Workspaces and Resource Management


Workspaces as a resource management concept initially can be confusing because you are looking at, determining, and then setting the future estimated schedules for members for any Non-Project type work.  Often this type of work has not been tracked or even thought about before but consumes our workday as typical “overhead” or administrative or operational work. Your estimated schedules that you create for your Workspace members will get more accurate over time as you grow and evolve in your Workspaces usage and knowledge. Additionally, estimated schedules can be edited at any time by the owner for each month and each member of your Workspace, so there is a lot of flexibility built in to meet your needs on Workspaces. 

If you do not capture the estimated schedule on Non-Project Work (Workspaces) for members, it will be very difficult to do true Resource Management as you will never truly have an understanding of Resources' current schedule of work and future availability to take on additional work. Workspace's Schedules plus active Project's Schedules shows the total estimated time a resource has scheduled. Thus, the time left is the Remaining Availability that a resource has to be scheduled on future projects and/or other work assignments.

A simple equation can be thought of as: CAPACITY - SCHEDULES = AVAILABILITY. CAPACITY is determined by the Daily Capacity for a User (typically 8 hours) and then subtracting the Days Off (typically organization-wide holidays that are common to all Resources). SCHEDULES are determined by Project Schedules (estimated schedules should be set for all Resources on all Projects) and Workspace Schedules (Non-Project work - estimated schedules should be set for all Members of each of their Workspaces).  See below Examples for these concepts and how it impacts Resource AVAILABILITY.


In the charts below, you can see the inflated resource availability that exists without Workspace time. This example uses an 8-hour workday (Daily Capacity) in a month with 21 business days and 2 holidays (Days Off).



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Article ID: 140253
Thu 12/16/21 4:53 PM
Thu 12/23/21 10:19 AM

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