Capacity planning

Die Agenturverwaltung allows us to define at the job how many hours of a specific employee I plan for my job per week, month or day.

The examples here refer to weekly planning. If you want to plan capacities in your company by day or by month please contact our support, we will switch the module for you: [e-mail]

Why plan capacities?

Planning upcoming efforts on the job helps answer the following questions.

1) Do the hours I will need from the team to implement my job fit my budget?

2) Which colleagues even have time to work on my job?

3) Are certain colleagues, teams or trades over- or underutilized?

4) What is the completion status of my job?

It is not suitable for describing a weekly plan with detailed tasks. For that, tasks.

The planning view on the job

Assuming we have an approved estimate in a job, our capacity planning initially looks like this:

No people are planned in this job yet, however we see that some hours have already occurred in the past (this value results from time tracking entries for this job). We also see how the hours incurred relate to the time budget that results here from our estimate.

If I add a person - here Maria Muster - I can see how many hours per week she is planned for my job and (smaller below) how many hours are still available to me at most for my planning in this job.

Important: The planning always refers to future periods (including this week) and is defined in weekly hours of a specific person for a specific job.

Now Maria has been scheduled for the next three weeks with 12 hours each.

Tip

You can navigate between the values using the arrow keys

I see in the progress bar below that 36 h are now planned for this job in the future.

If my planning were finished here, that would mean I have completed 66% of the job, which results from the 36 h still to come. In this case I would only need about half of my estimated budgets.

Next we add Rüdiger to our job.

Rüdiger is only available for 3 more hours in week 52 - he is on vacation, the week has a public holiday and he is also already scheduled on other jobs.

The field is highlighted yellow because less than 20% of Rüdiger's available capacity can still be used for this job.

I can still schedule Rüdiger with 8 instead of 3 hours on my job, but that means Rüdiger would have to work overtime in week 52.

Other views of the same data

Dashboard tile

Example of a user scheduled on two jobs

Team overview

How the utilization of the entire team looks is shown in the view under Reports > Team capacities

Jobs of a user

Which jobs a particular user is involved in can be displayed and edited in the "capacity planning" tab in the user management in the details of a particular user.