Capacity and non-working days

Contents: 1 Introduction 2 Capacity modifiers 3 Capacity = 0 4 View resulting capacity 5 Capacity calculation 5.1 Individual Capacity 5.2 Individual capacity in portfolio boxes 5.3 Team Capacity 5.4 Capacity Details 5.5 Capacity pop-up elements 5.6 Capacity exceeds Workload Plan hours

Contents: 1 Introduction 2 Capacity modifiers 3 Capacity = 0 4 View resulting capacity 5 Capacity calculation 5.1 Individual Capacity 5.2 Individual capacity in portfolio boxes 5.3 Team Capacity 5.4 Capacity Details 5.5 Capacity pop-up elements 5.6 Capacity exceeds Workload Plan hours

Introduction

Capacity represents the number of hours a resource can contribute each day.

Capacity, in combination with task workload, makes it possible to monitor workload distribution and avoid over/under-allocation of resources.

Capacity modifiers

Capacity is based on a workload plan assigned to a resource.

Capacity is reduced by

Capacity is reduced by
Workload plan	Efficiency specified for a workload plan assignment
Holiday plan	Non-working days
Absence	entire day half-day

Capacity = 0

Capacity is zero when

Capacity is zero when
Workload plan	there is a non-working day in a workload plan (0-hour days) all workload plans have been removed from a resource
Holiday plan	a holiday plan assigned to a users marks a day as non-working
Absence	an whole day absence has been added for a user

View resulting capacity

Workload plans cannot be viewed in box modules. This information is available only in BigPicture Administration.

The resulting capacity can be viewed in the Resources module.

Make sure to adjust the view to match your needs.

Capacity calculation

The capacity of your resources is calculated based on Workload Plans and non-working days resulting from Holiday Plans and individual Absences.

Individual Capacity

The formula for calculating the capacity of an Individual Resource:

Individual capacity per day = sum of (working hours per day - team availability per day)

Currently, there is no validation of availability across different teams - as a result, the total availability across different teams may exceed 100%.

Capacity = working hours specified in the Workload Plan - non-working days (in other words, how much of total work can a resource do in a period. If Kate works eight hours a day, her standard workday capacity is eight hours. If Monday is a national holiday and she has a day off, her Monday capacity is 0h).

Calculation of individual capacity considers team members' availability across all teams - if a user is assigned 50% availability in team Agile, half of the user's capacity is allocated to the team effort. Her capacity as an individual is been reduced.

Individual capacity = Workload Plan value - Team allocation

If a resource is assigned to a team 100%, their individual capacity is synonymous with team capacity. So it's 100% (not 0h).

Individual capacity in portfolio boxes

Individual capacity in none scope boxes such as the root (Home) and portfolio boxes presents:

The user’s calendar capacity if the user is not assigned to any team.
The user’s calendar capacity if the sum of the user’s team capacities is greater than the user’s calendar capacity.
The sum of the user’s team capacities if the sum of the user’s team capacities is less or equal to the user’s calendar capacity.

Workload cell coloring is calculated based on the capacity selected above.

Collin is assigned to 2 different teams simultaneously. His team capacity is 40 hours per week because his work limit is 40 hours (calendar capacity).

Team Capacity

The formula for calculating the capacity of a Team:

Team capacity per day = sum of individual capacities of team members per day

Team capacity = 8h +4h (8h*100% + 8h*50%) = 12h

Capacity Details

After clicking on the capacity cell, you see a pop-up box containing information on the main factors that make up daily capacity:

Workload Plans
Efficiency
Holiday plans and their impact
Absences
availability in teams

Capacity details can be viewed directly in the Resources module. To use the functionality, set up the module data as follows:

You need to be in the Individual view.
Capacity has to be selected in the View dropdown.
Aggregation of the Time period has to be set to Daily.

Capacity pop-up elements

element	description

element	description
date	Capacity is always checked for a particular day - date information is listed in the top right corner.
working day/ day off	Information about whether a resource is working on a given day
Resource name and avatar
Capacity
Factors and Details	Relevant elements that lead to a particular capacity are listed.

Capacity exceeds Workload Plan hours

Such a situation is possible if the availability of a resource in teams exceeds 100% (across all Boxes in the App).

This situation is marked in the Resources and Teams module with a yellow border around an avatar.