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Types of planning

With Capacity Manager you can plan the work assignment of resources using three task types: "Fixdates", "Project assignments" and "Milestones".

Label Description
Fixdate Fixdates are project independant resource allocations. Make a fixdate for a desired period of time and allocate an employee for the whole time, half the time or a fix amount of time (per day).
Milestone (Not implemented yet) A milestone describes an employee goal which has to be realised until it´s till date with a certain budget.
Project assignment The assignment of a certain (constant) portion of the capacity of an employee to a part (or the full time period) of a project.

See the topics below to get further information.

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Fixdates

Creating a fixdate means that the resource will be allocated for this task the whole time, half the time or a fix amount of time. This causes the capacity calculator to completely ignore the allocated amount of time.

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Creating/Editing fixdates

  Label Description
Name A short description of the fixdate.
Customer Name of the customer (optional).
Employee Employee who is assigned to this fixdate.
Effort The effort (per day) for a fixdate. The amount of hours to be allocated when selecting fullday or halfday depends on the resources working hours, while selecting hour based necessitates to provide the hours per day manually.
From / Till Start and end date of the fixdate.
Temporary A fixdate can be marked as temporary, e.g. if a customer he has not yet agreed the date for a meeting. Temporary fixdates are shown in calendar in a special way and can be filtered separately (described below).
Valid till Temporary fixdate can have a valid till date, e.g. deadline when the decision if it will take place or not must be taken. If this deadline ist past, the fixdate will be marked as "outdated" by showing it in calendar in another special way and they can also be filtered separately (described below).
Comment An optional comment of the fixdate.
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Calendar view

There are three possibilities how fixdates are represented within the calendar.

Normal presentation of a planned fixdate.
If the fixdate is temporary, it will be displayed with "\" in the background.
If "validTill" is expired and the fixdate still is not agreed, it will be classified as outdated and displayed with "X" in the background.
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Fixdate filter and warnings

To get the calendar to only show fixdates just mark the corresponding checkbox within the task filter. The calendar will refresh automatically when clicking on any checkbox. You can choose to display just fixed, temporary or outdated fixdates. Of course you can mark all of them to see all planned fixdates.

Next to the task filter, you can see the warnings area which displays all warnings the current user is allowed to see. If the calendar just displays fixdates but nothing else, the warnings area still informs you about critical sections in your planning like the absenteeism of an employee (like illness) on a planned fixdate.

Since Max Mustermann is not available during the planned "Projectmanagement" through illness, this fixdate is more or less critical. You get this message in the warning area below.

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Administrate projects

Project master data

The project overview shows all important data about your projects. Some data must be entered and the others will be calculated by CapMan. See the table below to get detailed information.

Label Description
Name The projects name.
Customer The name of the projects customer (optional).
From / Till Start and enddate of the project. Assignments can be created within this time period only.
Plan state Identifies the project plan as final, preliminary or as a proposal for the management.
Effort The estimated effort for the project (see also creating project (5)).
Planned The planned hours is the summation of all capacities which are assigned to the project.
Buffer The buffer is calculated by planned hours less the effort.
Planning progress The planning progress represents the buffer in percent (planned devided by effort).
Worked The already worked hours on the jira project, meaning the sum of time booked on the issue assigned to the jira project.
Working progress This value represents the working progress in percent (worked devided by planned). So, this value is also only available for Jira connected projects
Creator The creator of this project entry.
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Creating projects

  Label Description
Name Name of the project.
Customer Name of the customer of the project (optional).
From / Till The time period of the project. Assignments can be created within this project duration only. If the project's end date is past, it will no longer be shown in the calendars project area (big picture (7)).
Plan State With the plan state you can mark your projects as final, preliminary, or as a proposal for the management. In the calendar assignments the proposed and preliminary projects will displayed with "\" in the background (according to temporary fixdates). As well, there is a separate filter option for temporary projects (in this case "temporary" means not final).
Total effort The effort which is planned for the project. By reference to this value the planning progress and buffer values of a project is calculated.
Comment An optional comment for the project.

