10X: Capacity Planning

About this report

The Capacity Planning report details the team capacity throughout the sprint, and is especially helpful to Scrum Masters as they determine whether the overall goal of the sprint can be achieved with the available team members. It is useful to review the Capacity Planning report during sprint planning and throughout the sprint to assure team commitments can be achieved with available capacity.

The report contains several charts and graphs, outlined below:

  • Points Planned shows the planned effort for the selected sprint in effort (LOE) points.
  • Points Accepted in Previous Completed Sprints details the number of accepted effort points the team completed during the previous 5 sprints.
  • Average Velocity Last 5 Sprints displays the average of effort points accepted over the previous 5 sprints.
  • Sprint Task Load shows a bar chart with a roll-up of team capacity, allocation of hours dedicated to capacity reducing activities, adjusted capacity, task hours loaded into the sprint, and actual hours spent on tasks.  
  • Available Team Capacity displays the count of hours that a team is over or under-allocated by. 
  • Task Hours Planned shows all task hours associated with stories planned in the selected sprint.
  • Task Hours Remaining shows the task hours remaining for the sprint.
  • Allocated Members shows a count of team members available to work in the sprint.
  • The bottom section of the report displays a breakdown per team member with allocation percentages, available capacity in hours, assigned tasks, actual hours to complete tasks, remaining tasks in hours, and remaining capacity.

Navigation

  1. Select the Reports icon from the left Navigation menu.
  2. Start typing the report's name in the Search box. 
  3. Once found, select the report.

Note: You can also use the categories on the left to search for the needed reports.

Prerequisites

  1. PI must exist in the system and be tied to a program. 
  2. Features must be created and tied to the PI. 
  3. Stories, with point values, must be created and tied to features.
  4. Stories must be assigned to sprints. 
  5. Sprints must be created and tied to the PI. 
  6. Tasks must be created and assigned to stories. 
  7. Teams must be created and tied to a program.  

How are report values calculated? 

  • Points Planned: The sum of effort points from stories planned for the sprint.
  • Points Accepted in Previous Completed Sprints: The sum of effort points from stories accepted in each of the past five sprints.
  • Average Velocity Last 5 Sprints: The average number of effort points accepted during the past five sprints.
  • Sprint Task Load 
    • Total Team Allocation: The total number of capacity hours available for the sprint. Sum of allocations entered for tasks, defects*, and disciplines* from the Members tab of a sprint's Details panel, multiplied by the number of weekdays in the sprint.
      • * If enabled for the sprint
    • Planning / Estimation: The total number of hours reserved for estimation, sprint planning, sprint review, and sprint retrospective meetings. These activities are reduced from total team capacity.

      This value will always display as 0 unless ramp days have been configured for sprints. To create a ramp day to account for pre-sprint meetings and ceremonies, click the Manage Here link found at Administration > Platform > Team > Days in Sprint Minus Ramp, and change the value in the Days in Sprint Minus Ramp column that applies to your sprint length. Note that this is a global setting that will affect all portfolios.

      For example, for a 10-weekday sprint, changing the value from 10 to 9 will create one ramp day, reducing team allocation by 10%. To continue the example, if one team member is assigned to a sprint, set for 6 hour days, with tasks allocated 100%, that results in Total Team Allocation moving from 60 hours to 54 hours, with 6 hours displaying in the Planning / Estimation field.
    • Defect Allocation: The total number of hours allocated for defect remediation. To set defect allocations for team members in a sprint, the Enable Defect Allocation setting found at Administration > Platform > Team must be enabled.
    • Defect Actuals: The total number of hours spent performing defect remediation. Actual hours are entered when running a Daily Meeting.
    • Discipline Allocation: The total number of hours allocated for discipline allocation (i.e. - internal support). These activities are reduced from total team capacity. Disciplines are created from the main tab of a program increment’s Details panel. They may then be enabled for a sprint from the Disciplines link found on the right side of the sprint’s Details panel.
    • Discipline Actuals: The total number of hours spent performing a discipline (i.e. - internal support). Actual hours are entered when running a Daily Meeting.
    • Task Allocation: The total task capacity available for the sprint. Sum of allocations entered for tasks from the Members tab of a sprint's Details panel, multiplied by the number of weekdays in the sprint.
    • Task Hours Planned: The total number of hours loaded into the sprint. Sum of hours from tasks assigned to stories planned for the sprint.
    • Task Hours Spent: The sum of hours from tasks assigned to accepted stories planned for the sprint. You can view the hours entered for a specific task by reviewing the Time Entered section inside the task’s Details panel.
    • Available Team Capacity: The team's total capacity hours remaining or in deficit after subtracting task hours planned from task allocation. More capacity than loaded hours will result in under allocation and more loaded hours then capacity hours will result in over allocation. 
    • Task Hours Planned: The total number of hours loaded into the sprint. Sum of hours from tasks assigned to stories planned for the sprint.
    • Task Hours Remaining: The total number of tasks hours left to be completed in the sprint.
    • Allocated Members: Count of team members with an allocation of greater than 0 in the sprint.
  • Bottom section:
    • Allocated: The team member's percentage of time available to work on tasks in the current sprint. Entered from the Members tab of the sprint's Details panel. 
    • Capacity (top bar): The team member's task allocation percentage, multiplied by the number of weekdays in the sprint, minus any planning/estimation allocations. 
    • Hours Planned (middle bar): The team member's total task hours assigned.
    • Hours Spent (bottom bar): The team member's total number of hours spent working on tasks. Hours are entered when running a Daily Meeting.
    • Task Hours Not Assigned: The total number of hours from tasks associated with stories planned for the sprint, that have not been assigned to a term member. 
    • Days In Sprint After Load Time: The number of working days in the sprint. This value matches the setting entered in the Days in Sprint Minus Ramp column, accessed from the Administration > Platform > Team > Days in Sprint Minus Ramp settings menu.

CapacityPlanningVer1091.png 

How to interpret this report

The report should be used to determine if the team is set up for success going into a sprint. It tells the story of the sprint, such as: Can we deliver upon our commitments? Is the work distributed equally within the team? Are we progressing as planned or is work taking more/less time than estimated?   

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