How to check Team capacity and availability

[Narendra]

We have 10 people to work in the Team Sprint ( 2 weeks )

We create Stories and Assign story points

In 2 weeks We complete the Sprint and Check Velocity Report

Product owner is asking what is the Team Capacity to take one Project 

We have 3 Scrum Teams

This is the ask

Can you pls help pull together a view that helps us understand the available capacity to take on Downstream integration work.
Might be helpful to include available capacity per team and then also an aggregated view (that includes data from all teams). 
Pls build it bottom up (each sprint) for the remainder of the year and Q1 FY 23 (Feb-Apr). 

[Sedera Randria]

Hi @Narendra 

In my experience, Big Picture or Tempo Planner/Timesheet can help to plan capacity for teams or even business units. Especially when users can enter their day-off.

From an iteration point of view, here is something I did previously to help a team - since all activities were in Jira, and all tickets had Assignee, time estimates, remaining time, etc. 

In this picture: 4 days before the end of the iteration, we see that 

• Magnus will probably not be able to complete all of his tasks
• Hacksaw, Gerald, Kutsao and Xin probably have some availability 

So, the team can have discussions based on some figures.

Hope that helps.

[Narendra]

Hi @Sedera Randria 

I am not sure how do we get this data

Please share the steps and what type of access do we need as a Jira user?

Thank you

Narendra

[Sedera Randria]

step 1: clarify the need with management

step 2: No special permission is needed. Discuss the intention with teams. Some could agree to enter time details in Jira for every single activity, some could disagree. 

step 3: depending on the quality of the data, you can create Jira Dashboard, use Gadgets, etc.  You can take inspiration in this blog: https://www.atlassian.com/blog/jira-software/7-steps-to-a-beautiful-and-useful-agile-dashboard

[Adam _SoftwarePlant_]

Hi @Narendra 

For the individual resource/team capacity tracking, I believe that you may want to look at some apps from the Atlassian Marketplace, such as BigPicture from SoftwarePlant (the company I am a part of) so that you can manage this aspect better. Please kindly take a look at the pages from our documentation related to resource management in the tool itself:

- Resources

In case you find the setup of the tool difficult at any point, our consultants will be more than happy to help you configure it according to your needs.

I hope this helps.

Best regards,

Adam

[Anita Kalmane]

An easier answer - ask the team! 

[Jimi Wikman]

Easy calculation:

• Number of working hours in the next period for each member. This is your raw availability.
• Anyone not working full time in the team, multiply their actual time by .8 to account for content switching. Anyone working in more than one team/project reduce time with .1 for each additional team/project (so .7 for 3, .6 for 4 and so on).
• Multiply by the team's efficiency based on number of meetings and distractions. Usually around .5 to .7.

Then divide the time on area so you have a resource value for test, frontend development, backend development and operations if you have that (manual deploys usually).

This is your actual capacity.

Now make sure you have an investigation issue type to use for all investigations and estimation tasks your team do so you can prioritize them against development work in your stories.

If you have done your estimations correctly, then you should have no problem making capacity match work in your sprint.

https://jimiwikman.se/articles/professional/development/how-to-make-realistic-estimates-when-working-with-software-development-r194/