Capacity report

Every team working together to meet ambitious goals needs to answer the following questions: 

  • Can we complete the most important work items with the people we have available?
  • Is anyone overbooked or underutilized?
  • How would rescheduling work affect a person's capacity and the overall plan?
  • What work is unscheduled or unassigned — and who has the capacity to take it on?

You need to be able to report on your team's capacity so you can make informed decisions about changes that affect your roadmap and the opportunity cost associated with them. The capacity report is the perfect tool for this.

You will need to be an owner of your workspace to enable the capacity report, though users with any permissions level can use it.

Click any of the following links to skip ahead:

Note: The capacity report is hidden until at least one workspace in your Aha! account enables capacity planning

Enable the capacity report

To use the capacity report, first you need to enable capacity planning in your workspace by navigating to Settings > Workspace > Configure > Planning.

Capacity planning in Aha! lets you select Time or Story points as your default units. To use the capacity report, select Time. Click Update workspace configuration to save your settings. 

After you enable capacity planning, customize your menu navigation to enable the capacity report. Once done, you will see the option to select the capacity report in Roadmaps > Capacity

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Visualize your team's capacity

Let's start by orienting you with the report itself. The report will start on the capacity view — the view that shows you your team's capacity by user and by month. 

aha-capacity-report.png

The capacity report looks at the features that your team has committed to. Use the filters at the top of the report to focus it to the exact PeopleWorkspaces, or Release settings you want. This may include or exclude parking lots and completed releases. You can also click the Add filter button to add more filters and the Calendar button to adjust the report's date range. 

On the left side of the capacity report you will see a list of Aha! users with access to your workspace. Any feature assigned to a user will appear in that user's row — either by month in the report itself or in the Unscheduled work section below the user's name. 

On the right side of the capacity report, you will see each user's capacity per month. Any feature assigned to a user that has a Start date and Due date will contribute to that user's total monthly capacity — the report calls these Scheduled features. You may choose to add an Estimate to features that you think will be resolved before their due dates. 

At the bottom of the report, the Unassigned section will display features that have been scheduled but lack an assignee. Just like the other rows in the capacity report, you can see a link here to Unscheduled work — work that, in this case, is both unscheduled and unassigned. 

Hover over any cell in the report to see the capacity for that user in that month, in days. Click any month to see the Timeline view, and click on any user's Unscheduled work to see the Unscheduled work view. We'll discuss both views in the next sections. 

Finally, you will see a few different colors in the capacity view

  • Grey shows that a month or part of a month is available — that the user has untapped capacity that month. 
  • Blue shows that a month or part of a month has planned work in it — that is, features assigned to that user whose Start dates fall in that month. 
  • Green shows that a month or part of a month has completed work in it — features that were assigned, scheduled, and completed. 
  • Red shows that a user is over capacity in a given month. They either have more work than they can be expected to complete in the month or they have features whose Start datesDue dates, or Estimates conflict with each other. 

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Resolve capacity conflicts

The capacity report shows you at a glance where members of your team are over capacity. It gives you the tools to resolve conflicts right on the report. If you see red on a month or you notice that the total capacity percentage for a month is over 100%, it's a sign that there is a capacity conflict. Click on the month you want to work on to open the Timeline view for that user's scheduled features in that month.

aha-capacity-report-timeline-view.png

In the timeline view, you will see a list of features assigned to a user along with scheduling information about them — their Start datesDue dates, and Estimates. Click on the Feature name to open the feature's detail drawer and edit it or click on any of the scheduling fields to edit those. 

Note:

  • If you do not enter an Estimate, the report will calculate one for you based on days between the feature's Start date and Due date. You can also adjust those dates to adjust your estimate. 
  • If you enter an Estimate that is shorter than the time between a feature's Start date and Due date, the capacity report will assume that work on that feature will begin on the Start date  as long as no other higher-ranked features have the same Start date — and end when the Estimate is complete. 
  • If you enter an Estimate that is longer than the time between a feature's Start date and Due date, the capacity report will still tell you how many extra days' work the feature needs. But it will not update to show you work completed in the colored progress bar as you log work on the feature. 

The timeline view shows you every day in your selected month and how your scheduled features play out throughout the month. You can hover over each day in the month to see how much work is planned for a given feature on that day.

