Program increment allocation

About this report

The program increment allocation report (searchable as the resource allocation report) provides a roll-up, by team member, of ownership of stories and allocations of tasks and defects across a selected PI. The report is in the form of a data table. Release train engineers and portfolio managers can use this report to understand if team members are being over- or under-utilized during a PI. You can filter the chart by PI, program, sprint, and user. 

To navigate to this report:

1. Select Programs in the top navigation bar and select the program you want to view information about.
2. On the sidebar, select Reports in the list of options.
3. Select Resource allocation; the report displays.

Prerequisites

1. PI must exist in the system and be tied to a program. 
2. Team must be created, with users assigned.
3. Sprints must be created and tied to a PI. 
4. Stories must be created and tied to sprints, with child tasks that have work estimates. 
5. Defects must be created and tied to sprints, that have work estimates. 
6. Users must be assigned to a sprint, and given an allocation percentage for defects and tasks. 
7. Users must log time against defects and tasks. 

How are report values calculated? 

The following columns display in the data table:

1. Team Name = Name of the team participating in the PI; defined on the team page/panel.
2. User Name = Name of the user assigned to a team participating in the PI; pulled from the team page.
3. Total Sprints = count of sprints to which each user has been assigned in the PI; defined on the sprints page/panel.
4. Total Stories = Number of stories owned by each user in the PI; defined on the stories page, panel.
5. Hours Planned / Actual = Total number of task hours assigned to each user for the PI, compared to the total number of hours completed for the PI. Hours planned are pulled from the Task panel, Effort (hrs) field. Logged task hours are entered by clicking the Clock icon for any tasks listed for a story; this can also be performed using the same Clock icon in the team room, List view.
6. Allocation Planned / Actual (Sprint Avg) = Average allocation percentage for tasks, per user, for the sprints in the PI, compared to the actual allocation. Allocation planned is pulled from the Sprint panel, Allocation field; listed per person. Actual allocation is pulled from the formula listed in the Notes section.
7. Defect Hours Planned / Actual = Total number of defect hours assigned to each user for the PI, compared to the total number of defect hours completed for the PI. Defect hours planned are pulled from the Defect panel, Hours Estimate field. Logged defect hours are entered by clicking the Clock icon for any defects listed for a story; this can also be performed using the same Clock icon in the Team Room, List view.
8. Defect Allocation Planned / Actual (Sprint Avg) = Average allocation percentage for defects, per user, for the sprints in the PI, compared to the actual allocation. Allocation planned is pulled from the Sprint panel, Defect Allocation field; listed per person. Actual allocation is pulled from the formula listed in the Notes section.

Actual allocation =

1. For each sprint, Expected Burn Hours is Max Burn Hours times Days in Sprint.
2. Total Expected Burn Hours is sum of all sprint Expected Burn Hours.
3. Actual Hours Burned = Actual Hours logged by the user for the Sprints.
4. Actual Allocation = Total Expected Hours Burned divided by Actual Hours burned, expressed as a percentage.

How to interpret this report

It is best to interpret this report column-by-column. 

In the Hours Planned / Actual column, ideally, the values should be similar. If the hours planned are much less than the actual hours, then tasks are being underestimated. The opposite is true if the hours planned are much greater.

In the Allocation Planned / Actual (Sprint Avg) column, ideally, the values should be similar. If the numbers are not similar, then the Scrum Master needs to re-evaluate allocation planning for better accuracy.

In the Defect Hours Planned / Actual column, ideally, the values should be similar. If the defect hours planned are much less than the actual hours, then defects are being underestimated. The opposite is true if the defect hours planned are much greater.

In the Defect Allocation Planned / Actual (Sprint Avg) column, ideally, the values should be similar. If the numbers are not similar, then the Scrum Master needs to re-evaluate defect allocation planning for better accuracy.