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Knowledge Base

Tutorials and tips


Working non-working days view

The Resources module can display data essential to manage your resources in a number of informative views. They are accessible from the "View" menu. One of the most basic is the bare "Working non-working days view", where you can have a quick overview of the resources that work or don't on a particular day in a monthly, quarterly of half-yearly scale. Holiday plans and workload plans are taken into account and are presented as grayed out for non-working days and holidays or white for working days. In the screenshot below it is clearly visible that Calvin and Julie work part-time on Mondays, Wednesdays and Fridays but Gordie works full-time.


Individual resource's capacity view

Adding another data layer from the "View" menu, namely the "Show capacity" it is easy to check how many hours your individual resources are working. Additionally the "Summary" row above displays aggregated view of all your individual resources' capacity represented as working hours. You can also chose weekly, monthly, quarterly of half-yearly scale.

Individual resource's tasks view

In this view it is comfortable to delegate work to your individual resources by moving tasks between resources.

Full individual resources view

But to make sure your resources are not over or under allocated as well as they have the time they need to complete the tasks you many want to enable the "Show allocation", "Show capacity" and "Show tasks" view to schedule start and end dates for the tasks to make sure you resources are optimally managed.


Individuals View Summary

As a brief summary at this point. Individual view represents a single Resource’s capacity according to their Workload Plans and Holiday Plans in each row. Bear in mind also that "Individuals with tasks" view represents only the Individual resources that have at least one task assigned to them in the given time scale displayed. That means that if a resource does not have tasks assigned it will not be displayed. There are other views available. A useful tip here: If in teams view a single team is chosen from the drop-down menu on the left then, after clicking the resource view button, the chart will show only the members of this team. The calculations are per single resource, consequently only the tasks that are assigned to selected resources are considered.

Let's also clarify the key terms used so far that are crucial for understanding how the Resources module works. Each resource has two values defined. One is Capacity (the number of hours they work on a given day, month etc.. depending on the Scale chosen), the other is allocation(the work assigned to the resource in the form of hours needed to complete the task which are divided equally between the days that the given resource has available). Additionally, there is Effort which is an estimate of how much work a given task requires to be completed. There are three available effort estimate modes: Original Estimate, Remaining Estimate (which also includes Logged Work) and Story Points.

Summing up, thanks to "Individuals" view you can easily see whether single Resource is over/under-allocated and thanks to Teams view you can easily see whether the same happens for the whole Team. Also Teams view is a very convenient module to assign tasks to teams and resources just by drag and dropping them from Unassigned Category which contains Tasks not assigned to any Resource (no matter whether they are assigned to a particular Team or not).


Teams View

There is also "Teams" view available to chose from. In Teams view each row represents a single Team used in the given Program (either local or global). You can understand it as 'team-centric' view.

Lets explain how numbers work. The numbers in the upper colored row represent the Teams effort as a number of the hours required to complete all the tasks for the current program calculated for a given time period which is chosen in the view menu. It can be a day, month, quarter or half year period.

The numbers in the lower row represent each Team's capacity expressed in hours calculated as a sum of capacities of Resources who are its members, multiplied by each member's availability in that Team.

Based on either Original Estimates, Remaining Estimates (which incorporates Logged work as well) or Story Points only the total effort is simply divided by the number of days or weeks or any other period chosen and the calculated amount of hours is assigned to each of the periods equally.




Example:
Team Knights consists of Wayne and Mike - Wayne is assigned to the team with 50% availability, whereas Mike - with 100% availability.
Both Wayne and Mike work full-time (in other words: capacity of each is 8h/day).
As a result Team Knights has capacity equal to 8h/day * 50% + 8h/day * 100% = 12h/day.

View options

By clicking on "View" dropdown menu, you are allowed to customise Resources view and determine what kind of data you want to see. The options that are available in menu are divided into three groups.

Select data displayed

Within the first group, you can select if following data on Resources module are displayed:

  1. allocation → 'Show allocation' 
  2. capacity → 'Show capacity'
  3. tasks → 'Show tasks'

It means that if you uncheck e.g. an option "Show allocation", system hides all rows with allocation data for all visible resources (Individuals/Teams) on Resources module. System allows you to display all data available or none of them (in that case system displays empty rows for visible resources).

