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Tutorials and tips

Knowledge Base

The Resources module can display data in one of a chosen view: Individuals or Teams. Each resource has two values defined. One is Capacity the other is alocation. Thanks to Individuals view you can easily see whether single Resource is over/underallocated 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



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.

Individuals View

Individual view represents a single Resource’s capacity according to their Workload Plans and Holiday Plans in each row. A useful tip here: If in teams view a single team is chosen from the dropdown menu on the left then after clicking the resource view button the chart will show only the members of this team. The calculatios are per single resource consequently only the tasks that are assigned to selected resources are considered.

View options

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 there 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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