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13 Resource Management Software & Resource Scheduling Tools

By 15/01/2017General, Tools
resource management software and resource scheduling tools

Managing your agency or studio resources without resource management software or resource scheduling tools is a tough gig.

Trying to wrangle your agency’s management team, primadonna’s, and resources into order without some sort of human resource management software is hard enough. Throw into the mix competing projects, insane clients, vacations, and sick leave and you find that getting any work done on schedule begins to get tricky.

Jump straight to the best resource management software tools.

Do you need resource management software?

You might be on board with trying to find the best resource management software, but getting buy-in for resource management software tools or project scheduling software for your agency, team or studio can be a hard sell.

After all, do you really, really need resource scheduling software or resource management tools? A quick google search for  ‘resource scheduling tool excel’ or ‘resource scheduling tools free’ and you’ll find a whole bunch of resource management templates that do the job – well, kind of. They’re a free resource management tool, so they must be great, right? Surely you don’t need specialist resourcing management software, do you?

When agencies start, it’s usually with a handful of resources and so there’s no urgent need for resource management or specialist project management software. Usually, everyone simply gets together for a quick huddle, agrees on the resource management priorities, and works out what everyone is going to work on for the day – or if people are feeling really ambitious, for the entire week.

As the agency grows, resource management starts to get really formal and the resource scheduler becomes a whiteboard. Simples, right? Then disaster strikes as someone accidently wipes the whiteboard clean, or the office grows to the extent that people can’t actually see the whiteboard, and everyone realizes it’s time for more advanced resource management – it’s time to move to the agency gold standard – the infamous resource scheduler of doom – the resource spreadsheet.

Google docs – the free resource scheduler tool

The truth is resource management spreadsheets kind of work. Most agencies are still using them. And suffering for it.

Everyone knows resource management by spreadsheet doesn’t really work. It’s not really cut out for the job. Everything’s a bit of a hack, they’re clunky and they’re horribly prone to errors. Months pass by and still the resourcing spreadsheet keeps ticking along like a three-wheeled car.

Yes, it enables you to keep moving and it kind of works but everyone knows that despite good intention and some fancy formulas, it keeps on tipping over and it’s not really fit for purpose at all. Unless you’ve got the mother of all resource spreadsheets (that I’ve never laid eyes on) it’s missing a few key features and is a disaster waiting to happen.

Resource management software trumps spreadsheets

At a push, your resource management spreadsheet might tell you how under-resourced or under-utilized your teams are, or even include forecasting, but does it include budget tracking, time tracking, project reporting, send staff notifications, help them collaborate or have a built in process for requesting resources and allocating resources to projects?

And importantly, does it have a change process for when resources get moved around by the resource manager or your rogue project manager colleague? Maybe that’s why no one follows it – it’s considered more of a rough resource management guide than a true resourcing source of truth.

But there’s hope. A growing number of resource management software and resource scheduling software tools have evolved in recent years to fix the problem of the resource management in Excel and actually created something better than the free resource management tools. They’ve made resource management software that works!

The best resource management software & resource scheduling tools

So here are some of the best resource management software tools for agencies and studios if you’re looking for a replacement for your excel sheet and resourcing management doom. They’ve been picked because they’re tools that are trying to do one thing well – resource management. At a minimum to be featured on this list we were looking for tools which had:

  1. Resource planning, scheduling, and management – putting the right people on the right projects and moving them around easily on a simple, collaborative, calendar grid that’s as simple as working with Excel or Google Sheets
  2. Clients and project planning – managing client and project details and having a single source of truth to feed all the other features
  3. Analytics and reporting – giving insight into capacity, utilization and performance for projects, clients and individuals

It’s worth comparing different resource management software tools as they’re set at different price points, different functionality (such as timesheets, expenses, approval workflows, task management), and different 3rd party integrations. In this post, we’ve tried to cover a broad spectrum of resource management software tool price points and functionality. But as much as anything, it’ll come down to your agency or studio resourcing workflow and what functionality you need to make that function better. Have a look and sign up for some trials to test-drive and find the best resource management software tool for your agency or studio.

1. Hub Planner- https://hubplanner.com/

resource management software from Hub PlannerHub Planner is a new, versatile and quickly evolving online resource scheduling management software tool with powerful resource management features including: different views (by resource, team or project), drag and drop resources, split tasks, scale view, utilization, check budgets, holidays, sick days, iCal integration, and powerful filtering. Beyond the resource scheduling it also helpfully includes timesheets which integration with a powerful approval workflow, and dynamic dashboard and reporting tools so you can keep track of your projects better and establish progress, billability, and profitability at a glance as well as a tasks module to brief your resources.

