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How do i view my staff's workload/tasks across various projects?

Lauren Kirt

In addition to my previous question regarding how i can view a list of all projects with their timelines: (https://community.atlassian.com/t5/Jira-Software-questions/How-do-I-view-all-projects-with-associated-timelines-for-both/qaq-p/2174652) I have another question i need answering please.

I'm needing to view the workload/issues assigned to each team member across multiple projects, so we can factor in how much free time there is when planning for future projects.

We use Work Management by the way. If this is only an option in software managements, i'll move all projects across.

Ideally i'd LOVE to have each project in a list, being able to have the drop down showing all tasks and subtasks, then the timeline across the top.

In desperate need of some help please.

Thanks in advance,

Lauren

Accepted answers

All comments

Mark Segall

Hi @Lauren Kirt - As a starting point, you can create a dashboard gadget like the Filter Statistics gadget where you can see the number of open issues by assignee. You can also look back at resolved issues by assignee to give you trend analysis by individual.

Hamza Chundrigar

@Lauren Kirt At first I was going to ask if you had the ability to upgrade to the premium plan since it includes Advanced Roadmaps that may be able to assist you.

But then I realized you mentioned:

I'm needing to view the workload/issues assigned to each team member across multiple projects, so we can factor in how much free time there is when planning for future projects.

Unfortunately this is a limitation in Advanced Roadmap where, at present, it only allows you to plan based on your team’s capacity and velocity (as opposed to individual team member capacity and allocation). There is a workaround for this but it’s definitely not pretty at the moment. Furthermore, not only is there no concept of per-team-member capacity but there’s also no concept of marking team member absences (i.e holidays, sick leaves, etc) that will impact their capacity.

Are you open to using Atlassian Marketplace apps? There are a number of great sophisticated apps/add-ons that can help satisfy your requirements.

Lauren Kirt

Hi Hamza,

Thank you so much for your speedy response.
We're in the process of upgrading to Premium membership so i'm hoping this wll help.

Absolutely open to using apps - just need to get them approved by the IT Manager.
If you have recommendations i'd love to hear them.

Thanks again,

Lauren

Lauren Kirt

Hi @Mark Segall ,

Thanks for your response. I'm unable to see that gadget? I can see filter counts or filter results.

I noticed Filter counts is only for Jira Service Management however we use work management (but open to moving everything to software if it's needed).

Thanks,

Lauren

Lauren Kirt

Hi @Hamza Chundrigar

Thank you so much for your speedy response.
We're in the process of upgrading to Premium membership so i'm hoping this wll help.

Absolutely open to using apps - just need to get them approved by the IT Manager.
If you have recommendations i'd love to hear them.

Thanks again,

Lauren

Mary from Planyway

Hi @Lauren Kirt,

You can give a try to Planyway. There, you can add multiple project to the timeline, and then group the timeline by users or projects.

In the work panel you'll see the lists per project, but you can switch between them:

Additionally, there's the workload tab that calculates the number of hours estimated for each team member per day (based on original estimation and the number of work hours, defined in Planyway).

I'd be happy to answer any questions you may have.
Tania

Mark Segall

Sorry - I mislabeled the gadget. It's called Issue Statistics

Lauren Kirt

Hi @Mary from Planyway

Thanks for the reply - it looks good.

Are we able to have the work managements projects in this app, or is it purely for software?

Thanks in advance,

Lauren

Mary from Planyway

Hi @Lauren Kirt, work management projects are supported in Planyway as well

Cheers,
Tania

Marlene Kegel - codefortynine

Hi @Lauren Kirt,

I am Marlene from codefortynine.

If you like working with the Issue Statistics gadget but need some advanced features, you can try our app Quick Filters for Jira Dashboards.

On top of the standard functionality, you can sum up any number field (e.g. story points) with our statistics gadget, which would be useful for your case.

It is also possible to filter the results on the gadget with the Quick Controller gadget dynamically on your dashboard. So you can display issues from an assignee, component or issue type. We also provide other advanced Jira gadgets that might be suitable for you.

You can test the basic features of our app without installation on our demo dashboards.

Nataliya Vasyliv_Reliex_

Hi @Lauren Kirt

You can take a look at the ActivityTimeline plugin.

On one timeline view, you can see the tasks from all your projects.

Team Panel Workload.png

ActivityTimeline provides resource planning and availability on a timeline view. You can track tasks progress, workload, and availability for each employee taking into consideration the part-time, full-time, or even different work schemes for users, and holidays. Workload or availability could be calculated for individuals or teams on the same view.

Screenshot 2022-12-08 at 16.16.58.gif ActivityTimeline contains many reports including timesheets report and capacity reports.

If you have any additional requirements please feel free to ask me. We can provide a demo session for you if needed.
Best, Nataliya, ActivityTimeline Team

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