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ActivityTimeline add-on provides everybody who has access to a specific team timelines an timeline the ability to see the workload for each person and for the whole team.
Workload indicator is displayed in the Dashboard below each person's name and shows the amount of work scheduled for that person for a specific period of time.
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To read more about Worklog, Estimate and Time Tracking |
What tickets are calculated in Workload Indicator?
Tickets with estimates.
Indicator Colors and View
Workload indicator has eight main colors to help managers and teams have a better visibility of a person's availability:
blue - out of the office; Day Off, Vacation, Sick Leave, or Holiday is scheduled on a user
yellow - workload is not enough (less than 50% h/day) and some additional tickets can be added to a timeline
olive - workload is not enough (between 50-88% h/day) and some additional tickets can be added to a timeline
green - workload is enough (between 88-100% h/day), no more tickets can be scheduled on a timeline
light red - a person is overloaded (between 100-125% h/day) and some tickets have to be re-scheduled for another day
red - a person is overloaded (more than 125% h/day) and some tickets have to be re-scheduled for another day
purple - Day Off, Vacation, Sick Leave, or Holiday is assigned on Logged time or weekend
grey - workload is "0" h/day; no workload is displaying on that day
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Workload indicator view depends on a current calendar view, users' involvement, and Work hours in a day. If to look at a default one-week scope view is current, a user will see his availability for each day in a the current week: .
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If the scope is changed to Two Weeks, Month - Weekly, then a different view will load:
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Workload Calculation
The workload is calculated based on the estimated hours for specific tickets scheduled on a person's timeline.
for a full-time involvement, the workload should be 8 hours per day. It means that a manager can schedule JIRA tickets with total Remaining Tme Time Estimate = 8 hours. If the total remaining time estimate for all scheduled tickets exceeds 8 hours, the person is overloaded and a manager should fix his/her workload. To change and fix this, drag and drop this task on another day.
for a part-time involvement, the workload should correspond to the number of working hours specified in Configuration settings. If a person is a contractor with 4 hours workload, his or her manager should not schedule JIRA tickets with a total remaining time estimate of more than 4 hours per one day.
To see the remaining time estimate for a specific ticket, mouse - over that ticket in the Issues Panel, timeline panel or click on it to open JIRA view.
Workload Calculation Mode
Workload Calculation mode can be specified by ActivityTimeline administrator in Configuration the Configuration tab → Workload Indicator Settings page → Time Tracking section. There are two ways on how a workload can be calculated:
Balance Mode | Liquid Mode |
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Balance mode evenly distributes hours for a set period. If a task is estimated for 10 hours, and a manager schedules it for 2 days, the system will automatically schedule 5 hours per each day for that task | The liquid mode will help you to plan the workload according to default involvement of a user. If a task is estimated for 10 hours, and a manager schedules it for 2 days, the system will automatically put all hours upfront. It's a move convenient way of scheduling
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Example with one task: Image RemovedImage AddedExample with overlapping tasks: 10h task is evenly spread out for two days and 5h task is added to firsd day Image RemovedImage Added | Example with one task: Image RemovedImage AddedExample with overlapping tasks: the system covered 8h working day with 5h task that should be done for the first day; time of 10h task is allocated according to the user's involvement Image RemovedImage Added |
To change the workload calculation mode:
navigate Navigate to Configuration tab → Workload Indicator Settings page → Time Tracking section
Change the Workload Calculation Algorithm value from BALANCE to LIQUID.
clickClick Update and go back to Dashboard
Workload Indicator available options: | |
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for Future and Past Days | for Future Days including current day |
N/A |
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Worklogs & Workload Mode
This setting is useful when people log work and the remaining time estimate decreases over time.
To reflect proper planning the remaining estimate is excluded and not spreaded on spread over the past period of time. Keeping this setting will allow people to track their time in a JIRA ticket more precisely.
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Indicators is displaying people's actual workload based on tasks remaining estimates in the future and logged hours in the past. |
A team member has 15 hours of work from Monday till to Friday. 9th of May is the current date and the 7th and 8th of May have already passed. The remaining time estimate of 15 hours should not be allocated to the period in the past since nobody will jump to a past date and perform the remaining hours of work.
Estimation and Logged hours
Issue The issue is estimated to 35 15 hours. Monday and Tuesday are a past days - they are not taken into account.
Estimated hours are pulled upfront to the rest of the scheduled period - from Wednesday (current day) till Friday.
If the user log logs work on Monday and Tuesday (8 hours each day) than then the estimation of the issue automatically decreasedecreases.
Estimation and Overdue tasks
Indicator will
show starshow a star (*) symbol that some estimated task is overdue in the past period.
Indicator will show overdue estimated
tasktasks with logged time as a number with a star symbol (*) in the past period.
Workload Mode
Indicators will display people's workload based on remaining time estimates of tasks.
