Select the required project.
4. In the Roles section, scroll to the requested role.
5. Click the Edit Allocation% icon  under the % column. Custom allocation percentages can be adjusted by selecting the View Breakdown icon and then selecting the Edit Allocations icon
6. The allocation can be updated by changing the percentage or selecting the Customize icon , which will open the Customize Allocation window.
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. Click Save to confirm.

The following video demonstrates how to create a custom allocation using Custom Range:

 

 

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.