This page describes how to set up and work with the View Role Usage page, which provides detailed role assignment information in histogram and spreadsheet format.
Tip: The role usage data displayed on the View Role Usage page is based on summary data, so it reflects values as of the last date the summarizer was run for a project. Assignment changes within a project after that date will not be reflected until the project is again summarized from the Projects > Tools page. For more detail about summarized role and resource data, see Resource Data and Summarization.
To display the View Role Usage page
- From the Resources action menu in the global navigation bar, choose View Role Usage.
When customizing the View Role Usage page, you can:
- display a histogram or spreadsheet
- choose a display format (units or costs), timescale interval, and limit line
- display past period actuals data
Display a histogram or spreadsheet
In the Display field, choose Spreadsheet or Histogram.
What information does the histogram provide?
Histograms enable you to analyze the staffing requirements for any item in the role hierarchy, whether the item you select represents one role or a group of roles. It also enables you to easily identify staffing requirements by role and project, and shows when a particular role is overloaded.
Red bars display
overallocated units in a particular time period.
Red
horizontal lines show role availability limits (the cutoff
at which role availability becomes overloaded).
Blue bars represent staffed units
(current).
Green bars indicate unstaffed units
(future).
What information does the spreadsheet provide?
The spreadsheet shows staffed and unstaffed values per project. Click a role name to see resources who can fulfill that role. Click a project to see the list of activities with the role assignment. Use the resource staffing page to find the best resource to assign to the activity.Click the Export to File link to export role allocation data to an Excel spreadsheet file (*.xls).
Choose a display format, timescale interval, and limit line
Use the hierarchy Organized By drop-down list to select how you want to group roles -- by hierarchy or team.
Click Customize to choose the display format (units or costs), select the timescale interval, and choose to show or hide a Limit line.
- Choose units to view role use over the selected timescale interval; choose costs to view how much money is being spent over time.
- In the Timescale field, choose a calendar interval (for example, Month/Week), or choose Financial Period to display the range of financial periods defined in the Project Management module. To display a calendar timescale, resource and role data must be summarized by calendar intervals; likewise, to display the Financial Period timescale, resource and role data must be summarized by financial period intervals. Administrative options for summarizing resource and role data are set in the Project Management module; if the options to summarize data by calendar or financial period intervals are not selected, the corresponding timescale options are not available.
- The Limit line shows maximum availability based on the resource's calendar and Max units/time setting, along with application settings for hours per time period.
- The Allocation Limit line shows the role's maximum availability based on Allocated planning values specified in the Resource Planning spreadsheet. Use this limit line to evaluate whether detailed activity assignments are in line with what was planned.
For more information about hours per time period settings, see Global Preferences.
Display past period actuals data
In addition to the customize options previously described, you can set a Global preference option that enables you to view actuals values based on data that has been stored for custom financial periods. When you choose this option, stored actuals data is spread evenly from the start to the finish date defined for financial periods. If you do not choose this option, actuals data is spread evenly from the actual start to the data date or actual finish date of the assignment if there is one.
Notes:
-
If you choose the global preference to use financial period data, but period performance has not been stored, total reported actuals display in the timescale period representing the data date. You can define financial periods and store period data only in the Project Management module. For more information, contact your P6 administrator or Project Management Office.
-
If projects are summarized by financial period (which is controlled by an administrative setting in the Project Management module), this global preference setting for displaying past period actuals is ignored. In this case, when you display a Financial Period timescale, the tab displays past period actual values if performance has been stored for a financial period; for financial periods that do not have stored performance, the tab displays all unit and cost values in financial period intervals.
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