This is our workload space where Mosaic gives you access to everyone in your organization and visibility into what projects or engagements everyone in the organization is currently planned to work on at a high level.
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You can easily see if they have too much work or not enough. This is our heat map view. You can see here, members' capacity is listed by their color as well as their percentage. Members who have more capacity available will be shown in green. Angela has 56% capacity here. Michael has a little less capacity. He has 20% available, shown in orange, and Deanna has no capacity available. She's actually overcapacity by 40%. You'll notice that there are also red chips on members that are overcapacity. The larger the red chip, the more overcapacity the member is. See at a glance who's overcapacity by comparing planned hours against their total available hours by hovering over a member's summary box. This shows their total capacity, planned and available. We can see here for Tamara, she's got a capacity of 8 hours and she's planned for 13, showing that she has 5 hours over her availability. Our summary row at the top reveals the capacity for whatever group of members you have selected. Our heat map does more than just show who's busy. It also accounts for holidays and PTO to show accurate planning. Red chips at the very top here will show which members are overcapacity, and the size of the red chip will show how overcapacity the member is. Before we dive deeper, let's talk about how you can make this view your own, enhancing your experience within the workload space. Mosaic's display settings offer customization for your personal view.
Next to your display settings is the row height adjustment. Condensing your row height enables a broader overview, allowing you to see more team members on your screen simultaneously. Lastly, we have the workload settings. This is where you can personalize your individual workload view, from adjusting how you view capacity to setting preferences for notifications. These settings ensure your workload space is perfectly attuned to your management style. Building a work plan begins by assembling your team. Click members in the top left corner to start choosing your members. You can select members individually, use the select all option, or to streamline the process.
Utilize the filter feature to organize and view your teams by departments, roles, or any other filters here to ensure you have the right mix of talents. Once you have the right team assembled in your workload space, you can sort them by alphabetically or by availability, surfacing the most critical needs first. When you're done, you can save this exact view for the next time you open Mosaic with the save icon. You can make your current view the new default. It means every time you enter the workload space, your personalized view awaits you, streamlining your workflow and ensuring consistency in how you manage your team's workload. All of the capacity information here is driven by work plans on projects. To build a work plan, start by expanding a member's row by clicking on their name, then clicking on any white box to the right of their name. Upon entering the work plan modal, you'll notice several options to tailor your plan. Let's break them down. Begin by expanding a member's row and selecting on one of their projects.
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Begin by selecting your project located at the top left. This dropdown lets you choose the project you're planning for. You can search for your desired project as well in the top bar. Work plans can vary significantly depending on their application. Let's look at some examples. First, a work plan with phases. This approach is straightforward, allocating plan time directly to the phase itself. Another example of a work plan is a work plan with sub phases.
Planning at the sub phase level will allow you to precisely manage within complex projects. For this project, we're going to add a work plan with sub phases schematic design and then we'll add the sub phase architecture. So we'll select schematic design in the three dots. Under schematic design, we'll go ahead and add a scheduled item. We're going to add a sub phase as our scheduled item, and we're going to go ahead and add a custom phase. This phase is going to be called architecture and you'll see when we open this up. We'll see. Architecture is now set as our sub phase.
Allocating hours is your next step. Mosaic offers three percentage of day, hours per day, or total hours, allowing for flexible planning tailored to your project's needs. If weekly planning suits your project's needs better, easily switch views by clicking on the percentage per day or hours per day header. Now let's set your work plan's timeline. Manually input your start and end days, or leverage your dependency feature by clicking the connection icons for plans that should adapt to your project's timeline.
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A work plan with dependencies will display rigid lines indicating the dates are locked in with your project's phases. Once you've filled out your work plan's project hours, the dates click create, and here you can see we have the rigid line. We also have tentative work plans. When building projects like a proposal or work plan that you are unsure of, you can tell a work plan is tentative by the dotted lines outlining the work plan. To modify work plans, drag them or push them back or forward, adjusting their position without changing the duration. To alter the duration, hover at the work plan's edges until the cursor allows you to see an arrow, then drag to extend or condense. Note these modifications aren't available for dependent work plans. Assigning a work plan to another team member is as simple as clicking and dragging. Simply expand the rows of the team members you'd like to switch a work plan between.
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Go ahead and click and drag the work plan over. You can also look at more options when it comes to work plans.
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By clicking on the three dots, you'll get the option to copy, which will allow duplication without modifications. Split, which will split the work plans and divide them up into as many sections as you'd like, as well as deleting, which removes it entirely. Creating PTO days is straightforward. Begin as you would with any work plan, selecting a white box in the project list.
Choose the system created PTO project. PTO work plans default to a full day, but specific hours can be set by adjusting the hours field and clearing the all-day setting. Lastly, the send button is your go-to for sharing insights. It enables you to send a high-level overview of what your team members are working on for the coming week. This feature is invaluable for keeping stakeholders informed and facilitating team alignment. Thanks to Mosaic's ease of use, you can now get a lot more people into the conversation, which gives you real-time, accurate information. This is what we call collaborative resource planning, where everyone can plan and manage people and their projects more effectively together.