Tempo Tutorial - Employee Vacation Planning

In this tutorial, we will plan and manage vacation time for our team using Tempo Planner for Cloud.

We'll start by creating a project for internal issues and populate it with internal issues for employee vacation planning, holidays, and sickness time. Next, we'll plan time as a team member on internal issues, and show how to implement the approval process to make sure that managers, team leads, and teams remain in sync. Finally we'll demonstrate some different ways to report on vacation time and pull this data into reporting.

 

Step 1: Create a project and internal issues


To keep your internal issues organized and make sure they are available to the entire team, you create a new project in your JIRA site for specifically for internal issues. Create a separate issue for each type of activity that doesn't require a remaining time estimate.

Tempo Administrators can configure issues as internal. Internal issues are simply issues that do not require a Remaining time estimate. These are useful for planning and logging time on activities for the entire team, such as sick time, vacation, inernal training, vacations, meetings, and travel time.

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  • Create a new project using Projects > Create project.
  • Make sure your team members have Browse Project permissions on the internal issues project. You can take a look at the project permissions by going to project name > Project Settings > Permissions.

For more information about managing project permissions, please refer to the JIRA documentation.

After you have created a project, populate the project with issues. Create one issue for each type of internal activity you want to capture - sickness time, vacation time, personal leave, etc.

  • Use the Create button at top to create new issues.

Finally, convert the issues you have created into internal issues:

  • Navigate to Tempo > Tempo Administration > Internal Issues and select the issues that you want to make internal.
  • Click on Add to make them internal issues. Internal issues won't require a remaining time estimate.

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Make sure to link your teams to the project you have created. This automatically populates the issue dropdown that appears when you are planning on issues.

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Step 2: Enable plan approval


Enable plan approvals in the Tempo Administration menu to have your plans approved by Team Leads or anyone else with Approve Plan permissions for that team. You will need to be a Tempo Administrator to see this menu.

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  • Open the Tempo Administration menu by clicking on Settings_Icon.png in the sidebar or by selecting Tempo > Tempo Administration .
  • Under Planning on the left sidebar, select Plan Approval.
  • Click the Plan Approval checkbox to enable the feature.

 

Step 3: Plan vacation time


Team members can plan their vacation, or other untracked time by creating team plans in the Team Timeline. While it is possible to create User Plans for vacations, these won't be taken into the capacity calculations for the team, so it's better to use Team Plans for team-impacting events like holidays, vacations, and sick time.

As a user, you can use Tempo Planner to plan your own time for vacation, sick days, training, or anything else.

  • Go to Tempo > Planning and select your team from the drop-down.
  • On the right, select Timeline. You should see a screen that looks like this:

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While only users with Plan Time permissions for the team can plan time for others, anyone can use Tempo Planner for Cloud to plan time for themselves:

  • In the row with your name, drag the mouse to select the amount of time you want to plan for.
  • In the Create Plan sidebar that appears to the right, select the Item Type you want to plan for - Issue, Component, Version, or Sprint.
  • Beneath that, select the item you want to plan for in the Plan Item dropdown.
  • Select a Start and end Date, or confirm the dates you picked by dragging the mouse.
  • Select a reviewer for the plan. You can select from anybody who has Plan Time permissions for your team. You can't select yourself, even if you have Plan Time permissions!
  • Save the plan.

The plan reviewer you have select will be notified via email that a plan is waiting for their approval. When they approve (or reject) the plan, you will be notified.

  

Step 4: Approve plans


To get an overview of your team's future plans, use the Team Timeline view to manage and edit their proposed plans, approve their complete plans, and manage logistics.

The are a number of different ways you can view planned time in Tempo Planner. The Team Timeline view is designed to make it easy to view - and approve - the plans of your entire team.

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If you have been selected as a plan approver, use the Team Timeline to approve or reject the plan.

  • Go to Tempo > Planning and select your team from the drop-down.
  • On the right, select Timeline.
  • Select the plan by clicking on the plan requiring approval.
  • Use the Status dropdown under Planned by to select ApprovedPending, or Rejected.
  • If the plan is accepted or rejected the user will receive a notification via email.

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Step 5: Create planning reports


Use Reports to capture information about how your team's time is planned across projects, issues, accounts, customers, and even multiple teams. 

To create a custom report:

  • Select the reports icon Screen_Shot_2017-06-28_at_3.23.28_PM.png from the sidebar, or Tempo > Reports from the top menu bar.
  • In the dialog box that appears, select Custom Report from the list.
  • In the left-top box, select a Date Range.
  • To the right, select Plans from the Plans/Worklogs button.
  • At top-middle, click on icon Screen_Shot_2017-06-28_at_3.33.28_PM.pngthat appears to the right of Filter by.
  • In the dialog box that appears, select a filter type. Possible choices are projects, teams, accounts, account categories, account category types, customers, issues, users, or JIRA filters (JQL). More than one filter type can be selected. Selected filters can be removed from the report by clicking on the x to delete.
  • In the View box at right, select either Grid View (to view the planned hours distributed across time) or the List view (to view a summary of the planned hours).

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Your team should now be able to create their own planned time on internal issues for the vacations, sick time, travel, transit, and training, and have these plans approved (or rejected) by their team leads.

For more information about Tempo Planner for Cloud, please see:

 

 

 

 

 

 

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