Capacity Calculation

Capacity calculation: highly anticipated and finally here! From now on, you can calculate the capacity of each user while planning Releases, Iterations, and Team Iterations. Finally, you will be able to see if a user is overloaded with tasks, or if they can take on more work in this particular iteration.

Capacity Calculation feature is an evolution of People Capacity views.

This will make it so much easier to plan your resources across one or many projects. We didn't forget those who work part-time, or those who are allocated by n% of their time for a particular project and period of time.

Available capacity will be summarized across one or many projects based on:

  • Remaining work days in a “work container” (Release/Iterations/Team Iteration)
  • Weekly available hours by user
  • User allocations, if there are any

Let’s dig into a few cases and see what it looks like.

Case 1: One Project, no Allocations

This is the easiest way to plan resources if you have one project and don't use allocations.

On Boards where you see cards grouped by users and Releases/Iterations/Team Iterations, you will notice a small box in the right corner of a cell. It shows the assigned effort and capacity of a person:

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When you move cards from the Backlog to a Release, the values for assigned effort and capacity are updated:

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Based on weekly available hours, we know that John works full-time, 8 hours each day. In August, we have 23 work days, so John’s capacity for July’s Release is 23*8, which equals 184 hours. When we assign a card to John, the system calculates assigned effort and compares it with available capacity.

On the next screen, you can see that John is overloaded for August's Release by 4 hours. It’s already easy to notice whether there is some spare capacity or an overhead. Cells with spare capacity are highlighted green, and cells with overhead are highlighted red.

To check the details of assigned effort and capacity, just hover your mouse over the tooltip in the right corner of a cell:

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If some supported cards are not being displayed on a board (perhaps there are some filters applied), and there is some hidden work assigned to you, the cell will show the aggregate sum of all assigned effort, including hidden cards.

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Case 2: One Project + Allocations

Let’s dig into a case with more than one Project and user Allocations.

John will be allocated to Project Irol System for 40% of his hours, and to Mobile Platforms for 60%.

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The John’s capacity for July for Irol System Project was immediately updated, 40% from 184 hours equals 73.6 h

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If at least one of the users is allocated to a Project you should allocate others as well. Otherwise capacity of users with missing allocation will be calculated with 0% availability. More infromation: How are Personal Capacity Limits Calculated?

Case 3: More than one Project + Allocations

Let’s now plan a Cross-Project Release (the scope can include work from one or more projects).

John’s allocations mean that he can dedicate 73.6 hours to Irol System and 110.4 hours to Mobile Platforms (40% and 60% accordingly):

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You can click on a few cards and see the sum of their effort. This is especially convenient when moving a few stories from the backlog!

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Case 4: Team Iterations

Teams and Team Iterations can be assigned to multiple Projects. Capacity and Assigned effort are calculated based on work that is included in a particular Team Iteration.

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Supported Entities

Work Scopes

Capacity and Assigned Effort totals can be calculated for work items assigned to Releases / Sprints (Iterations) / Team Iterations, and within each of the work scopes an independent calculation is performed.

Work Items

Capacity can be calculated for Effort of User Stories, Bugs, Tasks and Test Plan Runs.

It also works for Initial Estimates for Features and Epics if there are no child entities. In other cases they will be estimated by the sum of child entities’ effort. More on this: How Effort is calculated for high-level scopes of work

Data Source and Updates

Assigned Effort totals are calculated as sum of EffortToDo values of RoleEfforts collection. As soon as a progress of a work item increases, its assigned effort decreases. Assigned Effort of Done items is always 0. More information: How is Progress calculated for work items?

The value sums up the Effort ToDo values of the Roles under which the person is assigned to the User Stories. Say, hours of Developer effort only when the person is assigned as Developer and hours of QA effort when the person is assigned as a QA Engineer.

For example, a task is estimated as 5h for Developer role and 0h for QA Engineer role. You assign John White as QA Engineer to this task. Then in the People Capacity view the card of the task will be shown in the row of John White's assignments. However total assigned effort for John White in the row header will be still 0h.

Capacity values are calculated using amount of working days remaining till the end of work scope period (Release / Sprint (Iteration) / Team Iteration). For non-started periods the capacity values are maximal. When the work scope period is current (in progress), then capacity decreases day by day. For past work scope periods personal Capacity is always 0. More information: How are Personal Capacity Limits Calculated?

Known Limitations

If you have more than 500 cards in one cell, total effort will be calculated by the first 500.

Capacity is calculated in hours only. When you assign to a person entities having effort estimated in points, personal capacity is not decreased.

The calculations do not take into account planned start and end dates assigned to work items directly. Start and end dates of work scopes the work items are assigned to are used in calculations instead.

Parallel Releases, Sprints, Team Iterations do not affect each other when personal capacity limits are calculated.

Troubleshooting

Assigned Effort / Capacity labels cannot be enabled or disabled per view. The feature can be enabled or disabled only for the whole Targetprocess account. Contact our Support Team for assistance.

Assigned Effort / Capacity label is not shown in a cell when total assigned effort of the cards is 0.

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