Note: This article discusses functionality that is included in the Enterprise+ plan. Please contact us if you would like a live demo or would like to try using it in your account.

Aha! Roadmaps | Capacity report for teams (Enterprise+)

Complex, multi-team projects do not come with a crystal ball to help you avoid capacity conflicts — but the capacity report comes close. The report aggregates all the estimates you have entered on records and visualizes your teams' workloads, according to the scenario you select.

Like the capacity report for individuals, you can use the capacity report for teams to get a sense of how your plan might play out in reality, and resolve capacity conflicts well before they threaten your teams' ability to complete work. Choose a scenario that visualizes your teams' capacity in either hours or people to get a deeper understanding of the level of effort necessary to reach your strategic goals. You can also run the report multiple times to get a sense of multiple capacity scenarios

Note: If you have not yet configured capacity planning for teams in your Aha! Roadmaps account, we recommend starting with that step.

Click any of the following links to skip ahead:

Enable the capacity report

To use the capacity report, first you need to enable capacity planning in your Aha! Roadmaps account, which can happen one of two ways.

Enabling either type of capacity planning will enable the capacity report across your account. Users with any Aha! Roadmaps user permission level can open the report by navigating to Roadmaps → Capacity.

Note: If you do not see the capacity report in a workspace, you may need to customize your menu navigation.

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The capacity view

Let's start by orienting you with the report itself. The report will start on the capacity view — the view that shows you your teams' capacity by team and by month. Since we are focusing on capacity planning for teams, not individuals, in this article, click the Teams toggle in the upper left if it is not already selected.

The capacity report for teams looks at the advanced estimates you have entered on records throughout your account and visualizes your teams' capacity to complete work on time. You can visualize these estimates in hours or people, depending on the estimation unit that your active scenario uses.

Remember, advanced estimates are just that — estimates of the effort you think the work will require. This is where your active scenario configuration becomes useful. The capacity report for teams visualizes your teams' workloads based on the active scenario configuration you have selected so you can see how one version of your plan might play out in real life. You can look at your plan from multiple perspectives (for example, using a scenario focused on hours of effort and then a scenario focused on the people necessary to complete the work) or run multiple "what if" scenarios to see how different constraints affect your teams' capacity.

Report configuration

At the top left of the report, choose the record type you want to examine using the Record type dropdown — features, epics, or initiatives. Depending on your workspace type, you may also see "activities" in your workspace.

Use the filters at the top of the report to focus it to the exact Scenario, Team, Workspace, and, depending on the Record type you select, the Release settings or Initiative timeframes you want. You can switch between scenarios to view different implementations of your plan.

When you save a report, the filters save as well — and this is important in the case of scenario configurations. If you share a saved capacity report with another Aha! Roadmaps user, the report will show information for the Scenario you have selected, regardless of their active scenario configuration. This way, you can collaborate on the same data.

Note: Depending on your workspace type, you may also refer to the Release settings filter as the Schedule settings filter.

You can also add filters to your report. If you want to add a quick basic filter, hover over the filters bar and click the Add filters + icon. If you want to add advanced filters, click the Edit filters icon.

Teams and team capacity

On the left side of the capacity report you will see a list of the teams available in the workspace(s) you have selected. Any record that has an advanced estimate for a given team will appear in that team's row in the capacity report, either by month in the report itself or in the Unscheduled work section below the team's name.

On the right side of the capacity report, you will see each team's capacity per month in hours or people (depending on what units your selected scenario uses). Any record with an advanced estimate for a team that has a Start and End date in the advanced estimate's Duration will contribute to that team's total monthly capacity. The capacity report calls these Scheduled records.

Unassigned work

Down at the bottom of the list of teams, you will see the Unassigned section. This section shows records that do not yet have Durations or Estimates in your currently selected scenario. Use this section to assign out, estimate, or schedule work.

Note:

  • Remember, an advanced estimate's Duration may be different than the record's Start date and Due date, if the Duration field is set to Enter manually.

  • If the Duration field is set to Enter manually, adjusting a record's date on the timeline view adjusts it only for the active scenario configuration.

  • If the Duration field is set to Copy from record, you must adjust the record's Start and Due dates. You cannot edit estimate Duration dates on the capacity report.

Use the capacity view

Hover over any cell in the report to see the capacity for that team in that month, in hours or people. Click any month to see the Timeline view, and click on any team's Unscheduled work to see the Unscheduled work view. We'll discuss both views in the next sections.

Finally, you will see a few different colors in the capacity view.

  • Grey shows that a month or part of a month is Available — that the team has untapped capacity that month.

  • Blue shows that a month or part of a month has Planned work in it — that is, records with advanced estimates for that team whose Start dates fall in that month.

  • Red shows that a team is over capacity in a given month. They likely have more work than they can be expected to complete in the month, records with advanced estimates whose Duration or Estimates conflict with each other, or not enough available people to complete the work on time.

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The timeline view

While the capacity view shows you a month-by-month overview of all your teams' capacity, the timeline view shows you a detailed view of one team's capacity. Click on the month you want to work on to open the timeline view for that team's scheduled records in that month.

In the timeline view, you can see a top-level summary of the month — the total Capacity for a team, the total Planned work, and any Available capacity, in hours or people.

Below the summary, you will see a list of records with advanced estimates that involve a given team, along with scheduling information about them — the Team(s) scheduled to work on the record, the estimated Duration dates for the work, and capacity Estimates (in hours or people). Click on the Record name to open the record's drawer view and edit it, or click on any of the scheduling fields to edit those.

Note:

  • Unlike the capacity report for individuals, adjusting an estimate's Duration will not adjust a team's Estimate. This is because multiple teams could be scheduled to work on the same item. Remember, in capacity planning for teams you do not assign work; you estimate the effort (in hours or people) necessary to complete the work.

  • If you are estimating in hours and you enter an Estimate that is less than the time between a record's Start date and Due date, the capacity report will assume that work on that record will begin on the Start date as long as no other higher-ranked records have the same Start date — and end when the Estimate is complete.

  • If you are estimating in hours and you enter an Estimate that is greater than the time between a record's Start date and Due date, the capacity report will still tell you how many extra hours' work or extra people on the team the record needs.

  • If you are estimating in people, your Estimate will apply to the estimate's entire Duration. So, for example if you think a feature will take one person to complete, and the duration lasts a week, the capacity report will show one person allocated to that feature for the entire week.

  • If multiple teams are part of one record's estimate, the capacity report will show an icon for your currently selected team, then a number, e.g. "DT + 1." That number respects filters you have added to your capacity report: it is the number of additional teams included in the capacity estimate that can be shown on the report. Click into the Team field in the timeline view if you want to see all teams associated with the estimate.

The timeline view shows you every day in your selected month and how your scheduled capacity estimates will play out throughout the month. You can hover over each day in the month to see how much work is planned for a given record on that day.

The timeline view also includes colors that are similar to those you saw in the capacity view:

  • Light blue shows when a record is scheduled but when no work is planned. Weekends, for example, will be this color.

  • Blue shows when work is planned on a record.

  • A red border around a scheduled record shows that it is in conflict — either with another record or because there is not enough time or people available to complete the work planned in the scheduled time.

Note: The capacity report for teams assumes that each team will have one record (feature, epics, or initiative, depending on the Record type view you select) in progress at any given time. In other words, it assumes that your teams work on records serially, not in parallel.

The timeline view for people-based estimates

The capacity report can visualize your teams' capacity in two ways: by the number of hours or the number of people you estimate the work will take to complete. If this is your first time using people-based estimates, it is worth taking a walkthrough of the timeline view and some of the insights it can provide you.

People estimates always fill an estimate's duration

People estimates work a little differently than hourly estimates. You might estimate that an epic will take 100 hours' work over the next six months, for example, and the capacity report will look at your teams' work schedule and deduct 100 hours from their available capacity. From a people perspective, though, you are not estimating capacity in terms of time. If you estimate that an epic will need three developers on your team to complete by its Due date, the capacity report will deduct three people from your team's available capacity and assume that those team members are working full time towards completing the epic.

Both ways of estimating capacity are useful — and you are more than welcome to create multiple scenarios to estimate capacity both ways! People-based estimates focus on a percentage of your team, which can be useful for higher-level planning. For example, you might not need to know the hourly estimates of each individual feature that contributes to an epic to know that you want half of your team focused on it for the next six months.

