To facilitate better planning and optimization of human capital, many organizations do a “plan-ahead” to help to scenario planning and what-if analysis. SwiftEASe Planning Event enables the team to do exactly that. Given the available Capacity across Teams and ARTs and work prioritization as per WSJF (outside the system), SwiftEASe helps you to allocate planned work to future PIs across ARTs and PIs. It gives you a quick drag-and-drop approach to reallocate cards across teams and ARTs, understand available capacity to take more work, or highlight over allocation. This information could then become the basis for Product Management teams to groom their cards for the future PIs as planned in the Capacity Planning event.

With the Planning Event,  you can accelerate the delivery of value, keep the system Lean, and update your priorities to get the best economic outcomes. The capacity planning exercise you undergo using the Planning Event helps you better visualize and plan the upcoming PIs in a more systematic way.

Prerequisite

The Planning Event is available only at the Program level Work Board. Moreover, any user having Reader access to the Board will not be able to see the Planning Event option from the Board menu.

Navigation

To access the Planning Event, navigate to the Planning Event option from the Board menu.

Creating A Capacity Plan

You would generally begin with creating a Capacity Plan. Let us understand how to create a plan on the Planning Event page with the following steps:

  1. On the Listing of Planning Events bar, click the + icon.
  2. In the Create New Plan window, enter a Name and Description.
  3. Select the Starting and Finishing PI. The newly created Plan will cater to the PI range in between that staring and finishing PI.
  4. Save the Plan by clicking the CREATE button.

Now, the newly created Plan is visible under the Listing of Planning Events.

By default, any Planning Event will be collapsed. You need to expand it to view the visual Board. Once a Planning Event is created, it can further be edited or deleted by clicking the Edit Planning Event and Delete icon respectively on the Event header.

Moreover, you can allocate capacity to an individual ART Team for a particular PI under a Planning Event by clicking the  Edit Capacity   icon.   We will discuss more about it in the next section.

Note: By default, all the above icons are not displayed against the Planning Event. You need to hover over the Event to find them.

Allocating Capacity to the ART Team

One of the most key factors of the Planning Event is to allocate capacity to the ART Teams which are part of a Planning Event. Once you do that, you will be able to assign your program-level cards to a PI and ART more judiciously.

To start allocating capacity to the ART Teams, click the Edit Capacity icon and perform the following steps on the Edit Capacity window:

    1. Select a PI and an ART. Once you do that, the Teams pertaining to the selected ART is displayed in the window.
    2. Along with the Team names, the Current Capacity and Edit Capacity columns are displayed. The Current Capacity of a Team will be the last updated value. You can refer to that value and enter a modified capacity for the Team on the Edit Capacity column for that Planning Event.

Note: By default, the Current Capacity will be shown 0 (Zero) if it was never updated for a Team.

3. Once you update the capacity, click the SAVE & CLOSE button to save the update and exit from the Edit Capacity window. If you want to update another the capacity of another ART for the same PI or for another PI without exiting the Edit      Capacity window, then click the SAVE & CONTINUE button. This will save your time and effort of re-entering the same Edit Capacity window multiple times.

Once we allocate the capacity to the ART Teams, we can now move to assign cards to the PI and ART.

Allocating Cards to the PI and ART

The visual Board helps you to assign cards to the PI and ART as well as view the allocation of work of a PI and ART against the aggregated capacity of the ART Teams in a visual Heat map.

The Planning Event Board is divided into two panels: Unallocated Cards and Allocated to PI and ART. You can drag a card from the Unallocated Cards to the Allocated to PI and ART and assign it to a particular ART and PI.

Unallocated Cards panel is further divided into two columns: Backlog and On Board. The Backlog column has all the cards that are in the Backlog of the Program Board ( from which the Planning Event is accessed) and not tagged to any PI and ART.

You can use the Filter icon  to filter the cards based on ID,  Card Type, Title, Priority, and so on and view the cards of your choice.

The right panel is for the PI and ART that are pertaining to the Planning Event.  This panel is further divided into vertical columns each of which represents a particular PI. Each PI is further horizontally divided into ARTs which are associated with the PI.

Let us understand this panel carefully.

  • Total Current Allocation: This shows the aggregated estimate points of the cards allocated to all the PIs and ARTs displayed in the panel. If the total point is more than the aggregated capacity of all the ART Teams, then the number will be shown in red indicating that the cards are over-allocated beyond the team’s’ current capacity.

Note: The Total Current Allocation will change based on the selection you make in the PI and ART field. We have explained these fields later.

  • Filter : You can use the Filter icon to filter the allocated cards based on ID, Card Type, Title, Priority, and so on and view the cards of your choice.
  • Total Current Allocation : Clicking this icon displays the PI and ART field. By default, All PIs and All ARTs are selected. To drag a card from the Unallocated panel and drop it to a particular PI and ART, select that PI and ART from the drop-down field.

Moreover, selecting a particular PI and ART will also update the Total Current Allocation based on the selected PI and ART.  It will help you understand whether you have overbooked a particular PI against the capacity of  ART Teams or there is still enough capacity to allocate a few more cards to the  PI and ART.

Board View  : Clicking this icon displays the Visual Board with the Unallocated Cards and Allocated to PI and ART panels. If you are in Tree View and like to toggle to Visual Board, then click this Board View icon.

Tree View  :  If you want to understand the allocation of cards to PI and ART in a more visual manner, then switch to this Tree View. It displays the allocation of cards across ART and PI in a Heat map.

Each rectangle in the Heat map represents an individual card allocated to a PI and ART. All cards having the same ART and PI and also have an Estimate point are shown in the same color and the size of the rectangle is determined based on the relative sizing of the card against the other cards tagged to the same PI and ART.

If any card is tagged to a PI and ART, but not allocated any estimate points, is shown in white color.

Moreover, when the total estimate points of all the cards tagged to a PI and ART exceeds the capacity, the border of that set of the cards will be in red indicating that they are overbooked. For example, in the above screenshot, PI 3 and ART: Eastern Conference is bordered with red color as it has overshot the capacity.  This visual data representation helps you quickly identify where you need to reduce the scope and where to increase.

Note: Unlike Board View, you cannot drag-drop cards in the Tree View.  This view is for data visualization only.

Now, as you plan for the PIs using the Planning Event well before they begin and book the allocation before the ART Teams start working on them during the PI.

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