Projects can also be created directly over the jira interface in the Jira project or version overview. See Synchronize Jira projects and versions with CapMan for more details.

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Project assignments

Project assignments allocate a certain constant capacity for each day of a certain time period to a specific user. Here it can be decided, if the resource should be allocated relatively (percentile) or absolutely.

Relative allocation Creating a relative project assignment means that the supplied capacity (in percent) will be shared over the not (by fixdates) scheduled working time within the choosen period of time. The real amount of hours also depends on the "working hours per day" in the resource's contract.
Absolute allocation Creating an absolute project assignment causes the supplied effort (in hours) spreading evenly over all working time within the choosen period of time, which is not scheduled by fix appointments (fixdates, absenteeisms or holidays).

The dialog for creating a project assignment supports the planner by directly transforming effort (in hours) to utilized capacity (in percent) and vice versa.

Of course it is not limited on one assignment per employee. You can create any desired amount of assignments you want to. In the following screen shot John Doe has two assignments on the project "My first project".

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Calendar view

As mentioned before you can filter tasks displayed at the calendar. For this purpose just proceed as explained in fixdate filter and warnings.

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Project warnings

Among other things you get warnings and information about projects in the warnings area. For example the choosen project below is not realizable. Click on more information to see the reason for this warning.

Jump to warning

  

In the context menu of the warning area you have the possibility to make a "Jump to" warning. This function can be used if the calendar does not display the project or fixdate warning because it´s in the past or future. With "Jump to" the calendar view refreshs and you can see the time section which caused the warning.

Workeroverstress warning

While planning employees on projects and fixdates it can happen that en employee is overstressed. This event is also shown in the warnings area of CapMan.

"Grundlast" projects

In most companies an employee can´t be planned at all of his work time on a special project or issue. So there is the possibility to work with special projects called "grundlast". You can also create more than one of these projects. Just mind that their name will start with "grundlast". As you can see at CapMan´s calendar, "grundlast" is already part of the filter. Choose this filter to see all employees who are planned on it.

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Jump to project

  

If you want to see the whole time span of a project just click on "Jump to" project in the context menu of the projects window.

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Absenteeisms

  

Absenteeisms can be created in "Common User Management". Further details are described at day types and bookings in Common Master Data Management. Notice that absenteeism entries affect CapMan´s capacity calculation.
With the task filter you have the possibility to filter absenteeisms as you can filter for projects or fixdates.

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Capacity calculator

The Capacity calculator is used to calculate the degree of capacity utilization of a resource in an arbitrary period of time. See the table below to get detailed information. Also the Capacity Report can be used to calculate the capacity for all resources at once.

FIELD DESCRIPTION
The employee, who´s capacity is calculated.
The capacity utilization of the employee for the choosen time period.
The number of days for the choosen time period less non working days (defined by contracts of employee for the choosen timespan) of the user will be multiplied by the users daily working hours.
The time the user is beeing absent because of public holidays (defined in calendar).
The time the user is beeing absent because of day type entries for this timespan (like vacations, illness days)
The plannable working time: The overall working time (field 3) minus holidays (field 4) minus absenteeisms (field 5).
The scheduled time for fixdates of this employee.
The scheduled time for projects of this employee.
The scheduled time for milestones of this employee.
The time remaining unscheduled: The plannable working time (field 6) minus the scheduled time for fixdates (field 7) minus the scheduled time for projects (field 8)
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Warnings

Warning system

The elaborated warning system shows problems with the planning situation. Resources might be allocated over their capacity, unrealizable projects and problems like being ill when a seminar is planned are shown also.
Ignored warnings are not displayed in the warning area by default. For this you have to activate "show ignored warnings".

Filter settings

You can edit your filter settings by click on the Edit filter settings button. In the new dialog you can configure which warnings your warnings filter should show. You can filter by warning level, warning type and/or worker.
The following example shows how you can filter your warnings by the user John Smith.

Filtered warnings

After a click on Apply filter you will see just data which you have choosen. In this example all warnings of John Smith will be shown. The filter contains now an additional information about filtered warnings.

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