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Schedule: Heatmap Calculations

Here you will find the more technical description of both Planned and Actual Calculations

 

Time to read: 5 minutes

Looking to find out more about schedule terminologies? See this article.

Main takeaways:

Note: You can switch the settings back and forth on the Details page of your Admin panel.

resource mngt

 

Project Allocation Calculation

If your Resource Management Setting in the Admin panel is set to Allocate people to projects the utilization in your heatmap is only calculated based on the project allocations.

Read more about allocating team members here.

The utilization of team members is calculated by deducting the allocated time on projects, internal time and time off from the avalable time of the team member.

E.g. 

Weekly working hours = 40h

Allocated project time = 20h

Allocated internal time = 10h

Remaining Avalability = Weekly working hours - Allocated project time - Allocated internal time 

Remaining avalibility = 40h - 20h - 10h = 10h

Utilization in % = Allocated time / Working hours *100

Utilization in % = (20h + 10h) / 40h *100 = 75%

On the heatmap you can easily see if your team members are under utilized, perfectly allocated or over utilized.

  • under utilized = your team member has remaining availability, not all of their working hours are allocated to projects, internal time or time off yet
    • Utilization < 100%
    • Heatmap is filling up with green color and showing remaining availability
  • perfectly allocated = all of your team member's working hours are allocated to projects, internal time or time off
    • Utilization = 100%
    • Heatmap is green with a checkmark
  • over utilized = your team member is allocated for more hours than their working hours.
    • Utilization > 100%
    • Heatmap is red and showing the amount of hours that the person is over allocated by

Task Allocation Calculation: Based on Task Estimates

If your Resource Management Setting in the Admin panel is set to Assign people to tasks and Based on Task Estimates the utilization in your heatmap is calculated based on the estimated tasks that are assigned to your team members.

The utilization of team members is calculated by deducting the estimated time on the assigned tasks, internal time and time off from the avalable time of the team member.

E.g. 

Weekly working hours = 40h

Total estimated time on assigned tasks = 20h

Allocated internal time = 10h

Remaining Avalability = Weekly working hours - Total estimated time on assigned tasks - Allocated internal time 

Remaining avalibility = 40h - 20h - 10h = 10h

Utilization in % = (Assigned task estimates + Allocated internal time) / Working hours *100

Utilization in % = (20h + 10h) / 40h *100 = 75%

 

The estimated time on a task is evenly distributed across the days between the start and the end date of the task and the number of assignees on the task.

E.g.

Task Estimate = 10h

Days between start and end date = 5

Number of assignees = 2

Utilization for this sepcific task per assignee and per day = 10h / 5 / 2 = 1h

 

1 hour per day between start and end date of the task is taken off of each assignees availability.

On the heatmap you can easily see if your team members are under utilized, perfectly allocated or over utilized.

  • under utilized = your team member has remaining availability, not all of their working hours are assigned to tasks or allocated to internal time or time off yet
    • Utilization < 100%
    • Heatmap is filling up with green color and showing remaining availability
  • perfectly utilized = all of your team member's working hours are assigned to tasks or allocated to internal time or time off
    • Utilization = 100%
    • Heatmap is green with a checkmark
  • over utilized = your team member is assigned to more hours than their working hours.
    • Utilization > 100%
    • Heatmap is red and showing the amount of hours that the person is over allocated by

Task Allocation Calculation: Based on Time Registrations & Remaining Task Estimate

If your Resource Management Setting in the Admin panel is set to Assign people to tasks and Based on Time Registrations & Remaining Task Estimate the utilization in your heatmap is calculated based on the time registrations of your team members in the past and the remaining time on the assigned tasks in the future.

Please note:

  • In the past the heatmap will show the actual utilization of your team members, meaning the actual time spend on the tasks that they were working on.
  • In the future the heatmap will show the planned utilization based on the remaining time on the tasks that your team members are assigned to.
  • The current day (today) always counts as the future, as it is not over yet. 

This leads to a very dynamic view of your team's utilization and the heatmap can change every day based on the time registered by your team members.

The actual utilization of team members in the past is calculated by deducting the regisetered time on tasks, internal time and time off from the available time of the team member.

E.g. 

Weekly working hours = 40h

Total registered time on tasks = 20h

Total registered time on internal time = 10h

Remaining Avalability = Weekly working hours - Total registered time on tasks - Total registered time on internal time

Remaining avalibility = 40h - 20h - 10h = 10h

Actual Utilization in % = Registered time / Working hours *100

Actual Utilization in % = (20h + 10h) / 40h *100 = 75%

 

The planned utilization of team members in the future is calculated by deducting the remaining time estimate on assigned tasks, allocated internal time and time off from the available time of the team member.

E.g. 

Weekly working hours = 40h

Remaining task estimates = 20h

Allocated internal time = 10h

Remaining Avalability = Weekly working hours - Remaining task estimates - Allocated internal time

Remaining avalibility = 40h - 20h - 10h = 10h

Planned Utilization in % = (Remaining task estimates + Allocated internal time) / Working hours *100

Planned Utilization in % = (20h + 10h) / 40h *100 = 75%

The remaining time on a task is evenly distributed across the days between the start and the end date of the task and the number of assignees on the task.

E.g.

Remaining time = 10h

Days between start and end date = 5

Number of assignees = 2

Utilization for this sepcific task per assignee and per day = 10h / 5 / 2 = 1h

 

1 hour per day between start and end date of the task is taken off of each assignees availability.

On the heatmap you can easily see if your team members are under utilized, perfectly allocated or over utilized.

  • under utilized in the past= your team member had remaining availability, not all of their working hours were registered on tasks or allocated to internal time or time off yet
    • Utilization < 100%
    • Heatmap is filling up with blue color and showing remaining availability
  • under utilized in the future = your team members has remaining availability, not all of their working hours are assigned to tasks or allocated to internal time or time off yet
    • Utilization < 100%
    • Heatmap is filling up with green color and showing remaining availability
  • perfectly utilized in the past = all of your team member's working hours were registered on tasks, internal time or time off
    • Utilization = 100%
    • Heatmap is blue with a checkmark
  • perfectly utilized in the future = all of your team member's working hours are assigned to tasks or allocated to internal time or time off
    • Utilization = 100%
    • Heatmap is green with a checkmark
  • over utilized in the past = your team member registered more time than their working hours.
    • Utilization > 100%
    • Heatmap is filled in blue and showing the amount of hours that the person registered over their working hours.
  • over utilized in the future = your team member has more remaining time on their assigned tasks than their working hours.
    • Utilization > 100%
    • Heatmap is red and showing the amount of hours that the person registered over their working hours.