Introduction to Flex Work

As explained in the Resource Forecasting article an alternative approach to role-based allocation is Ad-Hoc Allocation. This approach consists of using Flex Work, a Kanban based card system that combines the strengths of role-based allocation with the dynamic tracking capabilities of a process board. 

In this model, resources are first allocated to a project according to their roles but it diverges from the traditional role-based approach by incorporating a task board to monitor and manage the actual work undertaken by these resources. This task board tracks both the nature of the tasks being handled and the allocated time and the time spent on them. It allows for a flexible adaptation to incoming workloads while maintaining clear visibility into how resources are being utilised and how time is spent.

Resources allocated to a Flex Board task will be able to record the time spent on these tasks by submitting timesheets. Timesheets are split into your normal “allocated” work and your “Flex” work. The time and corresponding cost actuals for Flex work automatically work roll up to the project the board is associated to. 

Flex boards are particularly advantageous for environments like business-as-usual (BAU) activities, production support, or minor enhancements, where the nature of work can fluctuate daily. In such settings, teams typically leverage Agile or Kanban methodologies, with resources picking up tasks or tickets from a dynamic queue. The introduction of Flex boards facilitates a nuanced tracking of time, allowing for an insightful comparison between the anticipated time allocations and the actual hours spent on tasks. This mechanism is instrumental in ensuring transparency and adaptability in workload management, enabling a seamless adjustment to varying project demands while offering a comprehensive overview of resource engagement and efficiency.

Flex Boards

• A Flex Work board is linked to a project and allows you to assign resources to tasks so that they can book time against these tasks.
• Project Managers can create a Flex board from the project workspace. You need to select Flex Work as the board category.

• The Flex Work section of the board tasks allows you to specify the number of allocated hours to the task and the line of business the task is aligned to. Once time has been booked against the task, you can see the number of hours booked, as well as the remaining hours.

• Click on Show Details to see the breakdown of the booked hours.