Just Launched! — New Capacity Report for Better Resource Planning

Capacity report for resource planning in Aha!

Good planning requires two things. First, you need a clear definition of the work planned. Second, an understanding of available resources. If you are off in either, both your product and engineering teams will suffer. And the rest of the organization will lose confidence too when dates slip. But what if you could see each person’s workload and quickly identify capacity challenges in one view? 

Quickly visualize each teammate’s workload with the new capacity report.

If you have already enabled Aha! capacity planning and time tracking, then you are one step ahead. You can set the overall capacity for a release and estimate the effort required to deliver each feature. This helps you plan the scope of each release and set realistic completion dates. 

The new capacity report is powered by feature start and due dates as well as the time estimates that you have already entered on your features. It assumes that each person works eight hours a day and five days a week. If you track estimates using points, you should continue to use the capacity view on the features board. 

The report also works with features that receive updates from integrations. Keep in mind that the estimates from the integration also must be in time — not story points. 

Now that you understand the new capacity report, let’s take a closer look at what you can do with it:

Visualize individual workloads
First, navigate to the capacity report. In the example below, we applied filters to help focus the view on a few teammates and specific releases. You see the overall utilization of each person’s time — the bar colors give you a quick sense of who is available, what work is planned, and who is over capacity. Green bars represent what has been completed. In the next step, we will take a closer look at the assigned features.

Capacity report showing selected teammates and specific months
Numbers at the bottom of each monthly column represent features that are scheduled for the month but not assigned to anyone — click the number to view additional details.

Identify resourcing challenges
When someone is overcapacity, the report gives you a visual cue. A red warning shows exactly how much time is needed to get things back on track. Click the monthly column to reveal which features are assigned to an individual. Timeline bars below represent each feature and are based on feature start and due dates. 

Alert on capacity report highlighting resource challenges
Timeline bars will automatically update in green as work is logged against the feature’s estimate. 

Reschedule and reassign work
Now you can start resolving resourcing issues. Below, we see Claire is overcapacity but notice Erik has 17 open days. So, we can reassign that feature to Erik. But based on the feature’s estimate, it is clear that the feature still requires three more days of work. So, we can extend the due date because Erik has open days before his next assigned feature. Problem solved — all without leaving this view.

Features are listed in priority order based on their rank position on the features board.

Accurate resource planning is crucial to delivering against your roadmap.

We will continue to improve functionality in this area over the next few months. We have some exciting updates planned for Enterprise+ customers to support other record types and team-based planning. In the meantime, add your ideas to our ideas portal. You will be automatically notified when the status of your idea changes — a great way to stay informed on what we are working on next. 

Sign up for a free Aha! trial — be happy
The capacity report is available to all Aha! customers. If you are not already an Aha! customer, you may want to sign up for a free 30-day trial or join a live demo to see why more than 250,000 users trust Aha! to build and market lovable products. 

About Bryan and Aha!

Bryan was a Sr. Product Marketing Manager at Aha! — the world’s #1 roadmap software.

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  1. Ching

    Hi Bryan,
    We are pretty new to Aha!, so I wanted to confirm: is the capacity report intended to help with a Product’s resource planning, Engineering’s, or both?

    We do not have engineering users in Aha yet, but we do have Product Managers that will be sending Releases/Features to Jira.


    1. Bryan McCarty Post author

      Great question, Ching. It really depends on what you want to track. The report could be used for all of the scenarios you listed. Most teams are using it to plan their engineering resources. And if you do not have your engineers in Aha! that is okay. The capacity report will work with your Jira integration. Keep in mind that the estimates from Jira must be in time — not story points.

      So, when engineers input estimates and log time in Jira, that information can get pushed back to Aha! allowing your product managers to get automatic updates with how the work is progressing.

      If you need help getting your integration set up or have more questions about the report, do not hesitate to reach out to our customer success team directly. They are all former product managers and respond incredibly fast. Thanks!

  2. Shawn Petty

    Hi Bryan,

    This is great. Do you also happen to have story point capacity planning on the roadmap somewhere? We have a couple of other tools we are using for capacity planning (DevOps), but it would be great to see that roll up in to this new Aha reporting whether we have the integrations in place or not.

    Thank You!

    1. Claire George

      Hi Shawn
      Thank you so much for this feedback. It is super helpful to understand how different teams approach capacity planning and your preference for using story points. We do already have an idea in our portal for this — please could you vote on it here https://big.ideas.aha.io/ideas/A-I-8447 This way, our product management team can track your interest and you will be automatically notified when the idea status changes.

  3. Nina

    How is the resource utilization calculated here?

    Let say a Task start date is Feb 20th and due date is March 10th. And the time estimate provided is 10 days. Which month does the resource utilization falls under? How is the formula calculated?

    1. Claire George

      Hi Nina — thanks for your question. Resource utilization is calculated based on each person working eight hours a day and five days a week. If you click on a user you can see the features or activities assigned to that person and how the effort required to complete that work is distributed. You might find it helpful to read our support article at: https://support.aha.io/hc/en-us/articles/360035307532 We encourage you to contact our Customer Success team at support@aha.io and we will be glad to explain how the report works in more detail.

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