People estimates use the team's work schedule

Each team has a work schedule assigned to it, configuring the working days in a week and any non-working days in a given year. When you add people to a team, you can give individual users their own work schedules (for example, taking into account a team member in another country who has different national holidays). When you select an active scenario that uses people estimates, the capacity report will only look at the teams' work schedules.

This is by design. People estimates on the capacity report are not about scheduling specific individual people; they are about estimating the number of people on your team you will need to allocate towards a given project at a high level.

Monthly capacity can include fractions of people

It makes sense that a monthly capacity could include fractions of an hour, but it can be harder to understand fractions of a person. If your active scenario configuration estimates in people and Team or Team by time, then the Timeline view of a month can include fractions of people for Planned or Available capacity. Let's look at a simplified example:

In this example, February has 20 working days, the team has one person on it, and the initiative is estimated (for argument's sake) to take one person one day to complete. The full team (one person) working one day out of the 20 available that month takes 10% of the team's capacity for the month. If we increased the initiative's length to 10 days — the full team (one person) working half the days available that month — we would see that that team has 50% capacity planned and 50% capacity available.

This is the basic logic of the report: the number of people available and the number of working days allocated to those people helps the report calculate each team's capacity. Where this gets more sophisticated is when you have multiple overlapping records and some days when your team is not fully allocated. Obviously you cannot have fractions of an actual person allocated to different projects, but you can have a person allocated to a different project on different working days in a given month.

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Resolve capacity conflicts

Now that you are familiar the capacity report, it's time to get to work. The capacity report shows you at a glance where teams are over capacity, and gives you the tools to resolve conflicts right on the report. If you see red on a month, or you notice that the total capacity percentage for a month is over 100%, it's a sign that there is a capacity conflict.

In this section, we'll review two common capacity conflicts, and how to resolve them. But first, let's look at how the capacity report communicates capacity conflicts and how to read it.

In this image, the Blue team is at 25% capacity in June, shown by a blue box.

In this image, the Green team is over capacity in May. You can see that their blue box is full, and the red extends beyond it. The Green team has been assigned more work than they can complete in May.

Finally, let's look at scheduling conflicts. In this image, the Green team has a scheduling conflict in June — while they have available capacity (the blue box is not full), they are currently assigned work to be completed at the same time, and that raises a conflict. This situation is like a team saying they have 10 hours free this week, but everyone wants their work done on Monday.

If you see boxes like this — with available capacity but red at the top — your next step should be to look at how work is scheduled that month. Click on the month you want to work on to open the Timeline view for that user's scheduled records in that month.

A team has too much work assigned to them

In this scenario, when you click on the timeline view for a team in a given month, you will see a record whose Estimate is longer than its Duration (the time between the estimate's Start date and End date).

To resolve this conflict:

  • Expand the scheduled time available by adjusting the estimate's Duration.

  • Reduce the Estimate for the record. Depending on the complexity of the work involved, this may require a discussion with your team, or require you to split the work into multiple records.

  • Add another team to the record's advanced estimate. If the work cannot be rescheduled, you may need to assign another team to help out, and take advantage of their untapped capacity.

A team has scheduled work conflicts

In this scenario, when you click on the timeline view for a team in a given month, you see records that overlap with each other, and one of the records is outlined in red.

Normally, overlapping records are not a problem. If the estimate Durations are long enough, there will be enough time for the team(s) to complete all overlapping records. But when at least one of the records is outlined in red, it indicates that the team will not be able to complete the work before the end of the estimate Duration.

Remember, the capacity report assumes that a team will work on one record at a time — so scheduling a team to work the whole day on two records will trigger an over capacity warning. The report also assumes that a team will work on records in order of rank — so if two records have the same Start date, the one higher on the list will be started first.

Note: To see a record's rank, navigate to Features Board for features or epics, and to Strategy Initiatives for initiatives.

  • Features and epics are ranked within a release (the higher the order, the higher the rank) and between releases (the earlier the release date, the higher the rank). Releases on the features board are organized left-to-right by release date.

