This article walks you through the process of managing resources and stakeholders on a KEBS project. You will learn how to navigate to the Allocation & Planning tab, review open positions, allocate team members to those positions, and manage external stakeholders who play key roles in project delivery.
Navigate to Your Project
Quickly access the correct project and review its current status before making resource allocation decisions.
Navigate to Projects from the left sidebar and open the project you need to work on. In this example, the project is Cloud Migration & Support (Project Code: #SLINTELSOW00002). The project overview page displays key details in the header bar, including the customer name, region group, start and end dates, delivery manager, project type, and overall project completion percentage.
You can hover over the customer name to see a tooltip confirming the linked account. The project header also shows the Value Chain indicator (e.g., Q2C) and the Days Left countdown to help you understand the project’s current timeline status.
From the navigation tabs at the top of the page, click on Allocation & Planning to proceed to the resource management section.
Review Open Positions in the Team Tab
Understand the staffing requirements for your project by reviewing each position’s capacity, billing rate, and remaining hours before assigning team members.
The Allocation & Planning tab opens with the Team sub-tab selected by default. This view shows all positions that have been defined for the project, grouped under the associated quote (QID). At the top level, you can see a summary row with the following details:
| Field | Description |
|---|---|
| QID | The quote ID linked to this project (e.g., 3185). |
| Active Position Count | The total number of active positions defined for the project (e.g., 4). |
| Active Position Quantity | The total hours across all active positions (e.g., 4,128.0). |
| Remaining | The total unallocated hours across all positions (e.g., 40.0). |
| Action: Billing Plan | A link to view or configure the billing plan associated with these positions. |
Below the summary, each position is listed as a separate row with its own details:
| Field | Description |
|---|---|
| Position ID and Title | The unique position identifier and role name (e.g., Position 10589: AI/ML Engineer). |
| Status Badge | Indicates whether the position is Open, Filled, or Closed. |
| Employee Count | The number of employees currently assigned to this position. |
| Position Quantity | The total planned hours for this position (e.g., 1,032.0). |
| Remaining | The hours still available for allocation. A negative value (e.g., -24.0) indicates over-allocation. |
| Per Hour Rate | The billing rate for this position (e.g., USD 80.00). |
| Service Line | The service line this position belongs to (e.g., Sales Force). |
| Allocate Resource icon | The green person icon on the right side of each position row. Click this to assign a team member to the position. |
Allocate a Resource to a Position
Staff your project with the right people by defining their allocation percentage, work mode, project role, and planned hours, ensuring accurate capacity planning and billing.
Click the Allocate Resource icon (the green person icon) next to any open position. This opens the Allocate People form, which is organized into multiple sections. You will step through the following fields:
Allocation Details
| Field | Description |
|---|---|
| Search Employee | Search for and select the employee you want to assign (e.g., Grayson Sato). Use the search icon to look up employees by name or ID. |
| Allocation Type | Choose whether this allocation is Billable or Non-Billable. Billable allocations are charged to the customer. |
| Start Date | The date from which the employee’s allocation begins (e.g., 01-Jan-2026). |
| End Date | The date on which the employee’s allocation ends (e.g., 30-Jun-2026). |
| Allocation Percentage | The percentage of the employee’s total capacity allocated to this project (e.g., 100 for full-time dedication). |
| Total Available Hours | Auto-calculated based on the allocation period and percentage. Shows the total hours the employee is available for this project (e.g., 960). |
| Remaining Allocated Hours | Shows how many of the available hours are still unallocated (e.g., 0 when fully planned). |
| Planned Allocated Hours | The number of hours planned for this employee on the project (e.g., 960). |
| Work Mode | Select the work arrangement: Remote, Onsite, or Hybrid. |
Project Details
| Field | Description |
|---|---|
| Project Role | The role the employee will perform on this project (e.g., Project Manager, Developer, Architect). |
| Allocation Position | The specific position this employee is being assigned to (e.g., Project Manager). This links back to the position defined in the Team tab. |
The form also includes sections for Quote Details and Enterprise Structure, which are pre-populated from the project configuration and can be reviewed or adjusted if needed.
Once all fields are filled in, click the Allocate button in the top-right corner to confirm the assignment.
View Allocated Resources
Verify that each position is staffed correctly and review individual allocation details to ensure the project team is properly configured.
After allocating a resource, return to the Team tab to verify the assignment. Click the expand arrow next to any position to reveal the list of employees assigned to it. Each allocated resource row displays the following details:
| Column | Description |
|---|---|
| AID | The employee’s unique identifier in the system (e.g., I00383). |
| Name | The full name of the assigned employee (e.g., Grayson Sato), along with their profile avatar. |
| Current Capacity | The employee’s current capacity status. |
| Type | Whether the allocation is Billable or Non-Billable. |
| Role | The project role assigned to the employee. |
| Planned Allocated Hours | The total hours planned for this employee on the position. |
| Start Date / End Date | The allocation period for this employee. |
| Status | The current allocation status (e.g., Assigned shown in green). |
| Action | Options to view, edit, or manage the allocation. Click the View button to see full allocation details. |
Manage External Stakeholders
Maintain a clear record of all external stakeholders involved in the project, including their roles and active dates, so that communication and accountability are always transparent.
Click the External Stakeholders sub-tab within the Allocation & Planning section. This tab lists all customer-side or third-party stakeholders who have a role in the project. The table displays the following columns:
| Column | Description |
|---|---|
| AID | The unique identifier for the stakeholder (e.g., 10002). |
| Name | The full name of the stakeholder (e.g., Tinu Thomas), along with their profile avatar. |
| The stakeholder’s email address, if available. | |
| Role | The stakeholder’s role on the project (e.g., Delivery Manager, Delivery Head, Finance Manager). |
| Start Date | The date from which the stakeholder’s involvement begins. |
| End Date | The date on which the stakeholder’s involvement ends. |
| Status | Indicates whether the stakeholder is currently Active or Inactive. |
| Action | Provides options to delete (trash icon) or edit (pencil icon) the stakeholder entry. |
To add a new external stakeholder, click the add person icon in the top-right corner of the tab. Fill in the stakeholder’s details including their name, role, start date, end date, and any relevant contact information. Click Save to add them to the project.
To modify an existing stakeholder, click the edit (pencil) icon in the Action column. To remove a stakeholder, click the delete (trash) icon.
