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Workload Balance - Capacity Planning

ActivTrak Product Team

ActivTrak Product Team

Demo of The Workload Balance - Capacity Planning Dashboard

 

The Workload Balance - Capacity Planning Dashboard gives leaders and managers a visual snapshot into employee workloads based on historical data, enabling data-informed decisions about workload distribution across team members now and in the future. 

Some common use cases for the insights in this dashboard include:

        • Redistributing work after a reduction in force (RIF) or reorganization
        • Quarterly or bi-annual resource planning for headcount allocation 
        •  Making a business case for hiring new FTEs or contractors (especially when teams have exceeded work capacity)

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The Workload Balance - Capacity Planning Dashboard

 

Filters

 

Users can select the standard activity time period with Activity Date, which is standard across all Insights dashboards, the Team, which shows the viewable groups, and a new field called % of Expected Days Worked.

capacity-planning-filters-_expected-days-worked.png

% of Expected Days Worked

The % of Expected Days Worked is the number of days you define that employees are expected to work after accounting for holidays, vacations and sick days. For example, there are 260 weekdays in a calendar year. If you assume the average employee works 224 of those days:

            • 10 company holidays + 3 summer days + 15 vacation days + 8 sick days = 36 days off
            • The % Expected Days Worked = 86%

By default, % Expected Days worked is set to 85%. Users can select from a range of 70-95% in 5% increments.

Additional filters under More, include:

            • Filter Users by Top/Bottom (default = Top) based on Total Productive Hrs
            • Show N Users (1 to 500, default: 30)
            • Day Type (Weekend/Weekday)

 

User Activity Table

 

The User Activity Table shows which team members are over capacity, at capacity, and under capacity for the selected time period and is calculated as Total Productive Hrs / Expected Total Productive Hrs * 100.

The calculation takes into account three settings: 

            1. Productive Hours Per Day Goal (set in the Benchmarks & Goals tab)
            2. Active Day Threshold (set in the Configuration tab)  
            3. The % of Expected days Worked (set in the Capacity Planning dashboard)

capacity-planning-user-activity.png

User Activity Table

Column

Description

1 & 2

Displays individual team member names (User) and the number of Productive Hrs/Day  for the selected time period (Activity Date filter).

3

Displays the Productive Hrs/Day (Goal).

4

Displays the total number of productive hours worked (Total Productive Hours) during the selected time period.

5

Shows the Expected Total Productive Hrs, which is based on the Productive Hrs Goal x the Expected Days Worked.

6

Shows the total Days Worked (Active Days)

7

Expected Days Worked, is based on the number of weekdays in the selected time period x % of Expected Days Worked

8

User Capacity displays the total number of productive hours worked as a percentage of Expected Productive Hours

  • >120% = Over Capacity
  • 80%-120% = At Capacity
  • <80% = Capacity Available

9

Capacity Assessment displays recommendations based on each user’s % capacity

  • Over Capacity: Support these team members by redistributing workload to other team members or identifying responsibilities that can be deprioritized.
  • At Capacity: Ensure these team members are focused on the most critical items to maximize results.
  • Capacity Available: Identify areas where these employees can help by taking on work from other team members or those who have recently left the organization.

 

 

Days Worked (Active Days) Calendar

 

The Days Worked (Active Days) calendar displays the specific days the selected user(s) worked within the selected time period (Activity Date filter). Select the user’s name in the User Activity table to view the days worked by an individual employee. Users can select multiple users by holding down the command key (on macOS) or control key (on Windows).

capacity-planning-days-worked.png

Days Worked Calendar

 

Monthly Trend - Days Worked (Active Days)

 

With the Monthly Trend report, view how the capacity of teams and team members varies across each month to see historically which months are busier or lighter for teams as a whole. You can see which months individual team members tend to take more time off, for example, and address potential absenteeism concerns, especially when employees may not be logging time off in the HRIS system.

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Monthly Trend

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