Show role allocation for projects and initiatives in the task list

IMPORTANT

Your organization must purchase an additional license for the Adobe Workfront Scenario Planner so that you can view initiative information on a project. For information about obtaining the Workfront Scenario Planner, see Access needed to use the Scenario Planner.

After you connect projects and initiatives, you can manage their resource allocation side-by-side to ensure they match. This avoids overallocating or underutilizing them.

This article describes how you can reconcile resources using the Role Allocation panel in the task list of a project.

For general information about reconciling resources between projects and initiatives, including prerequisites, see Overview of reconciling resource allocations between projects and initiatives.

Access requirements

You need to following:

Adobe Workfront plan*

Business or higher

Adobe Workfront license*

Review or higher

Product

You must purchase an additional license for the Adobe Workfront Scenario Planner to access functionality described in this article.

For information about obtaining the Workfront Scenario Planner, see Access needed to use the Scenario Planner.

Access level configurations*

View or higher access to Projects

Note: If you still don't have access, ask your Workfront administrator if they set additional restrictions in your access level. For information on how a Workfront administrator can change your access level, see Create or modify custom access levels.

Object permissions

View or higher permissions to the project

For information on requesting additional access to a plan, see Request access to a plan in the Scenario Planner.

For information about requesting additional access to a project, see Request access to objects .

*To find out what plan, license type, or access you have, contact your Workfront administrator.

Show role allocation for projects and initiatives in the task list

If your company has purchased a Workfront Scenario Planner license, you can reconcile the resource allocations between the initiative and the project linked to it in the Tasks section of the project.

  1. (Conditional) Connect a project with an initiative using one of the methods described in the Show role allocation for projects and initiatives in the task list of this article.

    IMPORTANT

    If you make changes to resources on the initiative, you must re-publish the scenario that the initiative belongs to in order for the latest resource information from the initiative to update on the project.

  2. Go to the project where you want to review the allocation of job roles for the project as well as for the associated initiative.

  3. Click Tasks in the left panel.

  4. Click the Show role allocation icon in the upper-right corner of the toolbar.

    The Role Allocation panel displays.

  5. Review the following information in the Project Totals area of the Role Allocation panel:

    Job Role

    The names of the job roles associated with any of the following:

    • tasks on the project

    • issues on the project

    • initiative linked to the project

    Initiative Hours The number of required hours associated with each job role on the initiative for the total duration of the initiative.
    Planned Hours The number of Planned Hours associated with each job role in the tasks or issues on the project for the total duration of the project.
    Variance

    The difference between the hours required on the initiative and the planned hours associated with work on the project. Workfront calculates the Variance using this formula:

    Role Allocation Variance = Initiative Hours - Planned Hours

    When resources are planned for more hours than required on the initiative, the Variance is negative and it displays in red. This means your resources are overallocated.

    TIP

    Planned Hours from the project do not display in the following scenarios:

    • When tasks or issues are not assigned to job roles, or users with a job role associated with them.
    • When tasks or issues have a Duration of zero.

     

  6. (Optional) If the Variance column shows that your resources are overallocated, adjust one of the following:

    • Lower the number of Planned Hours for one job role that shows overallocated or add more resources to the tasks and distribute more Planned Hours to the new resources. You can update assignments or the number of Planned Hours on tasks or issues when editing them. For more information see the following articles:

      NOTE

      You must have additional access and permissions to edit tasks and issues.

    • Increase the number of required hours for the role that shows the overallocation on the initiative. For more information, see Create and edit initiatives in the Adobe Workfront Scenario Planner.

      NOTE

      You must have additional access and permissions to edit plans.

 

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