Tempo Planner

About plans

Tempo Planner is a tool that allows team leads and resource managers to create plans. A plan is an allocation of a team or a team member to a JIRA activity (JIRA project, JIRA issue or JIRA sprint). Plans for teams are called team plans and plans for team members individual plans. A plan allocation is created as a percentage of a team’s or team members availability (according to the workload and holiday scheme of the team members) and Tempo Planner will calculate the planned hours accordingly based on the team members availability and the team members commitment to the team. The screenshot below shows an individual plan for John Steel in the Tango Team.

image42.png

John is assigned to a workload scheme with a 50% workload (4h to work from Mondays to Fridays). The plan created in Tempo Planner shows an allocation of John for 50% for the JIRA issue AKA-6 that means that John is planned 50% of his daily available time (2h) for the JIRA issue.  John is assigned to that plan for 5 workdays (6.2.2017-10.2.2017). So the planned hours for John are calculated as:

5 working days x 4 h/working days x 50% = 10 hours

Team plans are created on team level. The screenshot below shows a plan for the Tango Team for the JIRA project Tango OnDemand. The plan has an allocation of 100% meaning that all team member should work all their time on the team plan. The plan includes 5 working days (9.2.2017- 15.2.2017) and Tempo Planner is calculating an availability for my team members of 70 hours for that specific JIRA project.

image19.png

The 70 hours available for that JIRA project plan are calculated from the team members availability.

Paul has a 50% workload and a team commitment of 100%. His availability is calculated as:

5 working days x 4 h/working days x 100% = 20 hours

Lars has a 100% workload and a team commitment of 100%. His availability is calculated as:

5 working days x 8 h/working days x 100% = 40 hours

John has a 50% workload and a team commitment of 70%. His availability for the team plan from Monday to Wednesday (13.2.- 15.2.2017) is calculated as:

3 working days x 4 h/working days x 70% = 8,4 hours

But John has already an existing individual plan of 50% of his available time for Thursday and Friday (9.+ 10.2.2017). So this means that John has only 20% left to work for Team Tango. So the availability for these two days is calculated as:

2 working days x 4 h/working days x 20% = 1,6 hours
In total John has 10 hours (8,4h + 1,6h) available to work on the team plan.

For the team plan the available time is calculated from the individual available time.

20h (Paul) + 40h (Lars) + 10h (John) = 70h

The example above shows the effect that individual plans are always treated with a higher priority than team plans. Creating now another individual plan in the example above would reduce the time available for the team plan. Lars has called in on Monday morning and announced a  possible two-day vacation for Monday and Tuesday. To adjust the team plan the team lead would plan for these sick days a plan with a 100% allocation (respectively 16h). Tempo Planner would reduce the available hours for the team plan to 54h (70h - 16h) accordingly (see screenshot below).

image04.png

Both team and individual plans can be recurrent on a weekly, once every two weeks, or monthly basis.

Iterations

Iterations is a Tempo specific term. An iteration is a plan of JIRA project for a Tempo team. Each time a plan for a JIRA project is created on team level Tempo Planner will create an iteration. The created iteration is a placeholder (container) for teams to work on yet already nonspecified work packages. The iterations have a start and an end date that has been specified on the team plan and the available time for the team to work on the iteration is calculated as a sum from the team members availability (size in hours of the work package). Team members commitment to the team and team members plan affect the available hours to work on the iteration.

Iterations are JIRA custom fields and need to added to the JIRA project issue screens in order to work with them and to add JIRA issues to an iteration.

Iterations are managed within the team backlog of Tempo Planner.

Team timeline

The team timeline can be accessed from Tempo > Team planning or the Planning icon from the Tempo menu on the left hand side. Now you entered the Team planning section and you need to select the Timeline button on the top right if not already selected.

image54.png

On the timeline (8) are you can see the plans from the selected team (6) and the team members in an chronological order. All team members are displayed with their names, their team roles and their commitment to the team on the left (1). Plans that are shown on the timeline may have different colours depending on their nature:

  • White indicates the original plan depending on team or team member level
  • Light blue indicates a copy of the team plan. These plans can be switched on or off from the show drop down menu (9)
  • Greyed out indicates plans from other teams. Team members can also be members of other teams. If these team members have plans from those teams they can be displayed here. These plans can be switched on or off from the show drop down menu (9)
  • Light yellow indicates a recurrent plan

Overcommitment (plans that exceed the total workload) of teams or team members are indicated with a red bar above the plans for the relevant days (e.g. Lars Petersen on 13th of February). From the drop down options (9) you can affect the view of the timeline, what plans should be displayed and you can restrict the team roles that are shown. With the time period navigation bar (4) you can select a custom time period and the navigation buttons will show previous or later time periods. Reducing the visible time period can increase the performance of Tempo Planner for big teams with many individual plans.