What’s interesting about Hub Planner is that if you get on board, you get the opportunity to help shape the product roadmap and can even sponsor new features. There’ve taken a modular approach so you have the option to add or remove extensions to the base product such as timesheet approval workflows or tasks so you can increase functionality or turn off bits you don’t need.

They’ve also developed an API which gives access to projects, resources, timesheets, bookings, events, holidays, groups and milestones in case you want to do something fancy with the data. Hub Planner costs from $7/user/month (they offer a 60-day free trial so you can properly test drive it).

2. Resource Guru – http://resourceguruapp.com/

Resource management software from Resource GuruResource Guru is a veteran in the resource management software world and used by some of the world’s top agencies with some solid resource management features including: visual calendar style interface, custom views, fields and filters, availability indicator, drag and drop resources, scale view, see utilization, reporting, overtime tracking, data import and phone support.

Helpfully Resource Guru tried to make sense of the gong show that can be resource conflict resolution and so resource management and team collaboration is built in to make resource booking more straightforward, with clash management leave management and a waiting list to prevent over-booking. The tool allows Project Managers to make bookings simultaneously with no chance of stepping on each other’s toes. Clashes are automatically prevented.

Helpfully, each staff member gets their own resource dashboard so they can log in and know exactly what they should be working on. And to monitor business performance, powerful reports help identify which projects and clients are being over-serviced and help to monitor team utilization and help with future capacity planning. Resource Guru costs from $2.50/user/month (they offer a 30-day free trial).

3. 10,000ft Plans – https://www.10000ft.com/

resource management software from 10k plans

10,000ft Plans is a powerful resource management software tool used across a host of different industries including architecture & engineering, design, and of course, marketing & advertising. Their features including: a very simple drag-and-drop interface for resource assignment, powerful project dashboards, simple task management, and easy reporting.

10,000ft has a unique project and resource matching feature which helps match individual resources to the project’s requirements by finding team members according to different criteria like disciplines, skills, availability, or custom options to help you maintain consistency on projects.

With built-in timesheets (and mobile time tracking) as well as expense tracking, you can create rich and complex project reports by filtering and customizing project data with just a few clicks. Reports can give you a look back or forecasted view of things like team utilization, actual vs. planned time reports, budget tracking, expense reports, and projects in the pipeline. 10,000ft costs from $10/user/month (they offer a 30-day free trial and consultation sessions to help see if it’s a good fit).

4. Saviom – http://www.saviom.com 

Saviom resource management softwareSaviom is a great enterprise grade solution if you’re looking for an intuitive but powerful resource management or workforce planning software and optimization solution. It’s built for enterprise level planning and scheduling with features including:  Visual scheduler with multi-dimensional viewing to view/edit your schedule by resource, project, team, location, drag and drop resourcing, resource selection filtering and utilization tools.

In addition to its powerful Gantt chart that allows for intelligent scheduling (i.e. drag and drop bookings), the tool also allows you to make accurate resource forecasting decisions with its powerful reports- including its capacity v. demand and resource utilization report.

The software is user-configurable, allowing it to be scaled and adjusted based on company size and industry, and is also well equipped to integrate with most existing software as well as ERP systems. Perhaps uniquely in the resource management software world, Saviom is not a SaaS (software-as-a-service) solution, so you retain full control of the product. It can be hosted on a company server or a cloud server of your choice.

Headquartered in Sydney, Australia, Saviom’s clients include some of the world’s largest corporations including: PwC, DHL, Siemens, Fujitsu among others. Saviom provide interactive demos and a free trial. of the solution.

5. Schedule App – http://scheduleapp.com/

resource management software from Schedule AppSchedule App is a very simple, pure play resource management tool that’s now totally free! If you’re looking for a free online resourcing tool, that offers the bare bones of functionality, and you primarily work with resourcing your team in half day increments, then this could be the tool for you.

Schedule App is that offers a very simple solution that allows you to add your team’s email address, name, projects, role and assign a project manager so that you manage your team’s allocation. There is no analytics, reporting, or timesheets built in, bare-bonesare bones solution that helpfully sends out emails with the schedule, it’s better than using a spreadsheet. Schedule App is free.

