Tempo Folio Tip of the Month: Distinguishing between over-allocated versus overloaded team members

An important aspect of successful project management is accurately defining the scope of work that can be realistically delivered given team member size and composition.

Tempo Folio helps project managers, account managers, and team leads within businesses of all sizes manage their team member workloads and allocations, as well as cost rates and overtime pay, directly within JIRA. Having access to project scope, schedule, and cost information in real-time means knowing how organizational efforts are progressing, maintaining an efficient and sustainable pace, identifying risks and making changes before your project gets out of hand, and reducing overall waste.

Harnessing information from JIRA and JIRA Agile, Tempo Folio enables you to define and manage the composition of your teams that are working on the projects that you’re leading.

You can retrieve critical resource management information in regarding team member allocations, workload, cost rates, overhead, and more, and manage overall project costs throughout the duration of your project timelines.

With Tempo Folio’s Team view, you get a dashboard that helps you plan team member work assignments, see who is over-allocated or headed toward work overload, and gives you flexibility to adapt as needed.

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The Team view is accessible by clicking the Team tab in a folio’s main navigation bar. It lets you identify the individuals who are assigned to a project in JIRA and capture their wages and allocation percentages over the course of a project’s execution. With this feature, you can also define yet-to-be filled positions.

In the Team view, you can also perform a number of Team member operations, such as import a team, add a team member, or attach files, such as rate schedules or employment contracts, to a current member.

The Team timeline view, displayed below, shows you the folio’s team member activity over a period of time, letting you zoom in and out to focus on specific dates or periods.

tempo-folio-team-overview

To understand and use Tempo Folio’s Team view most effectively, it’s important to know the difference between over-allocated versus overloaded team members.

 1.  Over-allocated team members

Team member allocations are based on where a team member is meant to focus their work and at what capacity.  In Tempo Folio, the allocation of a team member represents his or her level of commitment to a folio (project). The commitment level can be specified in two ways: as a percentage of normal work hours, or as a number of hours.

You can quickly view all defined allocations to a folio in the Team member details panel.

tempo-folio-team-member-allocation

When a team member is added to a folio (by clicking the Create Member button, shown below), you can designate their allocation over a specific period of time (as well as their role, workload and holiday schemes, cost rate, and any overtime rules that apply).

If you enter an hourly amount, it will calculate the percentage.

tempo-folio-add-team-member

Team members can be added to more than one folio. If their total allocations to all folios add up to more than 100%, the team member is over-allocated.

At the individual folio level, a team member cannot be over-allocated; Tempo Folio will not let you designate an allocation of more than 100%.

At the portfolio level, however, it is possible for team members to be over-allocated if they have been allocated to more than one folio at a total of more than 100% capacity within the same portfolio.

You can monitor if team members are overallocated by viewing the team timeline view within the portfolio view. The team member’s overall capacity displays in red to let you know that they have been allocated at more than 100%.

tempo-folio-team-timeline-portfolio-view

Additionally, you click on the team member and view their team member details, which displays all of their folio allocations.

tempo-folio-team-member-panel

To adjust team member allocations, you’ll need to click the live link to the folio and adjust their allocations within the folio’s team view.

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Read more on creating, editing, and deleting team member allocations in Tempo Folio.

2. Overloaded team members

A team member’s workload is based on the effort assigned to the user.  It represents the capacity as determined by their assigned effort / availability for the duration of a folio.

By default, Tempo Folio will estimate a team member’s effort from their work schedule according to the folio’s schedule and their designated allocation to the folio.

You can also synchronize your team members’ worked hours with logged work on JIRA in real-time. If work is logged directly in JIRA, or if you’re using our Tempo Timesheets add-on, which integrates with Tempo Folio, this information will be immediately reflected under the folio’s actual costs, keeping you up-to-date on folio costs in real-time. This can be configured per resource, per folio, or enterprise-wide.

In the Team view, you can view detailed resource load information for an individual team member assigned to any folio. Worked hours multiplied by wage over a period of time shows in a folio’s costs section under the actuals.

A colored progress bar displays a team member’s allocated hours and their available hours left on a project. If the assigned hours exceeds a team member’s capacity, then a proportional part of the bar displays in red, indicating that the member is currently overloaded. You can hover over the bar to get a precise breakdown of their allocation and resource load in hours.

tempo-folio-resource-overload

You can also select several folio team members at once, which will provide you with resource load information per team member as well as aggregated resource load information on the folio level by role.

The resource load inspector gives you directly actionable information in real-time on overall folio progress, including the sum of the remaining estimates of all unresolved issues in the current folio, the sum of the remaining estimates of unresolved issues that are assigned, the sum of the remaining estimates of unresolved issues that are not yet assigned, and the number of unresolved issues.

tempo-timesheets-resource-inspector

Read more on viewing team member resource loads in Tempo Folio.

Not sure if Tempo Folio is right for your team? You can start off with a free 30-day evaluation and start planning, managing, and tracking on project scopes, schedules, and costs in real-time using earned value management or traditional cost and revenue reporting methods.

We’re so excited to help all businesses improve their efficiency, productivity, and financial strategy, we’re offering a 20% promotional discount on all Tempo Folio for JIRA Server licenses through May 31, 2015.

Get started with Tempo Folio and JIRA today with a free 30-day trial through the Atlassian Marketplace.

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Jessie
Jessie is a New York transplant living in Reykjavík. Her motto is #ABL—always be learning— and having some fun along the way. As the head of marketing, communications & legal initiatives at Tempo, Jessie thinking about storytelling, building a strong brand, growth, teamwork, and grit.

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