Workload Indicator

ActivityTimeline add-on provides everybody who has access to a specific team timelines an 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. 

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 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

   
     

Workload indicator view depends on a current calendar view, users involvement and Work hours in day. If a default one week scope view is current, a user will see his availability for each day in a current week: 

If the scope is changed to Two Weeks, Month - Weekly, then a different view will load:

             

Workload Calculation

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 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 total remaining time estimate more than 4 hours per one day.         

To see the remaining time estimate for a specific ticket, mouse-over that ticket in 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 tab > Workload Indicator Settings page > Time Tracking section. There are two ways on how a workload can be calculated:

Balance Mode
Liquid Mode

Balance mode evenly distributes hours for a set period.
This is a default calculation mode.

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

  • for a full-time worker a task will be scheduled for 8h for the first day, but still appear stretched to 4 days in a timeline
  • for a part-time worker a task will be scheduled for 4h for the first two days, but still appear stretched for 4 days in a timeline 

Example with one task:


Example with overlapping tasks: 10h task is evenly spread out for two days and 5h task is added to firsd day

Example with one task:


Example 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


To change the workload calculation mode:

  • Change Workload Calculation Algorithm value from BALANCE to LIQUID.     

 

  • click Update and go back to Dashboard  


Workload Indicator available options:

for Future and Past Days 

for Future Days including current day

N/A
  •  days/weeks/days and today 
  • "Treat Booking items as worklogs in the past" option

Workload Mode

  • "Distribute remaining estimate into past days" option
  •  days/weeks/days and today 
Availability Mode
  • "Distribute remaining estimate into past days" option
  •  days/weeks/days and today 


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 the past period of time. Keeping this setting will allow people to track their time in a JIRA ticket more precisely.

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 Friday. 9th of May is the current date and 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 is estimated to 35 hours. Monday and Tuesday are a past days - they are not taken into account.
Estimated hours are pulled upfront to the rest of scheduled period - from Wednesday (current day) till Friday.

If user log work on Monday and Tuesday (8 hours each day) than estimation of the issue automatically decrease.  


Estimation and Overdue tasks

Indicator will show star (*) symbol that some estimated task is overdue in the past period .

Indicator will show overdue estimated task with logged time as number with 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 distributed remaining estimate for the future period without showed logged time in the past. Indicator shows possible overdue issues in the past (ex.: on Monday). Remaining estimate from past (ex.: Tuesday) shifted to future days:

*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: 


Availability Mode

Indicators will display people's availability based on involvements 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 logged time in the past. For current day Availability Mode include logged hours. Indicator shows possible overdue issues in the past (ex.: on Monday). Remaining estimate from past (ex.: Tuesday) 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:

*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 allocated to past and future days as well without notifying about overdue issues and without showing a logged time:

Indicator 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:

  1. Go to Configuration tab > Workload Indicator page > Workload & Availability Modes section
  2. Select the desired value:
    • Distribute remaining estimate into past days (not recommended)
    •  days/weeks/days and today 

     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 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 mode.

Booking calculation in Workload Indicator

"Treat Booking items as worklogs in the past" option determines how worklogs are calculated in the past days.
Indicators will display people's actual workload based on tasks remaining estimates in the future and logged hours in the past.


To set an option:

  1. Go to Configuration tab > Workload Indicator Settings (Legacy) page > Past Days section
  2. "Treat Booking items as worklogs in the past" checkbox is enabled

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 5 hours of work on Thursday and Friday, nothing on Wednesday.

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. 

 
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 default weekend options follow the steps:

  1. Navigate to Configuration tab > Workload Indicator page > Work Time section.
  2. Check/uncheck the days you wish to be working days in the corresponding option   
       
  3. Edit the number of working hours per day Work hours in day option.
  4. Press Update button.        

Indicators for Total Team Workload

The system allows each team member to see the total team workload, total team availability for a specific period of time and switch capacity mode. This information is available at the bottom panel: 

         

Total Team Worklogs is a total sum of logged hours for the whole team in a current week. The value changes when switching the calendar view. Available in Worklogs & Workload Mode only.

Total Team Workload is a total sum of scheduled hours for the whole team in a current week. The value changes when switching the calendar view. Showing how much work is scheduled on a person

Total Team Availability is a total sum of free hours on when the team members are open for any planned work. 

  • showing the current person's availability, not actual workload
  • 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
  • positive number means that a person is available for N hours