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Quickstart to the Capacity Manager module

This is a quick feature overview for the Capacity Manager (in short CapMan) module. See the chapter Capacity Manager in our Documentation part for a detailled description.

With CapMan you plan the jobs of your workforce. The capacity for each resource you plan is relative to the respective contract (be it a part or full time engagement), to the calendar (spotting out holidays), to the planning of absenteeisms (like illness or vacations). You can express your plans twofold: Plan fixdates or project assignements. You will find information about plans that are not realizable due to planning conflicts.

  

Contents

Powerful graphical wallchart - Arbitrary Periods

Within CapMan all appointments and tasks that are planned for users (resources) and optionally also absenteeisms (leave days, illness days, ...) will be shown in one central place - the wallchart. To provide the optimal overview within a certain context, the calendar can be displayed in any zoom-level and the listed resources can be filtered.

Month View

Quarter View

Year View

At the same time, most of the planning actions can be done from within this view.

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Report the capacity of your staff on one click

By calling our Capacity Report you will find the current workload for a choosen period of time with one click:

Even more - you see all places, where you could possibly reach out for more, be it the resources Absentisms or the portions of already planned capacities.

Simple planning method

For the planning of resource allocations, a very simple but flexible and maintainable model is offered. Just decide if you want to plan fixdates or project assignments.

Fixdate Planning

  • The fixdate planning type represents a task for a single resource, which could last a fix amount of hour for several days.
    Typically this will a "a full day of capacity" but any amount of hours is fine.
    These fixdates are project independent tasks and can be used for training, vacations, corporate meetings and so on.

Planning of Project Assignments

  • The other planning type is a project assignement.
    This is a task with a planned effort over a period of time with a planned resource assigned to it.
    These assignment can either be fixed (e.g. 50h in 2 weeks) or floating (e.g. 50% for 4 weeks).

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The data behind the plans

(Capacity) Contracts per user

For any resource in the system, you can maintain an arbitrary number of contracts like this one:

With this feature you can decide

  • how much time per day (Working Hours)
  • and on which day of the week (Weekdays)

the resource is able to supply capacity to your plans. At the same time you can typify your resources by Contract Mode or Employment Type and you can choose to maintain an account of a certain amount of vacations (Leave Days) for the resource.

Calendars per user

You can assign a distinct "holiday calendar" to each of your resources if needed. This example shows you typical entries of a calendar for german holidays in english language.

You can also add entries with a duration of more than one day. Entries can be of type holiday (i.e. no working time needed to report on that day and no capacity given on that day) or marker day (i.e. the days are just shown as some "special day" in a certain color but fully usable for the workers).

Absentisms per user

With our powerful concept of abstract Day Types you are able to define days with their special behaviour towards all modules of AgilePlan. Speaking for Capacity Planning in CapMan, we are interested in such types of days, that are Absentisms in the sense of capacity of the resource - might it be Flextime, Illness or normal leave days. Book days of such types against your resources to manage their capacity.

With simple database integration you are able to import your elsewhere already managed data into our absentisms booking system.

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Maintaining Projects

From the point of view of CapMan, projects are very simple entities. They have a relevant time period From Till , they need to be staffed with a certain capacity Effort and within this job they can report a certain Planning Progress.

"My first project" is a very new project which has just started, so there is no time booked yet and you don't see numbers in the worked and working progress columns yet..
Still Planning progress says to you, that this project has been given enough capacity - it ordered 100 hours, and 128 hours have been reserved, so there is a Buffer of 28 hours.
When using Capacity Manager as a standalone system, this is all you need to maintain.

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Living Capacity Plans

The full power comes into place, when you use Capacity Manager in combination with a Time Tracking System like AgilePlan Time Tracking or even Atlassian Jira's native Time Tracking.
We cite aboves screenshot again and have a closer look:

It also shows a certain Working Progress. This is possible, when the planning project of CapMan is connected to a place, where the corresponing working time is reported. This is what we call Living Capacity Plans (recognizable by the linked icon).

"Paracode" project exists some more days, you can see 152 hours already booked via Time Tracking in column Worked shown in red.

  • Because this amount of work is still lower than has been planed, it is highlighted in red.
  • In column Working Progress you see the percentage of work progress against plan so you find a 86% of work done (152h) against a plan of 178h.
  • Even more Planning progress reminds you, that this project still ordered more capacity (240h) whereof only 178h (74%) are already reserved in Capacity Manager. 

You can always decide to synchronize your plans with Time Tracking data or just leave them standalone not having theses benefits. 

Even more, with this feature, you can see the daily progress of work:

This report shows you, that Christian should work about 800 hours between 03/12/12 and 12/14/12 on a certain project.

The report was called on 04/24/12, so the plan knows, he should have worked around 128 hours by now for a linear progress of work on that project. But he has worked only 96 hours by now. So he has to catch up on a delay of about 30 hours.

No problem currently, there are months left to do so.....

Powerful plan validation

To allow an effective planning, the Capacity Manager supports you with an advanced warnings system. It will inform you of inconsistent plan data, e.g. overlapping tasks, unrealizeable projects, a resource has to much workload, etc.

You will find detailled information directly within any warning and with the Jump To feature you are able to zoom your wallchart directly on the problem's position:

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