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Planview Customer Success Center

Not seeing a warning message for over allocation (2010)

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QUESTION
When we assign a resource at the task level there is the option to Allocate Effort for that resource. We were under the assumption that at the task level or this specific button is where an error or warning message should occur if you are trying to overbook a resource. For example, if a resource is already allocated to 32 hours/week for the next 2 weeks and you are trying to put in 16 hours over the next 2 weeks. We don't want it to necessarily ban that allocation from happening, but at least notify the engagement manager that an over allocation is occurring. I again couldn't find anything in System Manager to turn on/off.

ANSWER
In order to see overbooking message, the resource leveling needs to be set at an appropriate level either at Workgroup level or at Task assignment level.

- At workgroup level: once resource leveling gets activated at the system level via System Manager >> General Setup >> Resource Leveling Setup, there are additional options on each workgroup to provide automatic warnings or to prevent users from over-booking resources. User can select either “warn” or “prevent” setting. Then assigning any resource in that particular workgroup will be subject to either the warning or prevention (or nothing at all; some workgroups can be left blank with no options selected). Depending on the resource(s) assigned to the task, for example, the task dialogue will behave differently based on the workgroup options selected for those resources, either forcing the user to modify the task assignment before saving, warning the user and allowing him/her to accept the over-booking, or doing nothing at all.

- At task assignment level: once resource leveling is enabled, selecting “Allocate effort based on Resource's current committed workload” and clicking the “Allocate Effort” button will distribute effort over the start/finish dates specified for the task assignment and return a failure or warning message if the resource is over-booked for that date range, based on all other committed demand. If no options have been selected for the resource’s workgroup, selecting the “allocate effort” checkbox and clicking the button will bring up the warning dialogue, but it is totally optional and the user will get no other warning unless s/he specifically clicks the button.