The JIRA issue navigation bar (3) shows all JIRA issues that are linked to the team and are still unresolved. This can help to find quickly unresolved team issues that can be dragged on the timeline.

The buttons on the top right (2) can be used to switch to the team board, the team backlog and to view the team capacity report.

The Team and Program buttons (7) allow to switch to the program overview.

From the action menu (10) all plans from the team timeline can be exported to a csv file.

Backlog

Tempo Planner iterations can be managed in the backlog. Select Tempo > Team planning or the planning icon from the Tempo menu and then click on Backlog in the top right.

image00.png

This will show all the JIRA project related activities that have been linked to the Tempo team like the included JIRA Versions and JIRA epics (2). In the Iteration column are shown all created Tempo iterations that are grouped in recent, current and upcoming ones depending on the iteration start and end date. Clicking on an iteration (blue box) in the iteration column will show all the iteration details in the sidebar window on the right hand side. The sidebar window shows on top all the basic information for that iteration (4) like the JIRA project name, the iteration name, the team commitment, the start and the end date and the days remaining and on the top right the information of the already assigned JIRA issues to the iteration (percentage of the available planned time, the time of already assigned issues and the total available hours for the iteration). The iteration timeline (5) shows the team members and their automatically assigned plans from Tempo Planner (white colour) and the individual team plans from the Team timeline (blue colour). Below the backlog timeline all team members are listed and how many hours each team member has left to work on in this iteration (6). The Todo, In Progress and Done lanes show the JIRA issue status categories of the assigned JIRA issues. Unassigned issues that have not been committed to a team member are shown in the unassigned section on the left hand side of the team members list (7). Below the timeline still available time of team members can be seen (8).

Iterations are time boxes for your team that need to be planned in detail by a team or project lead. The backlog allows to see all JIRA issues that are linked to the JIRA versions that are relevant for the team. By clicking on one of the JIRA version boxes the sidebar window on the right hand side changes to the view below.

image06.png

Instead of the team timeline now the backlog shows all JIRA issues within the JIRA version. Now the team lead has a good overview on the progress of the JIRA version (2). Below are all the issues within that version and the team lead can now assign JIRA issues to one of the upcoming iterations. When JIRA issues are already assigned to an iteration these JIRA issues are marked with a blue box (3) including the name of the iteration. The team lead now can assign all remaining and unresolved JIRA issues to an iterations with a remaining team capacity. Dragging the JIRA issues into the iteration box will assign the JIRA issue to the iteration.

JIRA issues for a whole JIRA project can be reviewed in the same way.image47.png

Clicking on the button below the active JIRA project (1) will bring up a list of all JIRA projects that have been linked to the team (2).

Team board

The team board shows all JIRA issues that have been assigned to the Tempo team with the team custom field AND are additional assigned to a specific team member (JIRA assignee). The team board shows for each team member the remaining estimates (1). The board view does NOT show any team or team member plans. All assigned JIRA issues are separated in swimlanes by the JIRA issue status categories.

image55.png

The backlog tab on the right hand side shows all unresolved issues from all JIRA projects that are linked to the Tempo team. The backlog sidebar is divided into JIRA issues that have already been assigned to the team but not to a team member (3) and a section that shows all JIRA issues that are not already assigned to the team (4). JIRA issues that are already assigned to a team can be assigned to a team member on the board (3). JIRA issues can be assigned directly to the team by clicking on the assignee icon in the Issues not given to the team section (4).

image25.png

When these JIRA issues are assigned to the team they can be assigned to the team members on the team board.

Capacity report

The capacity reports show the planned allocations for the team members (3) and the team in total (4). However the capacity report does NOT take into account the workload of the JIRA project plans (iterations).

image05.png

On the top left you might to change the displayed information to show available remaining time for the team and team members or the effective team size (1). The effective team is calculated by multiplying the commitment to the team and the weekly workload divided by 40 hours.

The capacity report can also be switched to a view the capacity for all team members including all plan allocations from other teams (5). This allows team leads to get the whole picture of his team members when they also have commitments to other teams.

The granularity of the capacity report can be adjusted to a daily, weekly, monthly or quarterly basis (2).

Programs

About programs

A program in Tempo is a collection of Tempo teams. A team can only belong to one program but a program can contain several teams.

Screen_Shot_2017-03-04_at_15.16.20.png

A program helps to view high level team plans in the program overview.

Program overview

The program overview can be accessed from Tempo > Program planning or from the Program icon on the top right. The program overview shows all team plans for JIRA projects for those teams that belong to the program.

image52.png

Team plans can be created and edited from the program timeline in the same manner as on the team timeline.

Was this article helpful?
1 out of 3 found this helpful

Comments

Article is closed for comments.