 

6. Allocate HQ – http://www.allocatehq.com/

resource management software from Allocate HQAllocate HQ is a simple, pure play resource management software tool used for scheduling people, events and things across industries including pharmaceuticals, law, architecture and of course software development and agencies with features including: click and drag resource assignment, different views, utilization, and filtering. Allocate HQ costs from $1.90/user/month (they offer a 30-day free trial).

7. Ganttic – http://www.ganttic.com/

resource management software from GantticGanttic is a powerful, pure play resource management software tool that’s been used across of host of different industries for resource management in professional services, software development, design studios and even manufacturing with features including: click and drag resource assignment, different views, live updates, utilization, holidays, sick days, and powerful filtering. drag and drop tasks, recurring tasks, Google calendar sync and resourcing history.

Ganttic has some interesting features that demonstrate an understanding of some of the complexities of resourcing including the ability to schedule concurrent tasks by scheduling %’s as well as a feature which allows you to add dependencies to tasks so when the critical path gets moved, all the resources get moved with it.

Ganttic has some useful reporting (which automated reporting built in) for utilization and capacity planning. Using reports, you can have an overview of all the tasks, track budget, calculate the difference between the task duration and used time and calculate the utilization percentage using the tasks you have set for that resource for the time period you have selected on the timeline. Ganttic is aggressively priced, and costs from $1.25/user/month (they offer a 14-day free trial).

8. Mavenlink – https://www.mavenlink.com/

resource management software from MavenlinkMavenlink isn’t a pure play resourcing software solution – it’s more project management software with an add-on for resourcing with features which include: resource assignment, allocation, quick resource switching, resource management (task & project level), with real-time availability forecasting, and resource shaping.

If you need a tool that helps to assign resources, Mavenlink has an interesting resource shaping tool –  this functionality makes it easy to define a resource’s workweek and apply hours automatically with the ability to front load on a week, distribute evenly, back load or consume a set amount.

With timesheets built in, you can see real-time utilization reports and compare actual vs scheduled utilization very simply, as well as filter by role, project or date range and keep track of billable vs non-billable hours. If you’re in the market for a project management tool with project management, accounting, business intel and team collaboration, as well as a powerful resourcing scheduling add-on, and are interested in integrating directly with other tools via their API, then it might be worth the extra cost – from $49/user/month (they offer a 10-day free trial).

9. Harvest Forecast – https://www.getharvest.com/forecast

resource management software from Harvest ForecastHarvest is a well established time tracking tool used by Amazon, Kiva, and they recently released Harvest Forecast, a way to schedule your team across projects with features including: click and drag resource assignment, different views, utilization, holidays, sick days, and powerful filtering.

If you’re not familiar with Harvest – a time tracking tool, which you have to pay for separately, it’s one of the key reasons to choose Forecast; the ability to tie together Harvest’s features of time tracking, expenses, invoicing and powerful 3rd party tool integrations and an API, together with resourcing and forecasting is a powerful combination.

Combining timesheets and resourcing gives you the full picture of your projects of what you did and what you will do. With the built-in reporting tools you can see your project health in real-time with visual updates on estimate vs actuals and projections. Harvest costs $5/user/month (and they offer a free 30-day trial).

10. Float – https://www.float.com/

Resource management software from FloatFloat is a simple, resource management software and scheduling application that can be used easily by studios and agencies with resource scheduling features that include: click and drag resource assignment, different views, live updates, utilization, holidays, sick days, and powerful filtering.

Helpfully, in Float, multiple people can have access to the schedule and make changes at the same time as live updates ensure you and your team are always seeing the latest changes. Resources are updated with their weekly schedule via email and with live notifications so that everyone’s always up-to-date. They don’t need their own login information, which keeps the system simple.

There’s a powerful reporting component that you can view by resource, department, client and project so you can keep track of utilization, compare staff and contractors, drill down to department and compare billable with non-billable time as well as including holidays and time off.

Float have been evolving their product and so using their API and Zapier you can connect with 100’s of your favorite apps including Basecamp, Asana and Trello. Float costs from $4.50/user/month (they offer a 30-day trial).

11. Team Gantt – https://www.teamgantt.com

resource scheduling tool resource scheduling software team ganttAlthough not a pure-play resource management tool, (Team Gantt started off as an online Microsoft Project alternative) it’s now beginning to evolve into a more full-featured tool that includes resource management (and soon timesheets too) with features including: easy adding of people and resources to projects, filtering by resource, and viewing workload by task or hours.

The great thing about resources being tied to project plans is that resources aren’t clumsily over-booked between conflicting projects and dependencies are considered in the resource scheduling process. Team Gantt costs from $5.80/user/month (and they offer a free 30-day trial).

