FOR - Mirketa Inc. · Now start adding team members to your team. 3. Add team members by selecting users from the bottom of your screen. Add default capacity (in hours) for your team

USER MANUAL

FOR

ORGANIZE – CAPACITY PLANNER

CREATED BY :

M IRKETA INC.

21-February-2019

CON TAI NS CON F I DENTI AL AND PR OPR I ETARY I NFORM ATI ON

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(Confidential and Proprietary Information)

Mirketa Inc., 7834 Crossridge Rd, Dublin CA, Phone: 855-MIRKETA, FAX - 925-322-5382, www.mirketa.com, [email protected]

TABLE OF CONTENTS

1 About Organize Capacity Planner ................................................................................................. 2

2 Features ............................................................................................................................................ 2

3 Modules ............................................................................................................................................ 3

4 Install Organize – Capacity Planner ............................................................................................... 3

5 Configuration ................................................................................................................................... 4

6 Manage Teams ................................................................................................................................ 5

7 Create Team And Add Team Members ......................................................................................... 6

8 Sprint Capacity Planning ................................................................................................................ 7

9 Baseline Sprint Plan .......................................................................................................................... 9

10 Timesheet Reporting ...................................................................................................................... 11

11 Capacity Planning widget on Backlog Screen ........................................................................... 13

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1 A B O U T O R G A N I Z E C A P A C I T Y P L A N N E R

The Organize Capacity Planner lets you plan and track the SCRUM teams’ capacity in your

organization. You can create different SCRUM teams and assign team members and their

capacity allocation to the respective teams. As part of your sprint planning you can review and

adjust team capacity for vacations, team overheads, unplanned work and add adhoc

members to the team members for a sprint if needed. You can validate you sprint plan against

the planned capacity against the team members. After the sprint planning, you can track

team’s hours spent against the planned hours to compare the planning accuracy and take that

as an input for the next Sprint Planning.

With Organize Capacity Planner you don’t need to use excels and notebooks for sprint capacity

planning and capacity utilization.

2 F E A T U R E S

- Create Team/Team members: Create any number of teams and assign team members

with default sprint allocation capacity.

- Adjust Available Capacity for a Sprint: Review and adjust your available team capacity

to account for vacations, overheads, trainings, PTOs etc so your sprint planning is based

on realistic available team hours.

- Add members to your capacity: Add team members temporarily for any given sprint to

account for scenarios where personnel with specialized skills are borrowed by the team

to help with certain stories.

- Track capacity allocation during Sprint Planning: During Spring Planning as team

members sign-up for stories/subtasks, you can track allocated and available capacity for

individuals and as a team.

- Baseline Sprint Capacity Plan: After Spring Planning, you can baseline your Sprint

Capacity Plan so you can track actual time spent against the planned capacity.

- Track actual vs planned hours: Time spent by team members get updated in real time

and show up on your Sprint Capacity board.

- Timesheet Reporting: Timecard reporting by users and time spent by Release-Epic reports

for all available release versions.

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3 M O D U L E S

The tutorial contains these modules:

- Install Organize-Capacity Planner

- Configuration

- Manage Team

- Create team and add team members

- Sprint capacity planning

- Baseline sprint capacity plan

- Timesheet Reports

- Right Panel widget on Backlog screen of Agile board

4 I N S T A L L O R G A N I Z E – C A P A C I T Y P L A N N E R

1. Login to Atlassian marketplace and search for organize. You can also download the

plugin using this URL:

https://marketplace.atlassian.com/plugins/com.organize.jira.capacityplanner/server/ove

rview

2. Click Try Free to being a new trial or Buy now to purchase a license from us.

3. Enter your information and click Generate License when re-directed to MyAtlassian.

https://marketplace.atlassian.com/plugins/com.organize.jira.capacityplanner/server/overview

https://marketplace.atlassian.com/plugins/com.organize.jira.capacityplanner/server/overview

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4. Click Apply license.

5. Congratulation! You are now ready to launch Capacity Planner.

5 C O N F I G U R A T I O N

1. Login to your JIRA and you can see Organize as a separate tab on top of your screen.

2. You can see Capacity Planning inside this tab. Click on Capacity Planning.

3. You will also see ‘Manage Teams’ and ‘Reports’ on this screen. We will discuss more on

how to use these later in this document.

4. You are ready to plan now! Let’s move on.

Having Installation Issues? Feel free to reach us at [email protected]

Still not able to see ‘Organize’?

Check if the plugin is installed properly

Check if you own a valid license

Still not able to work? Contact us directly at [email protected]

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6 M A N A G E T E A M S

1. Click on Manage Team and you get the list of all created teams in Capacity Planner.

2. Columns:

o Team Names (Read Only)

o Administrator(s): Shows the list of administrators for any team.

o Actions: Pop-ups to modify team data (Configure) and to delete any team

(Delete).

On Click of Delete option, you can remove any team from your planner.

3. Click on Configure pop-up and you have options to modify the team/team-members.

4. Click on Edit to update your team name.

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5. Configure Team Members: Click on the pencil icon to modify team member details.

Details:

▪ Default Capacity: This is the default capacity (in hours) for any team

member per sprint.

▪ Administrator: Using this checkbox, a team member can be given admin

privileges for the team.

7 C R E A T E T E A M A N D A D D T E A M M E M B E R S

1. Click on Manage Teams and you can see the list of existing teams/team-members on this

screen. Click on Create Team.

Not able to delete your team?

Teams that are working on any ongoing project and are a part of any sprint

plan cannot be deleted.

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2. Create a new team and click on Save. Your team is ready! Now start adding team

members to your team.

