Resource Loading Report

EP Help General > Reports

This report allows you to see what loading your staff or team members have per day within a specific date range. It is a convenient way to see at a glance how workload is distributed in your department or team. It also shows the history of workload on a task, such as workdays with no hours logged.

The report assumes that load on any given activity is distributed according to personal hours left of its assignees across the lifetime of the activity. The formula to calculate projected workload uses personal hours left for each assignee, the number of users contributing to the activity, the users' personal schedule, and public holidays. Both hours left and PHL are calculated automatically by deducting hours logged by the assignees in their time log from the current value. See Resource loading for more details.



Only enabled users are included in the report.



Guest users do not count in resource loading calculations.



Completed activities are not shown in the report.



NOTE ON PERMISSIONS: Only projects and activities that you have permission to view assignees and time logs of will be shown on the report. However, your own workload will be shown in any case.


Structurally, the report is divided into three distinct parts: past days, today and days ahead. The past days section shows time logs that fall in a specified date range. Thresholds (see below) are not shown in this section. The cells can contain a number (user's total logged hours for the day) or a dash. Dash means no time logs have been logged for the workday within the activity's date range. The today section shows either actual, projected, or both actual and projected workload.

In the latter case, it is important how much time user has logged for today.  See Symbol key note 2) below. The future days section shows projected workload.



Projected workload will be calculated for ongoing activities only.



Symbol key



Denotes the end date of an activity


Denotes some hours have been logged for today



Time allocation is unknown (for workdays with no load available)



A workday in the past with no hours logged


The closest workday when activity could be finished (for overdue activities and no end date ones only)


Symbol key notes


1) The symbol   is used to show the actual end date of an activity that is used in the report.


2) The symbol  is used to indicate some hours have been logged for today.


Example 1:

User has planned workload for today of 8 hours, but he has logged 2 hours by now for today. In this case, the today cell will show 8 hours and the symbol with a tool tip indicating that 2 hours have been logged already.



Example 2:

User has planned workload for today of 6 hours, but he has logged 8 hours. In this case, the today cell will only show actual hours (8).



3) The symbol '?' is used when workload cannot be calculated for a workday.


Case 1:

Task has no hours left. In this case the task has no hours to schedule as a workload, and all its remaining workdays are marked with an '?'.



Case 2:

Task has some hours left, and has actual logged hours in excess of or equal to its hours left. In this case the task has no more hours to schedule as a workload, and thus all its remaining workdays are marked with an '?'.



4) A dash ('-') symbol indicates activity workdays without logged hours.


5) Tasks given in red are considered problematic. The nearest day when the activity can be completed is shown as a yellow cell with red text, e.g.:




Problem task cases:


Case 1:

Task has no end date specified. In this case, it is considered to take one day to complete, and it is marked problematic.




Case 2:


Task is overdue (its end date is in the past, and it is not completed). The closest workday (including today) is marked as the nearest possible end date of the task.




Effect of using I'm Done


Case 3:


Task 2 is shared by two users, Administrator and Best QA. Initially loading is distributed evenly, 50/50. Then the Best QA user clicks 'I'm Done' to indicate he has finished his share of work. The loading is recalculated and the loading is now fully on the Administrator user. Also, see Note below.




When the last assignee clicks I'm Done and saves the tasks it will close automatically and not appear on the resource loading report next time it is run. If the task is re-open for some reason (e.g. some work remains to be done despite the flags I'm Done set by the users) the loading will again be recalculated and the task will appear on the report as before.



Workload Thresholds


There are by default four thresholds used for differentiating loads. These are color coded for ease of reference.



Over allocated (over 100%)


Allocated (80.00% to 99.99%)


Partially allocated (30.00% to 79.99%)


Under-allocated (0.00% to 29.99%)


The user row workday cells in the today or future sections will be color coded in accordance with planned workload and the load  threshold settings.



You can add, edit or delete workload thresholds in User menu | System lists | Resource loading.



Illustration: Resource Loading Report, Overload Case


To run a resource loading report:



Mouse over Reports and select Resources.


In the filters, select a user (All users, or a single one).


Select a date range.


Select the 'Resource Loading Report' radio button.


Click 'Apply'.


To reset the filter to default values, click ‘Reset’.


To save the report as an MS Excel file, click ‘Export to Excel’.




The generated report is displayed right beneath the filters section.



Illustration: Resource Loading Report



Export to Excel


As soon as a report is generated, you can have it exported to Excel by clicking on the respective link.

Export to Excel control.