Planning Time for Resources

Abstract

How to plan time in the Resource Planning view

Important

  • Team members can plan time for themselves, whether it's work or personal time off.

  • Planning time for other team members requires the View Plans and Manage Plans permissions for those teams.

  • Remember that the available working hours are defined in the Workload scheme to which the team member belongs.

There are different ways to plan time in the Resource Planning view, depending on the type of planning you're doing, and whether you're working in the Days or Weeks view: 

  • For medium or longer-term planning, such as the upcoming several weeks or months, you can create plans in the Weeks view. This gives you a "big picture" of how time is planned for your resources, making it easy to create period plans, or to shift planned work to other dates or even to other resources. This view is useful for resource managers and others who need to do high-level planning.

  • For short-term planning, such as for the current week or sprint, you can create plans in the Days view. This allows you to see more plan details, and easily focus on specific issues or resources. This view is useful for team leads and managers who need to manage the current workload for their team. 

No matter how you create a plan, the Plan Time form opens up for you to fill out. The fields that are filled out depends on how you plan time.

To access the Resource Planning view, select Planning planner_icon.png in the Tempo sidebar. The Resource Planning view opens with the Weeks views displayed by default. Click the Days button at the top-right to switch views.

Creating plans with the Plan Time button

  • Click the Plan Time button in the upper-right of either the Days or Weeks view.

    Plan time button

This is a quick way to create a plan for any resource on any issue or project: the Plan Time form has no information filled in, so you can add whatever you need!

Creating plans in the Weeks view

  • Click the plus sign plan_plus_weeks.png on a day in the resource's timeline, where you want the plan to start.

    This is a way to add a plan for an issue that's not listed yet for the resource. This is also a quick way to create a single-day plan, but you can also specify a period in the Plan Time form to create a plan that spans multiple days.

    Plan a day from the week view
  • Click on a day for a Jira issue: expand a resource in the resource list on the left (see Viewing Resources and Their Plans) to see the plans per Jira issue, then click on a day for an issue.

    Create plan per Jira issue

Tip

  • Clicking on a day for an issue is a quick way to fill up the remaining hours in a day: the unused hours are planned for this issue and the day is fully booked. If a day is already booked, you can't add more hours this way.

  • The Start time for the plan is midnight when you create a plan this way, but you can edit the plan to change the start and end times for it.

Creating plans in the Days view

  • Click the plus sign plan_plus_weeks.png on a day where you want the plan to start.

    his is a way to add a plan for an issue that's not listed yet for the resource. This is also a quick way to create a single-day plan, but you can also specify a period in the Plan Time form to create a plan that spans multiple days.

    Create plans in Days view

Creating period plans

  • In the Weeks view:

    Click and drag across multiple days in a resource's timeline to create a period plan. The dates you selected are filled in the Plan Time form.

    Planner_4_-_vacation.gif
  • In the Days view:

    Click and drag across multiple days in the calendar to create a period plan. The dates you selected are filled in the Plan Time form.

    Create period plan in Days view
  • Creating period plans from the Plan Time form:

  1. Create a plan in any way you like in either the Days or Weeks view.

  2. In the Plan Time form, select the Period checkbox.

  3. Add an End Date for when you want the period plan to end.

  4. Enter the number of hours in the Planned Time field:

    - Total hours to have them spread evenly over the number of days in the period plan.

    - Per day to plan this number of hours per day over the period.

  5. When you delete a plan that's part of a period plan, you can choose to delete the plan for just that day or delete the whole period plan.

Creating plans by dragging issues

The Issues side panel on the right contains Jira issues organized by type (from predefined JQL searches). You can drag issues from the side panel to the Resource Planning view in either the Days or Weeks view, which is a quick way to create plans. See Finding Issues with the Issue Picker for more information.

To create plans by dragging issues from the side panel:

  1. Click the arrow on the right side of the window to open the Issues side panel. 

    Use arrow to open issues side panel
  2. Use the tabs at the top to find the issues you want to view in the panel, or use the Search box to find an issue.

  3. Drag the issue to the resource's timeline for whom you're planning, on the date when you want the plan to start:

  • In the Weeks view, do either to create a plan that fills up the available hours in a day:

    - Drag an issue to a day in a resource's timeline. This is useful if there are no plans yet, or there aren't plans for that issue yet.

    Planner_3_-_side_panel.gif

    - Expand a resource on the left to see the plans per Jira issue, then drag an issue from the panel onto the matching issue timeline.

    Tip

    Dragging an issue to a day in the Weeks view is a quick way to fill up the remaining hours in a day: the unused hours are planned for this issue and the day is fully booked. If a day is already booked, you can't add more hours this way.

    The Start time for the plan is midnight when you create a plan this way, but you can edit the plan to change the start and end times for it.

  • In the Days view:

    Drag the issue onto a day.

    Drag issue from issues side panel to a day in resource's timeline.

    The Plan Time form opens for you to fill out. The number of hours in the Planned Time field is suggested according to the available hours in that day (to fully book the day) and the number of remaining estimated hours for that issue.

    If a day is fully booked or an issue has no or remaining estimate, the Planned Time field is blank, so you need to enter the number of hours you want to plan.

Note

When you create plans by dragging issues from the Issues side panel, the number of remaining estimated hours (27h in the example below) and the number of hours that are planned on the issue (4h) are displayed and used to suggest hours planned.

Plan card with the number of remaining estimated hours and the number of hours that are planned on the issue

If the remaining estimate exceeds the availability of the target resource on that day, the suggested plan is the remaining available time for that person/resource. 

Issues without remaining estimate do not have any suggested hours.