3. Add team members by selecting users from the bottom of your screen. Add default

capacity (in hours) for your team members. Default capacity is the pre-defined amount of

time that you expect your resource to work during any sprint.

4. You are done with your team and team member configurations. Let’s do some sprint

planning.

8 S P R I N T C A P A C I T Y P L A N N I N G

1. Click on Capacity Planning from Organize tab and you get to your planner board.

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Capacity Planner Board creation:

a. Select your team from Team Name dropdown.

b. Select the project board against which you want design your plan.

c. Next you select the sprint from Sprint Name dropdown. This dropdown contains the

current and all future sprints against any board.

d. Click on Show Capacity and your board is ready.

2. Columns:

a. Name: Displays all team member names (read-only)

b. Default Capacity: Displays capacity configured at team level (editable).

c. Deductions: Miscellaneous deductions per team member allowing adjustments for

trainings, meetings etc. (editable)

d. Vacation: Vacation hours per team member for a sprint (editable)

e. Holidays: Planned holiday hours for the team. This is marked same for all team

members but can be configured later for individual team members (editable)

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f. Allocated (hours): Auto-calculated from JIRA. This is the estimated hours against

sub-tasks allocated to these team members.

g. Available Capacity: Calculated automatically as (Default Capacity – (Deductions

+ Vacation + Holidays)).

h. Allocation Status: is the tooltip which helps you decide whether the resource is

under-allocated or over-allocated.

i. Remaining: This is the number of hours calculated as Allocated – Time Spent.

j. Time Spent: Auto-calculated from JIRA. This is the sum of logged hours against sub-

tasks by individual team members.

k. Plan Variance: Tooltip to help you know your sprint plan variance.

l. Actions: to modify/delete details of individual team members on the board.

3. You can also add ad-hoc team members for your sprint from ‘Add a team member to the

team’ option below the screen.

4. The sum of planned capacity, total available capacity, total time spent and total

remaining hours for the sprint can be seen below the screen.

9 B A S E L I N E S P R I N T P L A N

1. You are done with your sprint planning for now. It is time to baseline your plan! Click on

Baseline Plan on the bottom right corner of the screen to baseline your sprint plan.

Feel free to reach out to us to understand how the sprint planning works. We will be

happy to help!

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2. Please not that on baselining the plan, you will not be able to modify any value on this

screen. Meanwhile, the variable fields on this like Allocated Hours, Time Spent hours will

keep changing with time.

I am not able to modify my sprint plan! What can be the most probable cause?

Have you baselined your plan? Plans, once baselined, cannot be modified.

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10 T I M E S H E E T R E P O R T I N G

1. Click on the Organize icon in the top menu to drill down into specific report or select

reports from the Manage Sprint Capacity screen.

There is a drop down from where, you can select any report.

a) Time spent by Release-Epics report

b) Time spent by User-Timeline report

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2. Time spent by Release-Epics report: Here you get the time spent for each task for all your

releases. The relevant data can also be filtered based on different releases.

Columns:

a. Epics/Stories: List down the epics and linked stories respectively. Click on ‘+’ icon to

get the list of linked stories.

b. Original Estimate: Total allocated hours against relevant epics.

c. Time Spent

d. Sprint: Lists down the sprint during which the relevant task/story was done.

Generated Report

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3. Time spent by Users report: Here you get the time spent for each task for your users(Single

or multiple) based on a defined time interval.

Columns:

a. Stories/Task: List down the stories and Tasks.

b. Epic: List down the epics

c. User: Selected user who had done worklog (Optional: only if multiple users are

selected)

d. Time spent by User: Logged worklog hours on the particular issue by one of the

selected users. (Optional: only if multiple users are selected).

e. Original Estimate: Total allocated hours against relevant epics.

f. Time Spent: Total time spent on the particular issue.

g. Sprint: Lists down the sprint during which the relevant task/story was done.

Generated Report

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4. You also have an option to download the reports in excel format.

12 R I G H T P A N E L W I D G E T O N B A C K L O G

S C R E E N O F A G I L E B O A R D

1. Capacity planner also provides graphical representation of Manage capacity screen on

the backlog screen at right side.

2. Go to the Board Menu item and click on any board which has any active sprint. Then

click on the Show Capacity Planning > Show Capacity Panel

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3. Here you will see two dropdowns:

a. Team Name: This dropdown contains all teams that are created using create Team

link

b. Sprint Name: This contains all active sprints of the board which is currently open.

4. On selecting team name and sprint you will get graphical representation of Manage

capacity screen.

5. In above, at the right side there is planned capacity panel. This will show three bar graph

For Allocated capacity, Available Capacity and Time logged in order.

6. The bar which has highest value among three, its graph will be of larger length.

The Users can easily track their sprint plan just by seeing the graph that which member is

under allocated, which member is over allocated or which member is logging more time

than allocated.

Users can easily track their team Capacity jus by seeing the graph.

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7. Meaning of Color in the graph:

: Allocated capacity less than or equal to Available Capacity.

: Allocated Capacity larger than Available Capacity

: Available Capacity has positive value means ((Default Capacity)-

(Deduction+Vacations+Holidays))>0

: Available Capacity with negative value means ((Default Capacity)-

(Deduction+Vacations+Holidays))<0

: Time spent

8. Users can easily check their sprint plan using this widget just by seeing the graphs, there

will be no need to go to the manage capacity screen and check the plan.

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Many new reports to come up in future versions. We will keep you posted!

Documents

FOR - Mirketa Inc. · Now start adding team members to your team. 3. Add team members by selecting users from the bottom of your screen. Add default capacity (in hours) for your team