The new Workload View is available from the Task page and provides a day-by-day breakdown of work.
The Workload View displays task effort, completed work, remaining work, and baseline effort distributed across individual working days. This functionality helps project managers better understand daily workload allocation, track progress, and maintain more accurate schedules.
Workload View Calculations
The Workload view can display the following metrics:
- Effort
- Completed Work
- Remaining Work
- Baseline Effort
Values can be shown at both the task and assignment (resource) levels when a task is assigned to one or more resources.
The values displayed in the view are calculated automatically based on your project configuration.
The way workload is distributed depends on:
- The selected Schedule Calculation for PPM Express Tasks method:
- Effort
- Story Points
- Average Progress
- The task mode:
- Auto
- Manual
- Task Type: Flexible or Fixed Units.
When Calculate Progress by = Effort, the Task Type setting becomes available and defines the default scheduling behavior for new PPM Express tasks.
Flexible is appropriate when PPM Express should adjust assignment Units based on the planned Effort, Duration, and resource capacity.
Fixed Units is appropriate when each assignee's planned participation should remain fixed. Units do not automatically change when Effort or Duration changes.
Both Flexible and Fixed Units tasks support assignment-level Units. Units represent the percentage of an assignee's available working capacity allocated to the task.
For more details, please refer to the Task Types, Assignment Units, and Effort-Driven Scheduling article.
- Whether calendars are included in schedule calculations.
If the Calendar-based schedule calculation = Off, resource calendars are ignored. Workload is distributed based on task dates only. Calendar updates do not trigger schedule recalculation.
If the Calendar-based schedule calculation = On, global and resource calendars are used. Non-working days are excluded from workload distribution. Workload is automatically shifted to the next available working day when necessary. Project schedules are automatically recalculated when calendar changes occur.
Also, the Apply Calendars bulk action is available for tasks. This action allows users to select one or multiple tasks and update their dates according to the current global calendar configuration.
The action is particularly useful in the following scenarios:
-
Calendar-based schedule calculation is disabled.
After changes to the global work week or global calendar exceptions, tasks may display the "Dates mismatch due to calendar changes" warning. The Apply Calendars action allows such tasks to be updated in bulk without enabling automatic schedule recalculation for the entire project. -
Calendar-based schedule calculation is enabled.
The action can be used to update selected tasks immediately without waiting for the automatic recalculation job to run. You can also use it if some tasks were not updated automatically for any reason.
The Apply Calendars action takes into account only the global work week and global calendar exceptions. Resource work weeks and resource calendar exceptions are not considered during this operation.
The only configuration that uses sequential Completed Work allocation is Effort + Auto Tasks.
Task type (Fixed Units or Flexible) is also taken into account.
For Flexible tasks, if the planned work exceeds an assignee’s available capacity, PPM Express keeps the task’s Effort and Duration unchanged and adjusts the assignee’s Units instead. The Units value therefore represents the level of daily participation required to deliver the planned effort within the existing task duration.
After Units are adjusted, PPM Express recalculates the task’s distributed effort in the Workload view using those Units. This makes the workload distribution consistent with the resource’s planned participation rather than simply spreading hours evenly across the task duration.
For example, if one assignee has an 8-hour working day but a one-day task contains 12 hours of effort, the task can remain one day with 12 hours of effort while the assignee’s Units become 150%. The Workload view then reflects the distribution based on that updated assignment load.
For Fixed Units tasks, the assignee’s Units represent a fixed level of daily participation and are not automatically adjusted when planned work changes. If the planned Effort cannot be completed within the current Duration at the specified Units, PPM Express keeps the assignee’s Units unchanged and recalculates the task’s Duration instead. This follows the Fixed Units model, where changing Effort recalculates Duration while Units remain fixed.
After Duration is recalculated, PPM Express redistributes the task’s effort in the Workload view across the resulting working period according to the assignee’s fixed Units and available working capacity.
For example, if one assignee has an 8-hour working day, is assigned at 100% Units, and the task contains 12 hours of Effort, PPM Express keeps the assignee at 100% rather than increasing the Units to 150%. The task’s Duration extends to accommodate the 12 hours of work at the resource’s fixed capacity. The Workload view then distributes those 12 hours over the recalculated task duration based on the assignee’s 100% Units.
All other configurations distribute values evenly across the task duration.
How Workload View Calculates Values
| Project Configuration | Effort Distribution | Completed Work Distribution | Remaining Work Distribution | Baseline Effort |
| Effort + Auto Task | Depends on the Effort Driven option: for Fixed Units tasks, you can choose whether total Effort stays constant when resources are added/removed or whether Duration stays constant and Effort changes. |
If synced from Time Tracker, it uses the exact distribution from Time Tracker. Otherwise, distributed sequentially from the task Start Date, filling each day up to the planned Effort value. | Calculated as Effort − Completed Work. | Distributed as Baseline Effort ÷ Baseline Duration per day, based on Baseline Start Date and Baseline Due Date. Displayed only at the task level, not at the assignment level. |
|
Effort + Manual Task / Story Points / Average Progress (Auto and Manual Task) |
Distributed evenly across the task duration. | Distributed evenly across the task duration. | Distributed evenly across the task duration. | Baseline Effort ÷ Baseline Duration per day at the task level only. |
Using Workload View
Workload View provides a day-by-day representation of workload and progress data, helping you understand how work is distributed across tasks and resources.
The toolbar at the top allows you to select which metrics are displayed in the grid.
Each metric is represented by a unique icon in both the toolbar and the timeline grid. These icons make it easier to identify different values when multiple metrics are displayed for the same date.
When viewing Effort, Completed Work, Remaining Work, and Baseline Effort together, the icons help you quickly distinguish which value belongs to which metric.
You can update the values directly in the grid.
When a value is edited, the entire row is highlighted to provide additional context. Metric icons remain visible during editing, helping you identify which metric is being modified.
Workload information can be viewed from different perspectives using the available grouping options:
- Group by Task – displays workload organized by task hierarchy.
- Group by Resource – displays workload organized by assigned resources.
Workload View also supports standard view management capabilities, including:
- Search
- Filtering
- Column customization
