You can assign your resources to predefined Workload Plans and Holiday Plans or plan Absences in this view.

Security and access

  • Only a person with the App admin security role can access this page.
  • To assign resources go to Administration > Resource manager > click the resource name.

Current assignment

In Resource manager, at the top of a page of a given resource, you can see their current Absences, Holiday Plans, and Workload Plans:


The timeline on the right helps you visualize Absences, Holiday Plans, and Workload Plans:

Timeline navigation

Feature

Description

Scroll

When you hover your mouse over the timeline, hold Shift and scroll using the mouse wheel. 
OR

You can scroll 10 years in each direction.


The "Today" button centers the view on the present date. 

Zoom out.

Zoom in. 

Display options pop-up menu: allows you to show/hide week numbers on the timeline.

Workload Plans 

Resources can be assigned to multiple workload plans but not at the same time. The App admin can define the workload plans in the App's administration. When assigning a resource to a workload plan, both start and end date are required and the App, will automatically set the end date when a new plan is added. There is an additional option - "unavailability" which reduces the working hours to zero in the defined period and is automatically greyed out on the timeline as non-working days.

Workload Plans are sorted based on their start date (chronological): the newest items are at the top and the oldest items are on the bottom (regardless of the order in which items were created). 

Assigning Workload Plans 

To assign a Workload Plan click on the "+" icon:

In the pop-up box, select a Workload Plan name and the start date. The end date will be calculated automatically based on the start date of the previous Workload Plan (Workload plans can't overlap).

Click the "Add" button. The Workload plan will be visible on the list.

The unspecified end date "" will automatically change, when you assign a new workload plan. 

 Click here to expand...

For example, if the "crunch' is supposed to last till the 1st of June, assign the "Default Workload Plan" to start on June 1st. 

The "crunch" end date will automatically be set to the last day of May. 

Editing Workload Plans

Click on the icon to edit a Workload Plan entry:

Removing Workload Plans

Click on the  icon to remove a Workload Plan entry:

Confirm the operation:

Workload Plan efficiency

If you want to simulate a non-human resource or use a single user to represent a team, you can use the efficiency multiplier. Alternatively, you can use it to reduce the capacity resulting from the Workload plan by setting a value below 1.

Holiday Plans

You can create Holiday Plans in the "Holiday Plans" tab in the App's administration. 

When you open the page of a particular resource, you manage Holiday Plans assigned to them.

Holiday Plans are sorted based on their start date (chronological): the newest items are at the top and the oldest items are on the bottom (regardless of the order in which items were created). 

Assigning Holiday Plans

To assign a Holiday Plan click on the "+" icon:

In the pop-up box, select a Holiday Plan name and the start date. The end date will be calculated automatically based on the start date of the previous Holiday Plan (Holiday Plans can't overlap).

Click the "Add" button. The Holiday Plan will be visible on the list. 

The unspecified end date "" will automatically change, when you assign a new workload plan. 

 Click here to expand...

For example, if the "Interns' is supposed to last till the 1st of October, and you assign the "Default Holiday Plan" to start on October 1st. 

The "Interns" end date will automatically be set to the last day of September. 

Editing Holiday Plans

Click on the icon to edit a Holiday Plan entry:

Removing Holiday Plans

Click on the  icon to remove a Holiday Plan entry:

Confirm the operation:

Absences

The list of user absences is visible on their Resource manger page.

Individual absences can be:

  • added by the app admin on the Resource manager page.
  • added by users on their "My Profile page". Once an Absence is added by a user, it automatically appears on the Resouce manager page in Administration.

Absence days are automatically greyed out on the timeline as non-working days and reduce resource capacity. The App will prevent you from scheduling a task on a non-working day. 

There are five types of absences available:

  • Holiday
  • Leave at request
  • Maternity leave
  • Sick leave
  • Other reason

Absences are sorted based on their start date (chronological): the newest items are at the top and the oldest items are on the bottom (regardless of the order in which items were created). 

Assigning Absences

To add an absence, click on the "+" icon:

In the pop-up box:

  • select an absence type
  • select start + end date
  • you can also add a comment

Click the "Add" button. The absence will be visible on the list; the position on the list depends on its date (the list is chronological). 

 

User-submitted absences

Users can submit absences using their My Profile page. 

Editing Absences

Click on the icon to edit an Absence:

Removing Absences

Click on the  icon to remove an Absence:

Confirm the operation:

Displaying absence days

The absence days are greyed out like other non-working days. To see individual non-working days, using the Gantt module, click on one of the already assigned tasks.

You can enable the 'Calculate tasks automatically based on assignee's working days' option in the App administration (you need be a Jira administrator to access this page) to show non-working days when you click on a task and allow the scheduling mechanism to reschedule your task taking into account the non-working days.

For example, Angela is assigned to the BU-32 task and won's be available in the following period 13-27.08 and 31.08.2020: