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Planned vs available time


Hello and happy 2023 to all!

Recently I have taken over a scrum team. They use sub-tasks to split up the work between team members. There is a main “driver” and one or several supporting team members.

The current work flow includes exporting CVS files into Excel and manually copying over time estimates depending on which team member works on which sub-task. I feel like I’m wasting my time and brain.

I think the purpose of comparing planned vs available time is valid, but there must be a better and more straightforward way to do this…, right???

All I would like to do is allocate a specific team member to a specific sub-task and allow the person to see the accumulated “time” (or story points) for all the sub-tasks where they are involved in.

I’d appreciate your feedback on how you proceed and where I could find some more input.

Thank you!!


PS: there are also some teams in the firm who don't allocate anything to anyone. They just have a sprint backlog sitting there... and the work gets done every time. But the above team work like that - for now

This is a screenshot of the overview that I produce for them:

Screenshot 2023-01-02 at 09.49.35.png

2 answers

Disclaimer: marketplace partner


Hello @Harald Krytinar 


This is something that we handle in minware if you are open to 3rd party solutions. Our plug and play dashboard combines version control, ticketing, and calendar data to automate reporting.


Our Sprint Insights Report provides a team ticket summary which allows you to see the planned work and completed work over time. 

 Ticket Summary.png

This information can also be broken down in our Value Stream Report by author, so that you have a complete view of where each team member invested their time during the sprint. 

Value Stream.png

Lastly, our Predictive Roadmap can be grouped by task assignee so that each team member’s work in progress, logged work and planned work can easily be displayed.

 Predictive Roadmap.png

We offer a free trial if you would like to check it out!

Hi Meghan,

thank you for your helpful reply. Unfortunately, I am not allowed to install third-party plug ins. I'll have to do with what is available natively.

In a first step, I'll try and help the team to use the available tools better. I'd be happy to see a few workflows for time estimates and tracking as examples if anyone can share them...

@Harald Krytinar No worries, I understand. Happy to set up a quick demo if your team is ever interested. Let me know if we can help!

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Ravi Sagar _Sparxsys_
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Jan 02, 2023

Hi @Harald Krytinar 

Jira comes with a time tracking report within a project but that is simple report. The screenshot  of the report that you shared is something you can easily replicate using eazyBI which is a popular reporting app. It is a paid app.

I made a video talking about reporting based on time tracking.

Basically you need to rely on an app to build this custom report. I hope it helps.


Hi Ravi,

Thank you for your input and help.

Unfortunately, I don't have the privileges to install apps or plug-ins at my customer. 

I'll have a look if the included reporting tools within Jira can help me. From your video I understand that the time data can be tracked easily within Jira. It's the reporting that is "weak".

According to your experience do you think it is better to track time or track Story points?

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Ravi Sagar _Sparxsys_
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Jan 02, 2023

Hi @Harald Krytinar 

Reporting is not weak in Jira. For customised reports you need to rely on proper reporting app of outside Jira.

Track time vs Story Points?

It really depends on how your situation. Story Points is a popular method used by SCRUM teams where objective is to develop and deliver a project/product iteratively and with continuous improvements.

If you care about billing or budget then tracking time directly could be useful. Jira will let you use both number of hours and story points. The reports can also be adjusted accordingly.

I would recommend seeking help from an Agile or Jira Consultant who can spend time with your team to understand your goals.


Thank you for your help. I agree that understanding the purpose and the goals first, is the way to go...

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