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

The diagram below illustrates the mechanics of the algorithm differentiating between working and non-working days.

Individual Capacity

The formula for calculating 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 Kate is assigned 50% availability in team Agile, her capacity as an individual for a standard workday mentioned above is four h. Team Agile gains four h of capacity. In other words, half of Katie's capacity got allocated to the team effort. Her capacity as an individual has been reduced). 

Team GT1 has two members. Each of them works eight hours a day, but their team availability differs. 


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).



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 = 0

Capacity is equal to 0 when a resource is unavailable on a given day (because of Workload Plans, Holiday Plans, or individual Absences).

Capacity can equal 0 for an individual or a Team.

In that situation, in the Resource grid (resources module) and the Resource Panel (Gantt module), the App uses the following algorithm (applies only for tasks that have automatic contouring mode):

  • the task effort is distributed between non-working days of the resource if all days from the task's period are non-working days (sum of capacity from that period is 0),
  • The task effort is not distributed between non-working days of the resource if only a part of the task's period consists of non-working days (sum of capacity from that period is >0).
    In that case, task effort is distributed only between working days.

As a result, if capacity (of a resource or a team) is 0 and there are some tasks with effort estimation in that period:

  • in the Resource grid, the Workload cell is red, and it displays Workload distributed according to the above algorithm.
  • In the Resource Panel, the Workload cell is visible, red, and displays Workload distributed according to the above algorithm.
In the example below, Capacity of a resource = 0 (because of a week-long absence)

But the workload is distributed because the resource is absent for the duration of an entire task.


This algorithm is useful to present resource overload in the following cases:

  1. "Incorrect" allocation of a Resource to a Box (Availability of a Team Member is not matched with the task assignment of this Member in this Box, e.g., Availability=0%).
  2. Tasks are assigned to a Resource with a long absence (e.g., sick leave, maternity leave, etc.)
  3. Team has no Members

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:

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

elementdescription
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.

Factors

The window with capacity details is divided into sections representing each factor - some sections are not shown if they are irrelevant in a given case.

  • Workload Plan and team memberships sections are shown only if there is no Absence and nothing is planned in the Holiday Plan that would make that day a day off.
  • Absences section is shown only if there is an absence planned for that day.
    • The user is not informed about the absence type and comments attached, as it might contain personal data. Details are available in Administration.
  • Holiday Plan section - shown only if something is planned for that day in Holiday Plan; if it is a regular day, the section disappears.

For example, when capacity = 0, you see the factors that lead to this result.

Case 1: Absences

case 2: workload plan (resource doesn't work the weekends.


Team memberships are influenced by filters on the Resources module:

  • Team XYZ members (team filters)
  • All team members
  • Individuals with tasks

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). Read more

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




To calculate the "Capacity allocation" and "Work progress" total, the system imports the number of hours per day and hours per week from the global Timetracking configuration of the host platform.