Alert stakeholders once %80 resource (time spent) is consumed and ensure we do not exceed the resour

Rihem Maaref

Hello,
İ am monitoring our resource management in our projects with Jira dashboard, but now i want to alert stakeholders once %80 resource (time spent) is consumed and ensure we do not exceed the resource limit (the giving time).

Mary from Planyway

Hi @Rihem Maaref 

It's Mary from Planyway for Jira: workload, roadmapping, time tracking

To set up alerts in Jira for when 80% of the resource (time spent) is consumed, you can utilize Jira's automation feature or possibly integrate with third-party tools if your requirements exceed the capabilities of Jira's native automation. Here's a basic outline on how you might approach this within Jira itself:

Step 1: Understand Your Data

First, ensure you have a clear way to track "resource (time spent)" within your projects. This might involve logging work on issues and having a custom field or using the time tracking feature in Jira to capture the total allocated time versus time spent.

Step 2: Use Jira's Automation

1. Access Project Settings: Go to your project in Jira, then select "Project settings" at the bottom of the sidebar.
2. Select Automation: Look for the "Project automation" (it might just be labeled "Automation" in newer versions) option in the settings menu.
3. Create a New Rule: Click on "Create rule" at the top right.
4. Trigger: For the trigger, you might need to get creative. Since you're tracking time, you could use a trigger like "Issue updated" or "Work logged" if you want the rule to evaluate every time work is logged on an issue.
5. Condition: Add a condition to check if the resource (time spent) has reached 80% of the allocated resource. You might need to use JQL (Jira Query Language) or a smart value calculation to assess this, depending on how you're tracking time and resource allocation.
6. Action: If the condition is met, add an action to send an email to stakeholders. You can customize the email to include relevant information about the project, the issue, and the current resource usage.

Notes:

• Limitations: Jira’s native automation might have limitations, especially with complex calculations or if you're using a version of Jira that restricts certain features.
• Third-Party Tools: Consider third-party add-ons from the Atlassian Marketplace that might offer more sophisticated resource management and alerting capabilities like Planyway.