"Exclude past *period from distributing remaining estimate" option for Workload Mode:
The remaining time estimate of 16 hours should not be allocated to the period in the past since nobody will jump to a past date and perform the remaining 8 hours of work. The indicator shows only workload with a distributed remaining estimate for the future period without showed showing logged time in the past. Indicator shows possible overdue issues in The remaining estimate from the past (ex.: on Monday) . Remaining estimate from past (ex.: Tuesday) shifted to future days:
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*Available options: days/weeks/days and today on Workload Indicator Settings (Legacy) page. |
"Distribute remaining estimate into past days" option for Workload Mode:
Indicator shows workload with remain estimate allocated to past and future days as well without notifying about overdue issues and without showing a logged time:
Image RemovedImage AddedAvailability Mode
Indicators will display people's availability based on involvements involvement and remaining estimates of scheduled tasks
"Exclude past *period from distributing remaining estimate" option for Availability Mode:
The indicator shows only available hours with distributed available time for the future period without showed showing logged time in the past. For current day Availability Mode include logged hours. Indicator shows possible overdue issues will show overdue estimated tasks with logged time as a number with a star symbol (*) in the past period (ex.: on Monday). Remaining The remaining estimate from the past (ex.: TuesdayMonday) shifted to future days. Logged time (ex.: 1 hour on Wednesday) is shown for the current day only to display the cause of time decrease:
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*Available options: days/weeks/days and today on Workload Indicator Settings (Legacy) page. |
"Distribute remaining estimate into past days" option for Availability Mode:
Indicator shows availability with available estimate the remaining estimates allocated to past and future days as well without notifying about overdue issues and without showing a logged time:
Image RemovedIndicator with logged time (ex.: 1 hour on Wednesday):
If ActivityTimeline administrator wants to exclude any past days from the remaining time estimate in Workload and Availability modes as well, he or she can configure this in Configuration:
Go to Configuration tab → Workload Indicator page → Workload & Availability Modes section
Select the desired value:
Distribute the remaining estimate into the past days
(not recommended)
Exclude past days/weeks/days and today from distributing the remaining estimate
3. Click Update.
→ This setting ensures that the system will not spread the remaining time estimate across the past period and the current date.
This setting is especially useful when people log work, and the remaining time estimate decreases over time. To reflect proper planning, it is good to exclude and not to spread the remaining estimate on over the past period of time. Keeping this setting set to Exclude past days from workload calculation will allow people to track their time in a JIRA ticket more precisely.
This works with both BALANCE and LIQUID workload calculation modemodes.
Booking calculation in Workload/ Worklog Indicator
ActivityTimeline allows to to track time spent not only on Jira issues. "Treat Booking items as worklogs in the past" option determines how worklogs are calculated in the past days.
Indicators Workload indicators will display peopleusers' s actual workload based on tasks remaining estimates in the bookings' estimates for the future and logged hours treat them as worklogs when they are in the past.
To set an option:
Go to Configuration tab → Workload Indicator Settings (Legacy) page → Past Days section→ Timesheets Configuration
"Treat Booking items as worklogs in the past" checkbox is enabled
Learn more about how to track time on not Jira Issues
Workload Indication for Custom Events
The system calculates not only the working hours , but also understands the Booking, Days Off, Vacation, and other custom events.
If a manager schedules a ticket estimated for 5 hours for Wednesday and Thursday, and a person has already booked a vacation or day off for Wednesday, the system will put all 5 hours on Wednesday. This case involves Worklog & Workload, Workload, and Availability Modes.
To fix this, resize the task and move it up to Friday → the system will put in 5 hours of work on Thursday and Friday, and nothing on WednesdayThursday.
The same is true with weekends.
Switch back to Two Weeks scope → the system will equally split 20 hours of work on Wednesday-Friday and Monday, keeping nothing on Saturday and Sunday.
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Weekends are also configurable. By default, Sunday and Saturday are specified as non-working days. But one can set Saturdays as working days and such, in Configuration -> Workload Indicator Settings (Legacy) page. |
Configure Working Days
In order to change he the default weekend options follow the steps:
Navigate to to the Configuration tab → Workload Indicator page → Work Time section.
Check/uncheck the days you wish to be working days in the corresponding option
Edit the number of working hours per day Work hours in day option.
Press Press the Update button.
Indicators for Total Team Workload
The system allows each team member to see the total team workload , and total team availability for a specific period of time and switch capacity mode. This information is available at the bottom panel:
Total Team Worklogsis a the total sum of logged hours for the whole team in a the current week. The value changes when switching the calendar view. Available in Worklogs & Workload Mode only.
Total Team Workloadis a the total sum of scheduled hours for the whole team in a the current week. The value changes when switching the calendar view. Showing how much work is scheduled on a person
Total Team Availability is a the total sum of free hours on when the team members are open for any planned unplanned work.
showing the current person's availability, not the actual workload
a negative number means that a person is overloaded for -N hours
0 means that a person is fully busy and is not availability for any upcoming work
a positive number means that a person is available for N hours
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