Descriptions of the rows ('Allocation' and 'Capacity') that are visible by a particular resource are displayed when you move the mouse on a row with a resource concerned.


Expand/collapse all

Within the next group, you can decide if want to:

  1. expand all task sections
  2. collapse all task sections. 

It means that if you select an option 'Expand all task sections', system expands all resources (Individuals or Teams) and displays all tasks assigned to them. Otherwise, if you select an option 'Collapse all', system collapses all resources and hides all tasks assigned to them. Obviously you still have a possibility to expand a particular resource to display the tasks assigned to. 

Additional options

Within the last group, you can select if following data on Resources module are displayed:

  1. Cross-program tasks → 'Show tasks from all Programs' 
  2. Warnings info (related to resource tasks) → 'Show warnings'. 

Bear in mind, that in order to see cross-program tasks or warnings in Resources module, you basically need 'Show tasks' option selected.

Scale and aggregation

Scale

There are 4 scales to choose from: week, month, quarter and half-year.

In quarter and half-year there is not enough space for allocating numbers, so only coloring is visible. To change the period, simply click the << < or  > >> arrows at the top. Selecting "Today" will default the view to the current day. Like in all other parts of BigPicture, Quick filters are available.

Changing the view results in recalculating the numbers for the new time period. To make it more convenient allocation numbers are colored to show allocation status. If the number of hours representing allocation falls between 75-100 % of the teams capacity than the background color is orange. When the workload exceeds the capacity the color changes to red to signify overallocation and if it is below 75% it turns green. The calculations take into account the Holiday plans and Worklad plans.

Aggregation

There are 3 modes to represent the resources Effort and Capacity. These are Daily, Weekly and Monthly. If for example you want to look at the whole month broken into weeks than the right viewing options are : Time period - Month and the Aggregation mode - Weekly. These settings will show you the weekly allocation effort and weekly capacity for each week of the chosen month.

Effort Modes

Effort modes are discussed in separeate page. You can find it under this link: Effort Modes

Tasks to Teams Assignment

It is absolutely essential to understand that if a Task is assigned to Team Knights, its required effort will appear in Team Knights row but if a Task is assigned to a member of Team Knights BUT NOT to Team Knights itself, it will fall into Unassigned Tasks. Our plugin offers two ways to assign tasks to teams. You can either use labels field in the form of label hash TEAMCODE; "team#WIT"


or select Team task field in Resource configuration menu of the Jira Add-ons Administaration.




Warnings Info

To see additional information about errors in configuration our plugin provides a Warnings function. Please note that by default it is NOT switched on.



Once it is ON the misconfiguration wornings will be represented as red box around the task along with a popup box warning appearing after a click on the misconfigured task, a small exclamation warning sign or both depending on the problem.


For example if by any chance your a task is assigned to a team which does not belong to the program it will be shown along with its team but with the warnings described.

Task duration

To see a Resource tasks simply click the arrow on the left side of the resource to expand additional data:


You will notice that the tasks themselves look identical to the Gantt. The truth is, Resources is the Gantt, just with rows for specific teams or people instead of only tasks. Resource window and Gantt Chart are synchronized. Any change of task length, start or end date in Resource window is mirrored in Gantt Chart; task  length, start or end date changes on Gantt Chart are mirrored in Resources window.

You can make changes using drag and drop, not only to the left and right, but also between resources. Dropping a task to a resource's row will assign this task to that person in JIRA. Doing so from the Unassigned row is the fastest way to quickly assign tasks to team members.

However, apart from the task length there is also a numbered row.

Capacity

A common use case for Project Managers is to look at Resources from a high-level scale looking only at the colors. Once they spot a red patch (indicating over allocation), they drill into this particular period.

Cross-program view

Last but not least, Resources has an option to show allocation across all Programs using the Show tasks from all programs option from the View menu. Please note that this is a part of the BigPicture Enterprise (read more about Enterprise Features).

HIGHLIGHTS



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