  • Initiatives are ranked by their order on the initiatives board. The higher the order, the higher the rank.

To resolve this conflict:

  • Assign some of the work to another team.

  • Reduce a team's capacity estimate for a record, or for several records if there is a lot of overlap. For this to be a feasible option, you may have to discuss the estimate reduction(s) with your team, or split the work into multiple records with their own Durations.

  • Make sure that each record has enough unallocated hours or people in its estimate Duration to complete its planned work estimate before its End date.

To use the second option, look at the colored progress bars for each record. In the screenshot above, you can see that the first feature's duration End date overlaps with the second's Start date, but since the estimate durations are long enough for the team to complete both features in sequence, there is no capacity conflict.

However, the third and fourth features both plan to start work on the same Start date. This is a conflict. Since the capacity report assumes that the team will work on one record at a time and start with the higher-ranked record first, the capacity conflict is with the fourth feature in the list.

In this case, our options are to:

  • Shift the duration Start date for the fourth feature to a day where the team has no other planned work and extend the End date so that there is enough time to complete the work Estimate. In this example, Thursday the 25th would work, though technically two features are scheduled for work on that same day — so if the higher ranked feature is not completed during its planned hours, this could become another conflict.
    Note: Changing the estimate's duration changes the duration dates for all teams that are part of the advanced estimate.

  • Shift the estimate Start date for the fourth feature to a day where the team has no other planned work. Also change the End dates for the other features so that no other feature is scheduled for work on that day.

  • Change the work Estimates for any of these features so that periods of planned work do not overlap.

  • Change the rank of the features to prioritize which feature should be worked on first. In a scenario where one feature's duration End date overlaps with a higher ranked feature's Start date, changing the features' rank would resolve the conflict.
    Note: Changing a record's rank can only be done from the Features Board (for epics and features) or from the Strategy Initiatives (for initiatives) pages.

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A record has a capacity conflict in a different month

In this scenario, when you click on the timeline view for a given month, you notice that a record is outlined in red, indicating that you do not have the capacity to complete it on time — and yet your team shows that they have available capacity for that month. This situation tends to happen when you are using a scenario configured for Team by time estimates.

In this example, the Red team has two people available in August, and the Expand global markets initiative needs two people. So at first glance, this may seem like a problem with your report, not your estimates.

The key to solving this capacity conflict is to open the problem record's advanced estimate. Click on the record's Estimate field, which in this case shows the total number of people needed.

And now we can see the trouble. In August, we have estimated that this initiative will need two people. But in October, that number jumps to eight people. Let's click over to October and look at that situation.

Here we can see that there are no people available to meet the expanded needs of this initiative that we've anticipated.

In this case, our options are to:

  • Adjust the Red team's people allocation in October to find those two available people.

  • Find people in other teams who could help the Red team, and decrease that team's people estimates.

  • See if it is feasible for the Red team to work on the initiative in months where there is available capacity (for example, in August).

  • Add more people to the Red team.

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Resolve unscheduled work

In addition to the capacity view and the timeline view, the capacity report has one further view: the unscheduled work view. You can access this view by clicking the Unscheduled work link beneath any team's row.

Records show in this view if they lack both a duration Start date and an End date.

  • Click a Record name to open the drawer view for a record.

  • Use the Duration section to enter a Start date and End date for a record.

  • Use the Team section to see if more than one team is part of the capacity estimate for the record. Click on a Team to open a drawer view of the full capacity estimate.
    Note: When the capacity report shows you that more than one team is part of the capacity estimate for the record, it respects any filters you have set in the report. If you want to see a complete list of the teams associated with the capacity estimate, click the Team field to open the capacity planning drawer view.

  • Use the Estimate section to adjust your estimate for your current team.

Once you have scheduled a record, it will appear in both the capacity view and the timeline view of the report, and contribute to that team's capacity calculations.

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Share your capacity report

Once your capacity report is ready, click Save to name it, save it, and adjust viewing permissions. Saving a report will save the scenario you selected in the Scenario filter, so everyone who views your report will see the same data.

You can share your capacity report with your stakeholders by selecting one of the export options under the Share menu on the top right of the page.

For a static version of your report, export it to PNG image or PDF document.

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