 

12. Traffic Live – http://trafficlive.com/

resource management software from Deltek TrafficLiveTrafficLive is part of the Deltek product suite which is a PPM (project and portfolio management) tool with features including: a simple drag and drop interface for resource assignment, different views, powerful project dashboards, task notes, and powerful filtering.

Being tied in with estimating and finance systems, TrafficLive is a great tool to use for addressing over-servicing and avoiding scope creep. You can use the tool to estimate accurately – create a quote and then easily convert it to a job and you have the benefit of being able to trust your data because it’s current and constantly updated, and always in real-time.

With one integrated system, you can simplify and consolidate your data through one project management platform, sync to Google/Microsoft Outlook calendars, integrate with accounting software, and gain a complete agency view including past, current and future work, allowing you to stay on top of the ‘pulse’ of your agency with real-time reporting and dashboards.

13. Workbook – http://workbook.net/

resource management software from WorkbookWorkbook is software suite for project and resource, CRM, collaboration and file sharing, forecasting & accounting used by a slew of big agencies including Wunderman, JWT, and Leo Burnett. It’s a big powerful tool with functionality across CRM and pipeline, finance and accounting and projects and resources with features including: billing, project profitability, time sheets, resource management and collaboration.

Within resource management projects can be resourced from a project quote (which can be templated) which makes resourcing the same types of projects a breeze.  When a project is live you can then use the simple drag and drop interface for resource assignment, different views, task management, to-do lists, project communication and budget tracking. Workbook costs from $19/user/month.

Other resource management software tools

None of the above work for you? Check out the list below for additional project resource management software tools:

What do you think?

What do you think we’re missing? What other resource management software tools or resource scheduling software have you found that we don’t know about? We’d love to hear if you’ve got any suggestions, tips or thoughts on using this kind of software – why not share them using the comments below?

Ben Aston

About Ben Aston

I’m Ben Aston, a digital project manager and VP of Client Services at FCV, a full service digital agency in Vancouver, Canada. I've been in the industry for more than 10 years working in the UK at London’s top digital agencies including Dare, Wunderman, Lowe and DDB. I’ve delivered everything from video virals to CMS’, flash games to banner ads and eCRM to eCommerce sites. I’ve been fortunate enough to work across a wide range of great clients; automotive brands including Land Rover, Volkswagen and Honda; Utility brands including BT, British Gas and Exxon, FMCG brands such as Unilever, and consumer electronics brands including Sony.

25 Comments

  • Very useful list thank you. Jira seems to be a rather de-facto standard although not often rated very highly. What’s your views on http://www.scrumwise.com/ , https://www.axosoft.com/ , https://asana.com/ , https://leankit.com/ and https://trello.com/ ?

  • Ben Aston says:

    Hi Craig – are you asking about resourcing scheduling tools or more generally, project management toos? I don’t think I’ve seen resource scheduling tied directly into Jira; but I’m sure there are some plugins that enable it. The other tools you mention too – while they’re project management tools, they’re not really resource scheduling tools.

  • Ben Cocker says:

    Great article, thanks. I know there is no perfect solution out there, but I have a consistent problem – each tool is based on hourly scheduling but I need to schedule at a weekly level. Within that week I don’t care when my resources do any task, so all I need is that they have a certain number of productivity units – e.g. 5 days or 10 half days. The overhead of fitting into an hourly paradigm feels very high, but I could still really use some of the benefits of these tools over Excel worksheets – are there any tools or workarounds you can recommend for my needs?

    • Ben Aston says:

      Hi Ben – thanks for your comments. I’m not sure I understand your problem though of ‘fitting into an hourly paradigm’. Can’t you just convert your productivity units into hours i.e. instead of 5 days, just put the task duration as 40hrs?

      • Ben Cocker says:

        Hi Ben – thanks for the reply! The problem that I have is that all the solutions I’ve seen force you in the end to put a task into a particular time of the week eg. Monday 9-11am – and maintaining that detail when all I need to do is know what someone is doing in any week feels a burdensome overhead. I don’t care what hours someone keeps, or whether they are free on Thursday afternoon, just that they have 16 of their 40 hours free in a week. Does that make sense?

        • Raya Wasser says:

          Hi Ben – I understand the frustration of pegging quantity of time to specific hours of the week. At Timesheets.com we have the option for tracking project time the way you need it – not associated to specific time blocks. You can have weekly tracking also. All the best, Raya

        • Peta Wilson says:

          Hi Ben

          Im having the same problem! Did you end up finding a solution?

