Resource Allocation and planning using Excel and Pivot Tables With Demo | Planning Excel Template

Summary

This video offers a practical guide for managers in software development companies on resource allocation using Excel. It demonstrates how to track resource activities, schedule projects, and visualize data with pivot tables. The tutorial covers creating a master data sheet, analyzing resource allocation at a weekly level, and using conditional formatting to identify overbooking and underbooking issues. It also introduces different views for project and engineer-specific insights, helping managers to optimize resource planning and allocation.

Takeaways

• 😀 Resource allocation is crucial for managers in software development and other companies to track and schedule projects effectively.
• 📊 The video demonstrates using Excel spreadsheets and pivot tables for visualizing resource allocation data.
• 📝 The script provides an example of a 'data' sheet where project, engineer, activity, and weekly effort are recorded.
• 🔢 The allocation is measured in 'Software Development Engineer Weeks' (SD weeks), a unit of effort.
• 👥 It's important to monitor resource utilization to identify overbooking and underbooking situations.
• 🎨 Conditional formatting can be used to highlight problem areas such as over or under allocation of resources.
• 📅 The script includes a weekly view to match resource supply and demand, ensuring accurate allocation.
• 👨‍💻 The video suggests creating different views for various stakeholders, such as engineers or project-specific dashboards.
• 📈 Pivot tables offer a comprehensive overview of team activities and can help identify opportunities for new projects.
• 🗓 The script emphasizes the importance of planning for the full year while focusing on specific time frames like quarters or months.
• 💡 The presenter invites feedback and suggestions for improving the resource allocation process.

Q & A

What is the main topic of the video script?

The main topic of the video script is resource allocation using Excel spreadsheets and the visualization of data through pivot tables in a software development or similar company setting.

What does the term 'SD week' refer to in the context of the script?

In the script, 'SD week' refers to 'Software Development Engineer Week', which is the unit of effort used for resource allocation in the example provided.

How does the speaker organize the data in the Excel sheet?

The speaker organizes the data in the Excel sheet by listing the name of the engineer, the project they are working on, the activity, and the effort spent per week for each project and activity.

What is the purpose of creating pivot tables in this context?

The purpose of creating pivot tables is to provide different views of the data, allowing the manager to easily see how resources are allocated across projects and to identify overbooking or underbooking issues.

How does the speaker use conditional formatting to identify overbooking or underbooking?

The speaker uses conditional formatting by setting rules for values less than or greater than one, which helps to highlight areas where resources are overbooked or underbooked.

What is the significance of the 'All Projects View' pivot table mentioned in the script?

The 'All Projects View' pivot table provides a comprehensive overview of which resources are working on which projects and activities, and how their time is allocated, aiding in resource planning and allocation.

How can the manager correct overbooking or underbooking issues identified in the pivot tables?

The manager can correct overbooking or underbooking issues by going back to the data sheet, reviewing the allocation, and adjusting the effort assigned to resources or redistributing tasks among different engineers.

What is the benefit of having different views in the Excel workbook?

Different views in the Excel workbook allow the manager to focus on specific aspects such as individual engineers, specific projects, or time frames, providing flexibility in planning and allocation.

How does the script suggest keeping track of the project backlog?

The script suggests building another sheet that refers to the project backlog, including the dates and helps in planning future projects while ensuring resource allocation is balanced.

What does the speaker encourage viewers to do if they have questions or suggestions?

The speaker encourages viewers to share any questions or suggestions they might have for improving the resource allocation method, so that the speaker can learn from their experiences.