User Availability in Periods

Requires the following solution to be installed:

• Years, Quarters, Months, Weeks and Days (4fb0e9dd-40e7-4dd2-ba10-548b86ecebeb) 

Requires the following solution, if you do capacity planning based on a Custom Period:

• Custom Period Enablement (73f495ed-64e6-43dd-8958-dc43f7afb6b7) 
• Demand and Allocation by Custom Period (b6de9541-35bb-4aad-8679-53b5fa6f5eab) - please follow the description in this solution to enable Demand and Allocation solutions by Custom Period.

It is a component for the following solution:

• User Demand and Allocation (e683fdf5-c716-43fa-8d42-05ce4415b889)

Note: Availabilities can only be generated for one type of Period: Year, Quarter, Month, Week or Custom Period.

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Solution Overview

The solution is used to track people Total, Reserved and Available Capacity per a Period: such as Year, Quarter, Month, Week or Period. It allows (with additional solutions installed) to see how much capacity a person has based on their planned Work Allocations or/and Times Off (Vacations, Sick Leaves, Public Holidays and Overtimes) during a period. It generates Availabilities for each User for the defined period, and allow to see Total, Reserved and Available Capacity per a Period.

After solution installation, a new tab Availabilities will appear on a User view. It will have no data in the beginning, so Availabilities need to be generated (please see the description below).

Total Capacity is set automatically and equal to 100% representing total User capacity available during a Period.

There are several ways to calculate Reserved Capacity:

1. It can be calculated automatically based on Work Allocations created for a User. Let's say a User is allocated to a Portfolio Epic from April to August for 100%. Then the Reserved Capacity for these months will be 100% and Available Capacity - 0% (User Capacity Demand and Allocation solution enables this)
2. It can be calculated based on Time Off taken by a User. For example if a User takes a vacation for a week during May, his Reserved Capacity will be calculated based on a vacation duration and number of working days in a month (Vacation Consideration in Capacity solution enables this)
3. It can be calculated based on both - Work Allocations and Vacations (solutions from 1 and 2 need to be installed).
4. Reserved Capacity can be entered manually. To enable this you need to make Reserved Capacity custom field non system (editable) in Settings -> Custom Fields. Now you can enter Reserved Capacity right from a User view.

Available Capacity will be calculated as Total Capacity - Reserved Capacity and show how much capacity is available.

Solution Configuration

1. Install the solution from the Solution Library
2. Go to Settings -> Automation Rules
3. Open one by one the following rules and set the rule parameters:
   • Generate Availabilities for ConnectedUser (Periods)
   • Generate Availabilities when a new User is created
   • Set Connected User Availability Name
4. Click Raw JSON View
5. Customize the rule parameters:
   •  periodType – defines for which period you do capacity planning. Set it to YearPeriod, QuarterPeriod, MonthPeriod, WeekPeriod or Period.
   • useIsActive – true will generate Availabilities only for active users, false - for all users on the account
   • availabilitiesQuantity  – limits the Number of Periods we want to generate Availabilities for. It is set to 999 to cover all existing periods in future, but mostly used for solution testing purposes. Let's say you would like to see how the solution works without generating thousands of Availabilities for each User for each Period first. Just leave the number as set by default if you are sure you need this solution.
   • generateAvailabilitiesForPastPeriods – controls generating Availabilities for only current and future periods or for the past as well
6. Enable and open the following rule:
   • Generate Availabilities for ConnectedUser (Periods)
7. Click Save and Trigger Now button

Note 1: Rule will be triggered automatically on a weekly basis to generate more Availabilities to match the defined (or for all the available future Periods) in the rule parameters number.

Note 2: You may see Set Reserved Capacity to 0 for Availability rule throwing errors. Just leave it for some time. It'll start processing normally after it and will set zeros to the Reserved Capacity field.

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Version 3.0