          • Ben Aston says:

            I still don’t understand the problem! If you don’t really care when your team does the work, only that the work is scheduled to be done sometime in the week, can’t you just schedule the tasks across the week and tell people to do it when suits them?

          • Hi Peta,
            in our scheduling tool, you only need to allocate an amount of hours to weeks or days and schedule accordingly. This should solve you problem.
            http://www.people-do-projects.com

  • […] expenses or billing aspects of some project management software.  Check out our article on the best resource scheduling tools, if you’re looking for that. That said, there are many similarities between these project […]

  • […] 2017 is going to be a very exciting year for Hub Planner, as we unleash even more powerful features into the Hub Planner suite of Extensions, boost existing functionality and maintain our slot as the #1 Resource Management software. […]

  • Shaun says:

    Hi Ben,

    I’m not sure if it exists but we’re looking at a tool that will pull live project info from a portal or project schedule and update the schedule automatically. Most of the Project Management/Scheduling is done in Primavera and MS Project so what I wanted to know is if there is a tool that can sit across both portal and update as soon as the project schedules drags out or changes.

    • Ben Aston says:

      That’s an interesting use-case. I’m not aware of any middleware or tools that do that probably because the rules around the source of truth (what to copy and what to not copy) might get a hard to manage!

  • Joey says:

    Hello Ben, do you know if any of these tools offer Portfolio Management functions? For example, as a portfolio manager, I would like to see a consolidated view of 5 departments, managed by 5 different managers, however each of the department managers would not need to see what the other ones’ plans. Thanks!

  • Laura says:

    Hiya, I am looking for a resource planning tool for my design studio and I have found a few I like from a scheduling pov however I need to have this provide me with the financial information too. Estimate vs actual and so on, I know a few do them but it seems to be a separate system and I would like an all in one? help!

      • Grant MacDonald says:

        Hi Ben,
        There is a lot of useful info in the earlier posts and one common thread seems to be that no one software package seems to be flexible enough to meet the needs of any one situation…
        I manage an engineering department of approx 200 people in an Oil & Gas services company where we have multiple clients being serviced from 4 locations and need to ensure that there are the correct resources in the right places based on current & forecast work.
        I’ve been trying to find some software where the inputs are:
        – Proposal hours (what has been bid)
        – Project hours (actual work on the books)
        – Weekly timesheets (what has actually been done by each person)

        and the required outputs are:
        – Overall resource loading based on actual & forecast work in hand (projects)
        – The same with any bid work added into the equation (projects + bids)
        – Resource loading broken down to a number of levels based on office location, project, office location, engineering discipline and individual staff member.

        I know it seems like a tall order but to a non-IT person like myself it seems like there should be some database driven system that can accommodate these requirements.

        Any assistance on the best way forward would be appreciated….

        • Ben Aston says:

          Hi Grant, a couple of tools which might help that I’d recommend would be liquidplanner.com or possibly workfront.com – they both have functionality which aligns well I think with what you’re looking for.

          Cheers,

          Ben

        • Johannes says:

          Hi Grant, we at PDP over a scheduling solution which includes the kind of functionality you are asking (scheduling, time sheets, planning and the related reporting).
          http://www.people-do-projects.com

  • nice post and my only comment would be that resource management software is a quite generic and i’m sure collectively we can all come up with a long list of software tools. just to give you an idea what we use at booking live –

    project management – https://www.zoho.eu/projects/
    hr / staff management – https://people.zoho.com/hr
    development management – https://www.atlassian.com/software/jira
    this tool via confluence does time tracking too and using zoho reports collates all the data for KPI info
    Mail / Calendar Availability etc – https://www.google.com/gmail/about/for-work/

    and of course for meetings, rooms, or indeed our clients, would use our own scheduling software https://www.bookinglive.com

    we spent months and months trialling various software so i hope that list helps similar companies to ours! good luck, good post.

  • […] essential, but it can be make or break when it comes to bigger projects. (Take a look at some of the best resource management software programs on the […]

  • Ivana says:

    Hello! Thank you for this list – I’m looking for resource management software particularly around ticketing and resource request. I oversee the resource management department but we receive requests from both the sales and post-sales department. Our team of resources are primarily contract staff dispersed across the globe. We are also looking at software that integrates with PSA and FinancialForce. Any recommendations?

  • […] no one’s available on the resource schedule, we’ve tried going to the resource manager, and we’ve tried to beg, borrow and horse […]

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