Managing (Human) Resource Allocation in Smartsheet in Less than 15 Minutes!

[@mycaravanoflife]

Love the detail instructions. Thanks for sharing

[@PMPexpert]

Thanks, Lily!

[@buchelinoorzai]

HI Kandis! This is great. Is it possible to utilize the allocation in reports/dashboards for (ex. Leadership)?

[@PMPexpert]

Hello! I’m actually working on a new video focused on Smartsheet’s new “Workload Tracking” features in Smartsheet, as there have been some updates since I published the video you are referring to. Here is a Smartsheet article that covers some of the basics: help.smartsheet.com/articles/2483101-workload-tracking-in-smartsheet. More to come with the video soon!

[@RajivKashyap-cu7dc]

Hi Kandis, I am trying to view the resource allocation at the Portfolio level- basically overall view across multiple projects. But somehow i am not able to see it...i dont have the resource viewer icon/ button that you mentioned in the video---is that a must to have this kind of a view?Also under resource management i dont have the "Legacy resource column" ....do i need to get these two working and rights provided to be able to view the resource allocation across multiple projects? pls advise..thanks

[@PMPexpert]

Hi Raj! Smartsheet has recently released a new feature called Workload Management. This pulls information in from project schedules to help manage resources. You must ensure the following fields are included at the task level in each schedule, to get the rollup of allocated resources: Start Date, End Date, Assigned Resource, Allocation Percentage, Duration, and Predecessors. I have been exploring this and plan to record a new video on it soon. Below are a couple of links, if you want to investigate it in the interim: * Overview of Workload Tracking: Workload tracking in Smartsheet | Smartsheet Learning Center: help.smartsheet.com/articles/2483101-workload-tracking-in-smartshee t * Workload Tracking FAQs: Workload tracking FAQ | Smartsheet Learning Center help.smartsheet.com/articles/2483178-workload-tracking-faq Cheers!

[@kiuandziu9550]

Thank you Kandis. Is legacy resource management require another license or does it just come as a default in your main smartsheet license

[@PMPexpert]

Hi Kiu and Ziu! It looks like legacy resource management is no longer available to new users per this Smartsheet website - so if you aren’t using it now, it can’t be added: help.smartsheet.com/articles/1346969-legacy-resource-management-allocation. Sorry! There is a (paid) Smartsheet add on and the details are here: www.smartsheet.com/platform/resource-management Cheers!

[@christinecao4803]

Hi Kandis, I'm late here but very helpful. Question as my org is hoping to leverage this. However, we use "hours" instead of straight %. I can write a formular in the % allocation column to come up with the % Allocation based on Hours estimation and the duration (start/end date). But can you tell me if the system will still work if the % Allocation column (which is required for RM) uses a formula? Thank you

[@PMPexpert]

Hi Christine - now I'm late! Great question. You can add formulas in the % assigned column, based on a (custom) column that you can add to your project plan, based on hours. The resource management features should work with this. Were you able to get it up and running on your end? Tip: Did you know that ChatGPT can help your write formulas for Smartsheet? I've successfully done it! Also, if you haven't discovered Smartsheet's Formula Handbook Template, it is very helpful. Here is an overview: kzbin.info/www/bejne/nJfZaaJ5qNprjMU. Cheers!

[@bgf236]

This is excellent!

[@PMPexpert]

Thank you!

[@daupretaristidefanwi7748]

Thx very helpful

[@daleclough9001]

What if we have 3 resources (3 Assigned To) supporting a single task (Row 4), at varying %'s over the duration of the task?

[@PMPexpert]

Good question! I would break the task into three subtasks, so that only one resource is assigned to each row, and reflect the appropriate % allocated for each resource. Best practice is to break the work down into small enough components so that one resource can be assigned. This helps with accountability and is also how many of the project management tools calculate availability of resources when looking across projects. I hope this is helpful! Thanks for watching and best of luck on your projects.

[@daleclough9001]

@@PMPexpert with a 700-line project plan and many tasks requiring various expertise to complete (3PV, EE, QA) it’s more trouble to explode each task into separate. Was hoping there was a technical solution, not more tasks.

