Resource Utilization Chart | Online Help | Zoho Projects

Resource Utilization Chart

Distributing work across team members is critical in project management. It ensures that resources are optimally allocated and avoids burnout. This also helps prioritize tasks and assign work based on skills and capabilities. Additionally, it also allows managers to understand if a project is going to stay on the predetermined schedule by evaluating work allocated to the users. The Resource Utilization chart provides a visual representation of workload on a chart. It allows managers to track and balance the workload as dictated by the project scope.

For example, in a construction project, if one team member is assigned multiple tasks during a specific week, the chart will visually display this allocation. Based on the chart, the manager can assign tasks to under-allocated team members directly from the resource utilization chart. 
Feature Availability
Global Resource Utilization chart: Enterprise plan
Project Resource Utilization chart: Premium and Enterprise plans

Global Resource Utilization Chart

  1. Click Reports in the left navigation panel.
  2. Select Resource Utilization from the chart drop-down.

Bar View

The bar view shows
  1. Click Projects in the left navigation panel and navigate to your project. 
  2. Click Reports in the top navigation band. 
  3. Select the Resource Utilization section from the drop-down.
  4. View work allocation details.
  5. Click on users to view tasks assigned to them. 
  6. Drag and drop tasks from one user to another to re-balance workload.
The Resource Utilization chart visually shows the allocated work in hours and percentage. The idle time is reflected. When a resource is overloaded, you can reschedule it to either an other resource or another day with available business hours. You can directly add tasks on the chart for any selected user. Search Users to quickly view their work load.
Click on any day against the username and add a task. The task will be assigned to the user.

Filters in Resource Utilization Chart:

  1. Click  in the upper-right corner to filter the data based on Users, Teams, Period, Allocation type, Work Time Unit, and Task Status.

  2. You can also Save this Filter for your future reference. This saved filter is permanently available even after you sign out or navigate between tabs. It is applied across all the projects in the portal. However, if you don't save the filter, it will be temporarily available until the page is refreshed.
To access the Global Resource Utilization Chart across projects, navigate to Home > Global Reports (widget) > Resource Utilization. Here, you can view the data for all the projects in your company. If you wish to view the results for a specific project or a specific set of projects, click  in the upper-right corner to filter the data based on Project. 

Assign Tasks from Resource Utilization Chart

Tasks can be assigned to users from the resource utilization chart.
  1. Click Reports in the left navigation panel.
  2. Select Resource Utilization from the chart drop-down.
  3. Click on the task schedule bar (light blue line) on the chart to open the assign user pop-up.
  4. Select between Standard or Flexible work hours from the assign user pop-up.
  5. Select user from the Owner drop-down.

  6. Update work hours.
  7. Check the Copy the actual duration of the task option to set work hours based on task schedule.
  8. Click Done.
  9. To update the task owner click on the Assign User icon().
  10. Enter the first few characters of the user name and select the user.
  11. Click Submit to update the task owner.

Recurring Tasks in Resource Utilization Chart

The recurring tasks are displayed virtually Resource utilization charts based on their recurring frequency. Only the recurring task that is active is displayed as task bar, whereas the remaining recurring tasks are displayed in dotted lines, just as a reminder about the project schedule. You can edit only the active recurring tasks; the virtual recurring tasks cannot be edited. And neither can you perform any actions on those virtual tasks.

Heatmap View

Resource utilization chart now shows the resource allocation as a heatmap.
  1. Click Projects in the left navigation panel and navigate to your project. 
  2. Click Reports in the top navigation band. 
  3. Select the Resource Utilization section from the drop-down.
  4. Select Heatmap View.
  5. View the heatmap against each resource.

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