The planning page is one of Beeye’s main features. More specifically, you can plan the efforts of your employees on your projects…
We will break down the different information in this guide and present the different actions you will be able to carry out.
Effectively use Beeye’ s planning page
The planning page for managers
The planning page will be helpful for you to perform the following actions:
- Have an overview of the allocation of resources across projects and operational activities of the organization
- Improve planning by comparing actual and planned efforts
- Manage conflicts of assignments
- Centralize the sharing of resources within the organization
- Be the standard communication channel between the resource managers and project managers
- Measure the performance of projects
For optimal use of the planning page, we advise managers to take at least one hour per week to make or review the planning of their teams.
Planning page for employees
You may access the planning page without being a project manager. In this case, this page will be useful for the following:
- Verify that the projects on which you are working on and the hours that have been planned for you
- Monitor your efforts to ensure that the total of your planned hours does not exceed your availability
- Verify the progress and performance of your projects to identify the projects can be prioritized
We recommend that users with access to the planning page accord 30minutes per week to achieve previous actions.
Use of filters
The planning page offers filters that allow you to adjust your methods of planning according to your needs.
These filters are stored in your user profile so that you can find your favorite planning options whenever you return to the page.
Attention: Changing filters will load a new planning table. If this is the case, remember to save the data before changing the filters to avoid loosing your information.
View your own information, your team’s information or your whole company’s information
This filter allows you to choose the data that will be displayed in the planning tables:
- The option “View: Me” will only display the information that concerns you. This filter is particularly useful to help you verify and plan for yourself.
- The option “View: Team” allows you to view the information and projects related to your team members.
- The option “View: Company” presents all the information and projects for all the employees of your company.
Allocating new resources to the project to better distribute the planned efforts
Plan by project or by resource
The filter “by resource” or “by projects” allows you to choose between resource planning and project planning:
- Project planning is particularly useful if you want to simultaneously schedule the efforts of different resources on a single project. This is usually the preferred view of project managers or senior advisers.
E.g: You created a project and you want to plan the efforts of your resources.
- Resource planning will be used more to plan the efforts of a single resource on various projects simultaneously. This view is more suited for employees, managers or resource planners.
E.g: you have a new employee in your team and you want to assign him to projects and plan his hours.
The view by resources is especially useful for you when you need to manage an employee in overcapacity. It gives you an overview of the projects on which your employee is working on to help you to prioritize, as to reduce assignments conflicts of your resources.
Plan in hours or percentages
The filters “hours” or “percentages” allows you to choose between planning in hours or planning in percentages:
- Planning in hours: simply enter the number of hours of work scheduled for your resources
E.g: enter 3.5 to plan 3 hours and 30 minutes
- Planning in percentage: this mode allows you to plan a percentage of the availability of your resources.
E.g: you indicated in your company settings that your employees work 37.5 hours per week. Enter 50 so that your resource is assigned 50 percent of his/her total available time, which is 18.75 hours.
Plan by day, week or month
The period filter allows you to choose between planning by day, week or month.
When you plan by month or weeks, the hours are distributed linearly to the week and day.
E.g: You are planning for one of your employees project lasting 40 business days. When you look at the planning by week, you will see that these hours have been evenly distributed for this period, which is 1 hour per business day.
Choosing the planning period
Finally, the date filters let you choose a start date and an end date for the period for which you want to do your planning.
Understanding the capacity graph
The Capacity graph allows you to view your team's capacity in real time, or the comparison between their available hours and the hours that were planned for them.
This graph is reduced by default but you can decide to enlarge it for more details on the capacity of your employees.
The purpose of this chart is to help you keep your capacity curve as close to 100%. This percentage indicates that the planned work of your employees corresponds to the hours they have available.
The capacity of your teams is calculated based on the availability and the planned efforts for each employee displayed your in your planning page. It also takes into account the period and the start and end dates that you chose to do your planning.
Segments of the curve in red indicate periods in which the efforts planned for your employees exceed their number of available hours.
E.g: You manage a team of 5 people who are each available 40 hours a week. You plan 40 hours of work in a week for two of your employees and 50 hours for the last three. You have therefore planned a total of 230 hours for your team, while your employees have a total of 200 available hours. Your team’s capacity will therefore be 115% and will appear in red on your graph.
To deal with this situation, you will have the choice between:
- Allocating new resources to the project to better distribute the planned efforts
- Offset projects in periods where your teams have more availability to work on your initiatives
- Recruit new people to fill your labor needs
Conversely, segments of the curve in light blue indicate that your teams are available to work on new projects.
Normal planning table
The normal mode of planning is one that will give you many details on the projects on which your employees have been assigned to and the number of hours that were planned for them.
The previous table presents a list of your resources as well as the total number of hours planned for them.
The white boxes with entries in bold represent the number of hours planned for an employee for a day, week or month (depends on what you have indicated in the filter period).
E.g: for the day of May 29, Alain Bilodeau has 8 hours planned on project he is assigned to.
The clear blue top bar represents the total planned hours for each of your resources.
E.g: for the day of May 29, your employees have 168 hours planned on all their projects.
The blue bar located on the right side represents the total planned hours and actual hours for each of your employees.
E.g: Alain Bilodeau has 368 hours scheduled for the selected period and has fulfilled 8.2 hours.
The Right box in dark blue combines the previous information presenting you, for the selected time period, the total amount of planned and actual hours for all your resources.
E.g: your teams have 6308 hours planned and have fulfilled 759.
The simplified planning mode quickly shows you the most important projects ton which your employees have planned hours, the total amount of these hours and the state of their current capacity identified by a color code.
In order to keep an ergonomic display of these boxes, we post 4 of the most important projects of each employee, or the projects with the most planned hours for each person. The remaining projects can be displayed in the planning Panel by clicking on the box.
As an example, we are taking the following screenshot; consider that Alain Bilodeau has 40 hours available per week:
- For the week of May 29, Alain Bilodeau has 40 planned hours distributed between Electrical Engineering and projects analysis Big Data 3.2. This number of planned hours is equal to the number of available hours, so the box is dark blue.
- For the week of June 5, there will be 72 planned hours on the same projects. He doesn't have the availability to fulfil these hours; therefore the box appears in red.
- For the week of June 26, he has 8 planned hours for the project training 007. The box appears in light blue indicating that he is still available to work on other projects.
To see how to plan by project or resources, please consult the guide Plan with the simplified mode.