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      Master Resource Allocation with Keka PSA

      Optimize resource allocation and utilization with enhanced features, streamline project management and ensure efficient resource distribution

       

      TABLE OF CONTENTS

       

      Effective resource allocation is at the heart of successful project management. We’re thrilled to introduce significant enhancements to Keka PSA’s Resource Management capabilities, designed to provide greater flexibility, precision, and control. These upgrades empower project managers to optimize workflows and align resources with project requirements seamlessly.

       

      Key Updates and Features:

      1. Accurate Allocated Hours Calculation

      Previously, allocated hours included weekends, holidays, and leaves, leading to inaccurate utilization data. The new update ensures more precise calculations by allowing you to:

      • Set Weekly Offs for Resources: Select specific off days within a project to exclude them from allocated hours automatically.
      • Access: To access the Week-Off section, navigate to the Project menu, then select Policies & Settings. Under the Allocation category in Resource Management, you will find the Week-Off settings listed as Capacity Settings.




       

      2. Flexible Allocation Percentages

      Customize resource allocation percentages to meet specific project needs, and choose between hard (committed) or soft (planned) allocation to projects. Instead of fixed options like 5%, 10%, or 20%, you can now:

      • Manually Input Any Percentage: Type in and save custom allocation percentages to reflect more granular control over resource distribution.

       

      3. Enhanced Resource Planner Interface

      The Resource Planner now offers a clearer view of resource details, including:

      • Allocation Metrics: Start/End Dates, Allocation Percentage, Allocated Hours, and Number of Days.
      • Dynamic Allocation Bars: Allocation bars adjust visually based on the percentage assigned (e.g., a 50% allocation results in a half-width bar).

       

      4. Informative Tooltips for Quick Insights

      Clicking on an allocation bar in the Resource Planner reveals a tooltip with essential information:

      • Allocation Percentage
      • Allocated Hours/Days
      • Project Details
      • Start and End Dates

       

      Allocating Resources in Keka PSA

      • Navigate to the "Projects" section and select the desired project.

       
       

      Go to the "Team" tab under Active Allocation, click "Add Resource."


       

      Search for the employee, set allocation details, and click "Done."



      Advanced Resource Allocation Criteria:

      Keka’s updated Smart Resource Allocation Algorithm now considers a broader set of factors for assigning resources, beyond just skills and availability. These include:

      • Skill Proficiency
      • Business Unit
      • Department
      • Experience

      These updates give project managers the ability to align resources more closely with specific project needs, organizational structures, and team dynamics.

       

      Where You’ll See These Updates:

      • When requesting a resource within a project.
      • While manually allocating resources or using the Smart Resource Allocator for automated assignments.

      Additionally, project managers now have the flexibility to adjust the weightage of each field, prioritizing the most critical factors for their project requirements.

       

      Steps to Allocate Resources:

      1. To allocate resources for a specific project, begin by navigating to the Projects section in the left navigation bar of Keka PSA. Next, click on the Resources tab, and select the Resource Request tab. From there, choose the By Project/Opportunity option. You will see a list of available projects. Locate the project you wish to work with and click on the corresponding Actions button. Finally, select the option to allocate resources for that project.



      2. The resource allocation screen will be displayed, prompting you to enter the necessary requirements.



      How It Works

      1. Skill Proficiency

      • Assign resources based on their proficiency level in required skills, such as Beginner, Intermediate, or Advanced (or a 1-6 rating scale).
      • This data is fetched directly from Keka’s Performance Module, ensuring accurate and up-to-date information on employee capabilities.

      2. Business Unit, Department, and Experience

      • Allocate resources not only by technical skills but also by their business unit, department, and experience level, ensuring alignment with the project’s goals and the organization’s internal structures.
      • This granular data adds depth to the allocation process, ensuring the right fit for team dynamics and operational efficiency.

       

      New Allocation Features:

      1. Skill Proficiency Matching

      Allocate resources based on proficiency levels such as Beginner, Intermediate, or Advanced. This data is sourced from Keka’s Performance Module to ensure up-to-date skills mapping.

      2. Business Unit, Department, and Experience Alignment

      Match resources to projects based on their department and experience level, ensuring alignment with project goals and team dynamics.

      3. Customizable Weightage for Allocation Criteria

      Project managers can now adjust the importance of various factors like skills, experience, and departments, tailoring the allocation process to prioritize project-specific needs.

       

      How to Use the New Allocation Criteria

      1. Navigate to Projects in Keka PSA. Open the Project List and select a specific project.



      2. Once you have selected the project, navigate to the Request tab, where you will find the Add Role/Resource section. Click on this section to proceed.



      3. You’ll find the following fields available for allocation: Skills, Proficiency, Business Unit, Department, Experience.

       

       

      Use these fields to define the ideal resource profile for your project and allocate with precision.

       

      Who Can Access This Feature?

      This enhancement is available for customers subscribed to 2nd Plan and above.

       

      0% Resource Allocation: A New Level of Flexibility

      We’re also introducing 0% resource allocation for scenarios where you need to plan resource involvement without committing to specific hours.

       

      Benefits of 0% Allocation:

      • Temporary Assignments: Ideal for short-term involvement without task-specific hours.
      • Resource Pooling: Create flexible pools of resources for future assignments.
      • Advanced Project Planning: Plan for resource needs without immediate commitment.

       

      How to Set 0% Allocation:

      Follow these steps to allocate a resource at 0%:

      1. Go to Projects in the left-hand navigation panel.



      2. Select the specific project, then click on Team. In the Active Allocation section, choose Add Resource. In the "Add Resource" window:


         
        • Choose the Resource Name. Under Allocation, click on Set Allocation. Enter the Start Date and End Date. Select 0% as the allocation percentage, then click Done to save.


      Bulk Upload Resource Allocations: Save Time and Improve Accuracy

      Keka PSA now supports bulk uploads of resource allocation data, streamlining updates across multiple projects.

       

      Benefits of Bulk Uploading:

      • Efficiency: Update resource allocations without manual entry.
      • Accuracy: Minimize errors and maintain consistent data.
      • Project Planning: Ensure accurate resource availability for better planning.

       

      Steps for Bulk Upload:

        1. Access Bulk Import: 

          Go to Projects and select the Import Project Resources under Bulk Import section.

           

           

        2. Upload Excel File: Click "Upload Excel File" to import your resource allocation data.

           

         

        3. Update Allocations: In the Excel file, modify the allocation percentages for the desired resources.

         

       

      Who Can Access These Features?

      These enhancements are available for customers subscribed to the 2nd Plan and above.

       

      Conclusion: Empower Your Project Management with Keka PSA

      Keka PSA’s upgraded resource management features allow organizations to optimize resource utilization, streamline workflows, and achieve project success. By leveraging these tools, project managers can make data-driven decisions and enhance collaboration across teams.

      Whether you're planning resource allocation, managing roles, or improving utilization, these enhancements are designed to provide maximum control and efficiency.

       

      Unlock the full potential of resource management with Keka PSA today!

      For additional insights into Resource Management and to explore its full capabilities, please follow this link: Resource Management on Keka PSA - Overview