Capacity and budgets

The capacity model sets what each client bought for a month against who will do it. Work streams are its rows, people are its columns, and each row shows budget, plan and how much of the plan is on the schedule yet.

What you can do

Keep work streams: the level a plan is made at, such as a retainer, a block of projects, or one recurring job across several clients.
Attach projects to a stream, so time logged on them rolls up to its plan.
Set a monthly budget in days for each stream.
Split the plan across people, in days per person per month.
Enter an adjustment per stream: a correction to the plan that no one is booked onto.
See Planned, +/- (budget less plan) and Placed (days booked on the schedule) per stream.
See each person's Planned total, Available days and Balance for the month.
Override a person's Available days, for a part-time week or a month off.
Copy budgets, plan, adjustments and availability from the previous month.

How to

Work streams

Open Capacity > Work streams.
Press New stream. Fill Code (up to 8 characters, the chip on the schedule grid) and Name, for example AC and Acme Ltd retainer.
Optionally set Client (leave empty where the stream crosses clients), Projects, Billing day (minutes), Sort order and Colour. Press Save.
To change a stream, press its pencil. To retire it, press its archive icon and confirm Archive.
Show archived lists archived streams, greyed out.

Billing day (minutes) left empty inherits the client's billing day, then the house default. It sets how hours convert to days on the client report, not on the capacity model.

Capacity model

Open Capacity > Capacity model. The header shows the month and its working days (weekends and bank holidays excluded). Use the arrows for the previous or next month.
Type a stream's monthly days in Budget.
Type each person's days on the stream in their column. Column heads show first names; hover for the length of that person's day.
Type a correction in Adjustment where needed. It counts in Planned but not in Placed.
Read the row: Planned is the plan plus the adjustment, +/- is Budget less Planned, Placed is what is booked on the schedule. Placed is highlighted when it is behind the plan.
Read the footer: Planned per person (red when over their available days), Available, and Balance (Available less Planned, red when negative).
To override Available, type over the dimmed figure. Clear the cell to go back to the calculated one.
To start a month from the last one, press Copy last month. Turn on Overwrite cells that already have a number to replace figures already entered; off, they are kept. Press Copy.

Totals move while typing. A cell saves on Enter or when it loses focus.

Key	Action
Enter	Save the cell
Esc	Revert the cell
Up / Down	Cell above or below
Left / Right	Next cell, from the edge of the text

Planned against actual

The dashboard widgets Planned vs actual, this month and Planned vs actual, by developer compare logged hours with the plan to date. Hours count against the client of the project's work stream. The widgets need the view delivery metrics permission. See Dashboard.

Limits

Capacity and Work streams need the view capacity permission. Editing needs manage schedule. Without it the grid is read-only.
All days are each person's own days: a person's minutes divide by their own day length, not the stream's billing day.
Available is calculated as working days, less bank holidays, less booked time off, at the person's day length. It cannot see a part-time week: override it.
Zero is a real Available figure (off all month). Clearing the cell restores the calculated figure.
Zero in a Budget, plan or Adjustment cell deletes the entry.
Copy last month never copies schedule bookings. The Schedule has its own Copy last month.
Archiving a stream keeps its bookings, plan lines and budgets. Streams are never deleted.
Plan days with nobody against them count in Planned and show in its tooltip, not in a person column.
Over-budget tasks are a separate report: see Reports.

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