The timeline view also includes colors that are similar to those you saw in the capacity view: 

  • Light blue shows when a feature is scheduled but when no work is planned. Weekends, for example, will be this color.
  • Blue shows when work is planned on a feature. 
  • Green shows work completed. 
  • red border around a scheduled feature shows that it's in conflict — either with another feature or because there is not enough time to complete the work planned in the scheduled time.

Before we resolve two common capacity conflicts, it's useful to consider a few assumptions that the capacity report makes:

  • It assumes that each team member works for eight hours every day.
  • It assumes that each team member works five days every week (M-F). 
  • It assumes time-based estimates — in minutes, hours and days. Unless you specify otherwise, it will assume that an estimate is in days. So, for example, it will interpret an estimate of "1" as "1 day." 
  • It currently visualizes capacity for features only. We plan to expand the report to support more record types in the future. 
  • It assumes that each user will have one feature in progress at any given time (i.e. that your team works on features serially, not in parallel). 

With those assumptions in mind, we're ready to resolve capacity conflicts. Here are the two most common conflicts you will face.

A user has too much work assigned to them

In this scenario, when you click on the timeline view for a user in a given month, you will see a feature whose Estimate is longer than the scheduled time available to it (the time between the feature's Start date and Due date). 

aha-capacity-report-over-scheduled.png

To resolve this conflict: 

  • Expand the scheduled time available by adjusting the feature's Start date or Due date
  • Reduce the Estimate for the feature. Depending on the complexity of the feature, this may require a discussion with the feature assignee. 

A user has scheduled work conflicts

In this scenario, when you click on the timeline view for a user in a given month, you see features that overlap with each other. Remember, the report assumes a user will work on one feature at a time — so scheduling a user to work the whole day on two features will trigger an over capacity warning. The report also assumes that a user will work on features in order of rank — so if two features have the same Start date, the one higher on the list will be started first. 

Note: To see a feature's rank, navigate to the features board. Features are ranked within a release (the higher the order, the higher the rank) and between releases (the earlier the release date, the higher the rank). Releases on the features board are organized left-to-right by release date.

aha-capacity-report-overlapping-features.png

To resolve this conflict, make sure that each feature has enough unallocated days to complete its planned work estimate before its Due date

To do this, look at the colored progress bars for each feature. In the screenshot above, you can see that the first feature's Due date overlaps with the second's Start date, but since only one feature has planned work on that day, there is no capacity conflict. 

However, the second and third features both plan to start work on the same Start date. This is a conflict. Since the capacity report assumes that the user will work on one feature at a time and start with the higher-ranked feature first, the capacity conflict is with the third feature. 

Our options are to: 

  • Shift the Start date for the third feature to a day where the user has no other planned work and extend the Due date so that there is enough time to complete the Estimate. In this example, Thursday the 6th would work, though technically two features are scheduled for work on that same day — so if they are not completed during their planned days, this could become another conflict. 
  • Shift the Start date for the third feature to a day where the user has no other planned work. Also change the Due dates for the other two features to that no other feature is scheduled for work on that day. 
  • Change the Estimates for any of these features so that periods of planned work do not overlap.
  • Assign one or more of these features to other users. 
  • Change the rank of the features to prioritize which feature should be worked on first. In a scenario where one feature's Due date overlaps with a higher ranked feature's Start date, changing the features' rank would resolve the conflict. 

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Resolve unscheduled work

In addition to the capacity view and the timeline view, the capacity report has one further view: the unscheduled work view. You can access this view by clicking the Unscheduled work link beneath any user's row, including the row for Unassigned features.

aha-capacity-report-unscheduled-work.png

Features show in this view if they lack both a Start date and a Due date

  • Click a Feature name to open the detail drawer for a feature. 
  • Use the Duration section to enter a Start date and Due date for a feature.
  • Use the Estimate section to enter an effort estimation that differs from the feature's Duration. If you leave this blank, the Estimate will equal the Duration
  • Use the Assignee section to change the feature's Assignee

Once you have scheduled a feature, it will appear in both the capacity view and the timeline view of the report. It will contribute to a user's capacity calculations if assigned to a user.

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Share your capacity report

Once your capacity report is ready, click Save to name it, save it, and adjust viewing permissions.

Then you can easily share it with your stakeholders by selecting one of the export options under the More options button on the top right of the page. 

  • To fold your report into a presentation, select Add to presentation. In your presentation, you can select the report's update frequency.
  • To invite people outside of your Aha! account to view your report, select Share as webpage
  • For a static version of your report, select Save as image or Save as PDF.

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