Prevent Overallocation

Enable Prevent Overallocation

Navigate to Company Profile> Enable Capabilitiessection and select the Labor Activity checkbox.

The two options appear as below.

Select Prevent over allocation option and then Save and Exit from the company profile page.

Detect and Prevent Overallocation

In the below scenarios, we are attempting to allocate John, whose monthly capacity for January is 88 hours on 'P193 - BI Analytics Enhancements' project as 8 hours per day.

1. In the Legacy Expenses View, navigate to labor activity tab and enter a value greater than 88 in Jan FY24. If you hover on the cell, the popup error message appears as "Resource is over-allocated for the period by 2.0 hours. please switch to New View for more details". The difference between the entered value 90 and John's capacity of 88 is 2 hours.

   

2. Since the previous message did not show all the details, we will switch to New Expenses View and slide the toggle to Hours. One again, enter the same value as above in Jan FY24. The cell is highlighted with a red error icon, and hovering on it will show the error message as below.

   

   The popup will say that the resource is over-allocated for the period, and provide all details like the Total monthly capacity, allocation on current line item, allocation on other line item, over allocation, and the projects allocated, in Hours.

   In this scenario, the difference between the entered value 90 and John's capacity of 88 is 2 hours and this is displayed in red.

3. Now let us switch to New Expenses View and slide the toggle to FTE. Enter a value greater than 0.5 in Jan FY24. The cell is highlighted with a red error icon, and hovering on it will show the error message as below.

   

   The popup will say that the resource is over-allocated for the period, and provide all details like the Total monthly capacity, allocation on current line item, allocation on other line item, over allocation, and the projects allocated, in ftes.

   In this scenario, the difference between the entered value 0.9 and John's capacity of 0.5 is 0.4 ftes and this is displayed in red.

4. In the next scenario, let us prevent overallocation during Labor data edit from expenses UI. For this, navigate to the Labor tab, and change the allocation for John in Feb FY24 cell.

   

   Here, we see that total monthly capacity for John in February 2024 is 84 hours (since February has only 21 working days). He is over allocated by 16 hours because his allocation for Feb FY24 in Labor Activity tab was 100. See the 2nd scenario above.

5. Let us now take the scenario to prevent overallocation during Labor Activity import. Export a file from the Labor Activity tab. In the downloaded CSV file, change the allocation for John for P1 FY2024 as 93, and save the file. When you upload this file, and select Import, a warning message appears as shown.

   

   The message shows the name of the labor activity file, and the issues it has - like overallocation, and row modifications. Expand the section to see the issue details.

6. In the last scenario, let us prevent overallocation during Labor import. Export a file from the Labor tab. In the downloaded CSV file, change the allocation for John for P2 FY2024 as 0.4, and save the file. When you upload this file, and select Import, a warning message appears as shown.

   

   The message shows the name of the labor file, and the issues it has - like overallocation, and row modifications. Expand the section to see the issue details.