Review resource availability and allocation using the Adobe Workfront Resource Planner

Last update: February 12, 2025

Topics:
Resource Management

CREATED FOR:

User

You can view the availability of your resources and the amount of planned or budgeted work for your projects in the Resource Planner. These values are displayed in Hours, FTE (Full Time Equivalent), or Cost amounts and are organized in columns.

Access requirements

Expand to view access requirements for the functionality in this article.

You must have the following access to perform the steps in this article:

Adobe Workfront plan	New: Any or Current: Pro or higher
Adobe Workfront license	New: Light or higher or Current: Review or higher
Access level configurations	View or higher access to the following: Resource Management Financial Data Users Projects
Object permissions	View or higher permissions to the projects you want to view in the Resource Planner

For more detail about the information in this table, see Access requirements in Workfront documentation.

Prerequisites

You must meet all the prerequisites required to work with the Resource Planner. For more information, see Resource Planner overview.

IMPORTANT

If any of the prerequisites required for the correct functionality of the Resource Planner are missing, some of the numbers may be zero, or the Budgeted Hours might be dimmed.

Availability and allocation of resources

The columns that display the availability and allocation of your resources change depending on which view you apply to the Resource Planner. For information about displaying the information in the Resource Planner by Project, Role, or User see Resource Planner navigation overview.

Consider the following when changing your view to the Resource Planner:

When you apply the View by Project or View by Role views, you can see the following columns:
- Available Hours, FTE, or Cost
- Planned Hours, FTE, or Cost
- Budgeted Hours, FTE, or Cost
- Hours, FTE, or Cost Variance
- Net Hours, FTE, or Cost
When you apply the View by User view, you can see the following columns:
- Available Hours or FTE
- Planned Hours or FTE
- Hour or FTE Difference
- Planned Hours Allocation Percentage

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The information is not available as Cost when applying the View by User view to the Resource Planner.

For more information about what each column displays, mouse over the name of the column in which the number is displayed.

For more information about the data displayed in each column, see the following articles:

View information by Hour, FTE, or Cost

Go to the Resource Planner.

By default, information displays by Hours in the Resource Planner.
Expand the drop-down menu.

Select from the following options:

Hours	Displays availability and allocation information in Hours.
FTE	Displays availability and allocation information in FTE. For more information about how the FTE is calculated in the Resource Planner, see Overview of calculating hours and FTE for users and roles in the Resource Planner.
Cost	Displays availability and allocation information by cost, if you are viewing the Resource Planner in the Project or Role views. The information displays values in the currency of your system. Your Workfront administrator defines the system currency. For more information about setting up the system currency in Workfront, see Set up exchange rates. NOTE You must associate users and job roles with Cost per Hour rates in order to display Cost information in the Resource Planner. For more information about associating Cost per Hour rates with job roles, see Create and manage job roles. For more information about associating Cost per Hour rates with users, see Edit a user’s profile. For more information about how Cost is calculated in the Resource Planner, see Calculate costs in the Resource Planner.
Customize	Creates a custom view of the columns that display in the Resource Planner. Select the options that you want to display in the Resource Planner, as described in the steps below.

(Conditional) If you selected Customize, indicate options in the Customize displayed metrics box to set up your custom view.
In the View type column on the left, select one of the following views:
- Project
- Role
- User
In the Display selected items section, select the type of information you want to display in the columns of the selected view. The following table shows what options are available in each view:

Option User View Project View Role View
Available ✔ ✔ ✔
Planned ✔ ✔ ✔
Budgeted ✔ ✔
Variance ✔ ✔
Net ✔ ✔
Actual ✔
Difference ✔
Percent ✔
Select Use Planned (PLN) values in NET calculations to use Planned instead of Budgeted information when calculating the Net values in the Project and Role views.

When selecting this option Workfront calculates the Net values using the following formula:

Net = Available - Planned

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This option is applied only when you select at least one option to customize the view in the Display selected items section.
Click Save.

The customized view that includes your selected columns displays.

The Resource Planner lists the customized view as Custom in the Hours drop-down menu.

NOTE
You can have only one customized view.

Option	User View	Project View	Role View
Available	✔	✔	✔
Planned	✔	✔	✔
Budgeted		✔	✔
Variance		✔	✔
Net		✔	✔
Actual	✔
Difference	✔
Percent	✔

View the User Allocation chart

You can display the Planned Allocation of users against their availability in a chart.

To display the allocation of users in a chart:

Go to the Resource Planner.

For more information about accessing the Resource Planner, see the Locate the Resource Planner section in the article Resource Planner overview.
Select View by User.

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You can view the User Allocation Chart only in the User View.

Click the User allocation chart icon to display the following information:

Availability % with no overallocation for all users	This is the amount of time that all users are available for work in a time period, shown as a percentage from their total available time.
Overallocation % for all users	This is the amount of time that users are overallocated in a time period, shown as a percentage from the total available time. NOTE An overallocation happens when the Planned Hours are higher than the Available Hours.
Underutilization % for all users	This is the amount of time that users are underutilized in a time period, shown as a percentage from the total available time. NOTE Underutilization happens when the Planned Hours are lower than the Available Hours.
There is an overallocation for at least one user during this time period	This indicates that there is an overallocation for at least one user in a time period, although the total amount of time of all users is not overallocated for the time period. You must scroll through the list of users and the hours for the user who is overallocated are highlighted in red.

RP__user_allocation_chart_Dec._7__2017.png

(Optional) Click the Overallocation % for all users area in the chart.
All users that are overallocated are highlighted in red.
(Optional) Click the Underutilization % for all users area in the chart.
All users that are underutilized are highlighted in blue.
(Optional) Click the indicator icon that shows where you have at least one user overallocated.
The users that are overallocated are highlighted in red.
(Optional) Refresh the page to collapse the chart.

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