[@PMPexpert]

@@daleclough9001 I hear you! If you need more advanced resource management features (like resource allocation, forecasting, and workload balancing), you may want to explore Resource Management by Smartsheet, which is a premium add-on designed for detailed resource planning. It integrates directly with Smartsheet, although there is additional cost for this: www.smartsheet.com/platform/resource-management. I'm sure Smartsheet would be more than happy to demo it for you if you want to learn more. If that isn't an option, MS Project does have more advanced capabilities when it comes to managing resources (via the 'Resource' Tab in that tool). I think MS Project is a fantastic tool, although not nearly as collaborative. Every tool I have worked with has its pros and cons!

[@daleclough9001]

@@PMPexpert I have RM. That module cannot provide the functionality desired. I’ve had several call with several groups inside the Smartsheet ecosystem and they all scratch heads. I’ve enjoyed TEAMS calls where I demonstrate, using MS Project, what I need and they haven’t been able to provide a solution. This basic functionality, I fear, is what keeps Smartsheet from reaching the next level, an industry standard tool.

[@PMPexpert]

@@daleclough9001 Thank you for sharing your experience, and I’m sorry to hear you’ve encountered challenges with Smartsheet. I’ve heard similar feedback from some of my clients-particularly when the Smartsheet support team doesn’t fully grasp the more advanced project management needs. That’s why our company takes a tool-agnostic approach and avoids partnerships that push specific technologies. Instead, we focus on understanding the client’s unique project management needs and then identifying the right solution-which isn’t always Smartsheet. While I do appreciate Smartsheet’s capabilities, I agree it’s not always the best fit for every scenario. MS Project definitely stands out for complex scheduling, though it lacks the collaborative features that Smartsheet offers.

[@benhildebrandt6935]

Great information. Do you have (or know where to find) a video explaining how to do time tracking within Smartsheet? I have heard Smartsheet can do time tracking and time entry but haven't been able to find any videos or tutorials on it

[@PMPexpert]

Hey Ben! Thanks for watching. Are you attempting to align the time tracking to the project schedule or just use it as a general time tracking system (e.g., client work, etc.)? Smartsheet has a couple of time tracking templates, although if you are attempting to get very complex, you may need a Smartsheet 'add on', which comes with additional fees.

[@benhildebrandt6935]

@@PMPexpert I am looking to track time spent per task or per milestone and compare to budgeted time.

[@PMPexpert]

Hi Ben - I don’t know if any ‘off-the-shelf’ template for this, although you might want to explore creating a separate sheet and pulling in the project tasks & forecast level of effort via ‘cell linking’ and then use that to track actual hours for team members on a daily/weekly basis. There are a lot of ways to get creative and make the tool work for you and your needs! Here is an overview of cell linking: help.smartsheet.com/learning-track/level-2-intermediate-users/cell-linking

[@marialuisascatola]

Hello is the resource viewer included in Smartsheet PRO? Or you need a Business Account?

[@PMPexpert]

Hi Maria! It should be available with Pro. The complete list can be found here, by licensing type: www.smartsheet.com/pricing

[@toonpottie6332]

Hi Kandis, nice video! Do you also have a solution when several people work on the same task and those people have different ? in your example, say you have 3 people working on activity 1 in deliverable 1 at the same time. and person 1 is allocated 10%, person 2 allocated 50%, person 3 allocated 75%. is there a simple way to set that up, or do you have to simply put three activity1 rows under deliverable 1 for example? thanks for your help!

[@PMPexpert]

Hi Toon! I recommend breaking the deliverables down into smaller tasks/activities so you can put them each on their own row. I think that is the simplest solution based on your description! I hope this is helpful.

[@miguelcosta258]

hi, on my smartsheet i can't view resource managent on gant view

[@PMPexpert]

Hi Miguel! You need to have a Business Plan or Enterprise Plan for this feature. Your Smartsheet System Admin must also do the following: - Designate you to be a resource viewer on the account - Ensure that the people who you want to track are included on the account-they can be unlicensed users, but they must be included on the account. For more information, see this article: help.smartsheet.com/learning-track/smartsheet-advanced/legacy-resource-management