Role-Based vs Schedule-Based vs Ad Hoc Resource Allocation

Resource allocation is a critical aspect of effective project management. Different approaches can be adopted depending on the project's needs, resource availability, and task predictability.

This article explains the three different ways you can allocate resources in Fluid: Role-Based Allocation, Schedule-Based Allocation, and Ad Hoc Allocation.

Role-based allocation assigns resources to a project based on specific roles, such as Project Managers, with allocations set on a monthly basis. This approach works well for roles with stable commitments throughout the project lifecycle.

Advantages:

• Simplifies resource planning by focusing on roles and duration.

• Enhances adaptability to project requirements by making adjustments easy.

• Offers strategic insights into resource usage, improving overall allocation.

Ideal For:

• Projects with predictable, long-term role commitments.

Schedule-based allocation focuses on assigning resources to specific tasks within a project schedule. Resources are allocated based on the number of hours required for task completion, providing a detailed view of engagement.

Advantages:

• Enables precise alignment of resources with task-specific demands.

• Improves visibility into resource utilisation at the task level.

• Supports detailed planning and tracking for task-heavy projects.

Ideal For:

• Projects where tasks and resource alignment are highly specific.

Ad hoc allocation combines role-based allocation with dynamic task tracking using a process board. Resources are initially allocated by role, but tasks are managed and tracked in real-time through a task board, offering flexibility and visibility.

Advantages:

• Adapts to unpredictable workloads while maintaining transparency.

• Tracks actual time spent on tasks, offering insights into workload and efficiency.

• Balances the predictability of role-based allocation with the adaptability of task-level tracking.

Ideal For:

• Business as Usual (BAU) projects or those with variable and incoming task demands.

Each approach has its strengths and is suitable for different project scenarios. By understanding these methods, project managers can optimise resource planning and ensure alignment with their project goals.