The user profile work allocation and capacity has four settings, three of which are used for advanced allocation reporting.
Percent Allocation is the one non-advanced setting which does not permit a null value. It is used as a default allocation when adding a resource to a task. In most common resource assignments, it is not an important setting. If you're interested in changing this setting, be certain that you thoroughly understand calculation types.
Utilization Percent is often thought of as a target for resource utilization. For example, a resource should not be allocated to more than 80% of their available work time. The resource won't report as over allocated until going over the Capacity Percent. Target Utilization is on the resource allocation report for comparison of work assignments to this utilization value without showing over utilization warnings (red numbers and bar chart lines).
Capacity Percent is the most commonly managed advanced setting primarily because it is used for over allocation (red) indicators in allocation reporting.
Capacity Percent Max is for allocation warnings via both the scheduling interface and email notifications when exceeded.
How Do I Visually Interpret Capacity?
Scenario: I set each of my Resources to 89% capacity and I want a report to visually represent if they are over-allocated to that capacity.
- Set the Capacity Percent in the Resource Profile and/or the Capacity Percent Default on the Resource Allocation Configuration page
- Set up Project Resource Allocation Report
- Include the Work and Capacity rows in "Row Selections"
- Run the report!
- Note that the Work Hours is 1,800.00 and the Capacity is 1,808.48
- The capacity is being calculated for you (as 89% of your total work schedule)
- Hover over the Work Hours to see the % Allocation - 99.53%
- Since the % Allocation is not over 100%, my Resource is not over-allocated
- Note: PI is calculating that the Resource is 99.53% Allocated from their Capacity (1,800/1,808.48)
- If it is over 100%, the number will appear in red