Capacity report for individuals

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. It can focus on records as small as features, or as large as strategic initiatives.

The capacity report can be used to visualize the workloads of individuals or of entire teams. In this article, we will focus on individuals. 

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

Click any of the following links to skip ahead:

Enable the capacity report

To use the capacity report, first you need to enable capacity planning in your workspace by navigating to Settings ⚙️> Workspace > Capacity planning. You will need to be an owner of your workspace to enable the capacity report, though users with any permissions level can use it.

Capacity planning in Aha! lets you select Time or Story points as your default Units for estimates. To use the capacity report, select Time. Click Update 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. Since we are focusing on capacity planning for individuals, select Individuals from the Individuals Teams toggle.

aha-capacity-individuals.png

The capacity report for individuals looks at the work that your team has committed to. At the top left of the report, you can choose the record type you want to examine using the Record type dropdown — features, epics, or initiatives.

Use the filters at the top of the report to focus it to the exact PeopleWorkspacesRelease settings, or Initiative timeframes you want. You can also click the Calendar button to adjust the report's date range, or add filters to your report. If you want to add a quick basic filter, hover over the filters bar and click the Add filters + icon. If you want to add advanced filters, click the Edit filters icon. 

On the left side of the capacity report you will see a list of Aha! users with access to your workspace. Any record 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 record 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 records. You may choose to add an Estimate to records that you think will be resolved before their due dates. 

At the bottom of the report, the Unassigned section will display records 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, records 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 — records 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 records 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 records in that month.

aha-capacity-report-timeline-view.png

In the Timeline view, you will see a list of records assigned to a user along with scheduling information about them — their Start datesDue dates, and Estimates. Click on the Record name to open the record'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 record'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 record's Start date and Due date, the capacity report will assume that work on that record will begin on the Start date  as long as no other higher-ranked records 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 record's Start date and Due date, the capacity report will still tell you how many extra days' work the record needs. But it will not update to show you work completed in the colored progress bar as you log work on the record. 

The Timeline view shows you every day in your selected month and how your scheduled records play out throughout the month. You can hover over each day in the month to see how much work is planned for a given record 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 record is scheduled but when no work is planned. Weekends, for example, will be this color.
  • Blue shows when work is planned on a record. 
  • Green shows work completed. 
  • red border around a scheduled record shows that it is in conflict — either with another record 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 assumes that each user will have one record (feature, epic, or initiative, depending on the Record type view you select) in progress at any given time (i.e. that your team works on records 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 record whose Estimate is longer than the scheduled time available to it (the time between the record's Start date and Due date). 

aha-capacity-report-over-scheduled.png

To resolve this conflict: 

  • Expand the scheduled time available by adjusting the record's Start date or Due date
  • Reduce the Estimate for the record. Depending on the complexity of the record, this may require a discussion with the record's 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 records that overlap with each other. Remember, the report assumes a user will work on one record at a time — so scheduling a user to work the whole day on two records will trigger an over capacity warning. The report also assumes that a user will work on records in order of rank — so if two records have the same Start date, the one higher on the list will be started first. 

Note: To see a record's rank, navigate to Features > Board for features or epics, and to Strategy > Initiatives for initiatives. 

  • Features and epics 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.
  • Initiatives are ranked by their order on the initiatives board. The higher the order, the higher the rank.

aha-capacity-report-overlapping-features.png

To resolve this conflict, make sure that each record 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 record. 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 record at a time and start with the higher-ranked record first, the capacity conflict is with the third feature in the list. 

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 records.

aha-capacity-report-unscheduled-work.png

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

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

Once you have scheduled a record, 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. You can share it with your stakeholders by selecting one of the export options under the Share menu 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, export it to PNG image or PDF document.

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