User Capacity Demand and Allocation by Periods | Targetprocess - Enterprise Agility Solution

User Capacity Demand and Allocation by Periods

Requires the following solutions to be installed: User Availability in Periods -------------------------------------------------------------------------------------------------------------------------------------- Solution Overview The solution allows tracking the upcoming demand of people (individuals) for existing and forthcoming Initiatives, Projects, or any other Work Items (by default solution

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Requires the following solutions to be installed:

  • User Availability in Periods

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Solution Overview

The solution allows tracking the upcoming demand of people (individuals) for existing and forthcoming Initiatives, Projects, or any other Work Items (by default solution will be installed for Portfolio Epics), seeing people's availability, and balancing the available and allocated capacity within a specific time period. Such demand and capacity management approaches are applicable for very high-level planning when no work estimates are provided yet, and no lower-level items, such as features or user stories, exist. Planning is happening to roughly understand if we have enough people to do the given amount of work in the given amount of time or need to re-plan to avoid congestion and overloads. There are the following terms are used in the solution:

  • Periods – represent Years, Quarters, or Months depending on the time period you prefer to use for capacity planning. Year+Quarter+Month Periods solution needs to be installed in advance and the required amount of Years, Quarters, or Months needs to be generated.

NOTE: the solution uses the default period - Month Period. If you prefer to use Quarter or Year Period, please adjust the following automation rules and mashup to use the correct Period. See the instructions below (Solution Configuration).

Automation Rules:

  1. Set name for Work Allocation and Demands (Periods)
  2. Connect Demands to Availabilities for ConnectedUser (Periods)
  3. Generate Demands and connect Periods based on Planned Start / Planned End Date of Work Allocation (Periods)

Mashup:

  1. Configurable Dropdown User Allocation

  • Work Allocations – represent work demand defining for how long (Planned Start and Planned End Dates) and for which Percentage (%) we need a person to work on an item. We can define a specific person (Connected User) or create a work allocation without a person if we don' know who it'll be or if it's not important at the moment. There can be multiple work allocations for the same person with different % during different time periods.
  • Demand - represents demand for a specific Time Period, i.e. if capacity planning is happening based on a month period and a work allocation is planned for 3 months, then 3 Demands for each month will be created within this Work Allocation.
  • Availability - represents a User's availability within a given Time Period. It’s calculated automatically based on Demands for a User within a Time Period.

Solution Flow

To plan capacity and allocations of people, we first should create Work Allocations for a Portfolio Epic. It can be created either from a Portfolio Epic detailed view or right from the Demand Management dashboard. Define % of capacity requested, Planned Dates, and connected user if known.

When a work allocation is created, it’ll be connected to the respective Time Period (based on its Planned Start/End Dates), and Demands will be generated automatically for each respective Time Period. Demands inherit work allocation parameters, such as capacity %, planned dates, and a Connected User. Work Allocation will have “Requested” status by default. Other statuses are Rejected and Approved. You can define them when creating a Work Allocation or later when reviewing it.

When Work Allocations are created, we need to fulfill them by choosing the right people to allocate. It can be done manually (search for people who have the available capacity within the needed time period) and automatically (the system will find matching people and suggest them for a choice).

Manually:

  • See the Requested Demands (Work Allocations) on a Demands view.
  • Approve or Reject them by selecting the appropriate Status.
  • Use the list below to find an available person by selecting the requested Time Period, and requested capacity %. The system will show available people. Chose one of them to allocate to the requested Work Allocation.

 

Automatically:

  • Click the Connected Available User field to see people who are available for requested Time Period and capacity %.

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Check People Load

When creating new work allocations and choosing a Connected User right away, there is a chance to overload people. You’ll see a check-box Overloaded checked in case a person has been requested for more than 100% in total for all the work items (Portfolio Epics) where he might be needed.

People load is visualized on the People Load report. Here you can see who is overloaded and to who you can allocate more work for specific time periods.  Those ones who are overloaded (>100%) during a defined period will be highlighted in red, loaded for 100% in green, and underloaded (< 100%) in light blue.

Targetprocess Image

The load colors and the numbers, when people are considered over/under-loaded, can be adjusted in the People Load report in case they are different for your company.

3. Check where people are overloaded and fix the capacity load for overloaded people in one of the following ways:

  • Replace a person in case a person can be replaced.

  • Adjust work allocation %

 

  • Update Portfolio Epics Planned Dates

Solution Configuration

The following solution configuration can be performed to adjust the solution to your needs, as well as in case Work Allocations were already enabled in the account, so some of the solution configurations might not be applied during installation.

Automation Rules

  1. Set name for Work Allocation and Demands (Periods)


2. Connect Demands to Availabilities for ConnectedUser (Periods)

 

3. Generate Demands and connect Periods based on Planned Start / Planned End Date of Work Allocation (Periods)

Mashup

Configurable Dropdown User Allocation

 

 

Terms

Work Allocations can be renamed in Settings -> Processes -> Terms. It can be called Capacity, Capacity Demand, Capacity Allocation, or any other of your choice.

Quick Add

Go to Settings -> Quick Add, select Work Allocations, and make the following fields available and required in Work Allocations Quick Add:

  • Connected User
  • Planned Start Date
  • Planned Finish Date

To make a custom field Percentage appear in a Quick Add it needs to be required. It can be adjusted in Settings -> Custom fields, if not yet done.

When adjusted, Quick Add should look like at the picture below:

Integrations

See how Targetprocess aligns and empowers business and IT with the help of powerful integrations.

Targetprocess facilitates enterprise agility at all levels by enabling both Business and IT to work in one holistic solution. To help ensure value flow visibility and collaboration across the entire enterprise, Targetprocess allows a powerful set of integrations covering use cases for different levels and roles within organization.

For Transparency above the Team Level 
 
EXPAND 2 INTEGRATIONS

Azure DevOps
Azure DevOps
Add Targetprocess on top of the team level tool: get visibility on Product and Portfolio level.
Atlassian Jira Software
Atlassian Jira Software
Ensure free data flow from Jira to Targetprocess for greater visibility for all team members.

For Continuous Integration and Continuous Delivery 
 
EXPAND 6 INTEGRATIONS

Azure DevOps
Azure DevOps
Automatically associate branches and pull requests with Targetprocess entities
GitLab
GitLab
Automatically link branches and merge requests to Targetprocess entities.
GitHub
GitHub
Automatically associate branches and pull requests with Targetprocess entities.
Phabricator
Phabricator
Link code revisions with any Targetprocess entity.
Bitbucket
Bitbucket
Automatically associate branches and pull requests with Targetprocess entities.
Jenkins
Jenkins
Connect Targetprocess entities with work items, reflect issues back as Bugs or User Stories.

For Product Management, ITSM, Sales and Marketing to Stay on the Same Page 
 
EXPAND 5 INTEGRATIONS

Miro
Miro
Centralize unstructured communication on Miro’s online whiteboard inside Targetprocess.
Microsoft Project Server
Microsoft Project Server
Provide visibility into high-level goals and details about implementation for all teams.
Salesforce
Salesforce
Synchronize customer service, sales, the PM office, and development teams.
Zendesk
Zendesk
Allow all team members to collaborate on shared artifacts from customer service tickets.
ServiceNow
ServiceNow
Collaborate on shared work items, consolidate reporting across the entire organization.