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 captures your teams' capacity in hours, people, or story points 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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Configure the capacity report

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.

Next, configure the capacity report to match how teams in your company complete work. To make these selections, click the Configure capacity report button at the top of the report.

Note: The Configure capacity report button will not appear if you have selected a scenario that uses People as its Estimation units.

  • If you select Sequential planning, the report will assume that teams work on one item at a time. It starts with the highest priority item and applies one hundred percent of a team's available capacity until the work is complete.

  • If you select Parallel planning, the report will assume that teams work on multiple items at the same time. It starts with the highest priority item and allocates the necessary daily capacity to complete the item by its Due date. It then distributes any unallocated daily capacity to the next item(s) in the list.

Click Save to save your changes. The changes you make to this modal do not affect the records themselves, or any other Aha! account user's view of the capacity report.

Note: To appear on the capacity report, a record needs Start and Due dates.

Finally, 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.

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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.

Orientation

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, people, or story points.

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, people, or story points). 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, people, or story points) 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.

  • If you are estimating in story points, remember your available capacity is determined by your team's schedule. The schedule determines how many points your team can accomplish per day.

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.

The capacity report for team follows your Configuration selection.

Note: The Configure capacity report button will not appear if you have selected a scenario that uses People as its Estimation units.

  • If you have chosen Sequential planning, the report will assume that teams will have only one work item in progress at any given time.

  • If you have chosen Parallel planning, the report will assume that teams' capacity will be divided among work items with overlapping durations, based on their priority (their rank order on the Strategy Initiatives or Features Board pages).

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 common capacity conflicts, and how to resolve them. But first, let's look at how the capacity report communicates capacity 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 (sequential work)

In this scenario, when you are planning Sequentially and 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 when you are planning Sequentially — 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 when you are planning Sequentially 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 team has scheduled work conflicts (parallel work)

In this scenario, when you click on the timeline view for a user in a given month, you see records that overlap with each other. If you are planning in Parallel, this is fine — the report assumes that individuals will work on multiple records at once. But in this case, there is not enough capacity to complete all the scheduled work in time.

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.

If you are working in Parallel and have multiple work items scheduled with overlapping Durations, the capacity report starts with the highest ranked record and divides the Duration by the Estimate to determine how much time a team needs to spend each day to complete that record on its Due date. If there is daily capacity remaining, the report then looks at the next highest ranked record and follows the same process.

So in this case, the first record does not have a capacity conflict, because it gets first priority at the available capacity: based on a team of five working half of their time for two days, and it will be finished. The second record does, however. After allocating capacity to the higher ranked record, there is not enough available daily capacity remaining to complete the second record by its Due date.


To resolve this conflict, make sure that each record has enough unallocated hours to complete its planned work estimate before its Due date.

Our options are to:

  • Expand the Duration for one of the features by changing the Start and Due dates. If there is more time to complete the work in parallel, both Estimates can remain the same.

  • Shift the Duration for one of the features so there is less of an overlap by changing the Start and Due dates. When this team has less overlap, they can devote more of their capacity to a single record.

  • Adjust the Estimate of one of the features. This may involve descoping the work item, or breaking it into smaller individual items.

  • Change the rank of the features to prioritize which feature should be worked on first.

  • Assign one or more of these features to other users.

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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.

  • To fold your report into a presentation, select Add to presentation. In your presentation, you can select the report's update frequency.

  • To invite people outside of your Aha! Roadmaps account to view your report, select Share as webpage.

  • To schedule recurring email delivery of your report, select Schedule email delivery.

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

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If you get stuck, please reach out to our Product Success team. Our team is made up entirely of product experts and responds fast.

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