The schedule provides an interactive visual representation of what people are working on, when, and if they’re overbooked.
USM Content
What's on the schedule?
All project assignments for your organization show on the schedule.
The schedule captures the plan of record (how projects should happen) and should be modified as project plans change (based on how they occur). The schedule can be viewed in days, weeks, or months, or you can zoom in or out to the specific view you need.
Project assignments are color-coded as follows:
- Blue: confirmed projects
- Grey: tentative projects
- Purple: internal projects
- Orange: vacation, sick leave, or other personal events (customizable in Account Settings)
Use the schedule to monitor availability or over-scheduling and adjust individual allocations as needed. Search for people, skills, or roles to determine when to start new projects.
The schedule and the project pages work together. When you change one, the other updates in real time to reflect the implications of the change.
The schedule shows availability, over-allocation, and an allocation heatmap for up to 60 days in the past.
Schedule views
There are three schedule views:
- Capacity
- People
- Project or Gantt chart
Capacity
Each person has a predetermined availability, set at a 100% capacity target. The schedule shows capacity as light gray under-capacity bars and red over-capacity bars.
- Light gray bars: Show availability and the hours needed to bring the individual up to the correct capacity (whatever 100% means for them).
- Red bars: Show the % of hours that the person or Placeholder is overbooked.
Start and end dates impact on capacity
People have zero available hours before and after their first and last work days. For example, if a person's last day of work has passed (e.g., Dec 31, 2020), any projects assigned to that person after that date are hidden from the their timesheet and time and fees report.
To make a person available for new or updated assignments, you can remove their last day of work. This action, however, doesn't automatically update existing assignments.
To regenerate a person's existing assignments, you must change their assignment allocation. Simply switch the allocation from its current format (e.g., hours/day, percentage, or total hours) to any other format. This action triggers an update, causing the person's suggested hours to appear on their timesheet and in your time and fees report.
Gantt view
To see a Gantt-style view of all project timelines, go to project view, then use the dynamic zoom function (the horizontal slider bar on the upper left-hand side). This view orders projects sequentially by their start and end dates. Projects with recently passed end dates are at the bottom of the screen.
Compare confirmed time to scheduled time
Assignment updates on the schedule flow to timesheets; however, confirmed time (from timesheets) doesn’t change the schedule. This is so you can compare the actual time (from timesheets) to the plan (the schedule).
Assignments on the schedule are not impacted by any hours your team tracks ad hoc, such as sick time or unassigned projects. The schedule only reflects the overall plan.