Project Capacity Board

The capacity board helps you plan your work breakdown items by allowing you to review three pieces of information:

1. AllocatedThe blue bars in the graph are shown for the tasks scheduled for all other projects.
2. CapacityThe grey bar shows the max hours that staff are available to complete project tasks on each day of the month.
3. This ProjectThe green bars in the graph are shown for the tasks scheduled for the current open project.

1. The hours are shown on the left side of the graph, to help you determine the number of scheduled hours and the maximum hours of capacity available for each date.
2. The dates are shown across the bottom of the graph, displaying the date for each day of the month selected in the calendar.
3. Graph displays the capacity and allocated hours for the entire office by default. If multiple office locations exist, the office location shown is the same as listed general tab of the open project.
4. Screen filters allow the graph to be adjusted to display the capacity for a single staff rate type, capacity for a single staff member, and toggle which month is displayed in the graph.

Choose which month is displayed in the Capacity report by selecting a date from the calendar. The calendar panel is shown on the left side of the capacity board. The calendar opens to the current month by default.

Choose a different date by:

1. Selecting the year using the Next or Previous year buttons.
2. Next choose the month name in the calendar panel. The capacity board will refresh to show the chosen month.

Use the rate filter to view the capacity separately for each of the staff rates setup in Synergy. Choose a filter and the capacity board updates to only show the information for the rate selected. The capacity is calculated based on the rate assigned to items on the project planning board.

Update the Capacity board using the filter to display:

1. AllDisplays the capacity for all rates. This is the default rate filter applied to the capacity board.
2. Not AllocatedDisplays the capacity details for planned items where no rate has been assigned. Not allocated items display the text 'Any rate' in the planning board when using the 'By Rate' display option.
3. Selected RateChoose a single rate from the list. The capacity graph will update to show the capacity for only that rate. When a rate is chosen, the staff filter list updates to display only the staff members that are setup to use that rate.

Click the image above to view the capacity report for the 'CAD technician' rate.

Use the staff filter to view the capacity and allocated hours for each staff member. This filter updates the capacity board graph based on the assigned staff items on the planning board for this project or all projects. The appointment on the planning board must have the staff member assigned to it, to be displayed for using the staff member filter. If there is no staff member assigned to the planning board item, it will be shown under the 'Not allocated' filter option.

Staff capacity filter options available:

1. AllDisplays the capacity for all staff members. This is the default staff filter applied to the capacity board.
2. Not AllocatedDisplays the capacity details for all planned items where no staff member has been assigned. Not allocated items display the text 'Any staff' in the planning board when using the 'By Staff' display option.
3. Selected Staff MemberDisplays the capacity for only the selected staff member. Items are shown using this filter if a staff member has been assigned to the task on the planning board.

Click the image to see the staff filter applied to the report to check 'Susie Olsen's' capacity.

Use the refresh button to make sure the newly planned tasks are shown in the Capacity board. The refresh button is shown in the top right corner of the capacity board. After refreshing the page the calendar resets to the default setting of displaying this month, and the rates and staff filters reset to 'All'. Re-select the required date, and staff and rate filters.

The office calendar defines which days of the week the office is open by default, and how many hours each staff member will work on each day of the week. The staff calendar overrides the office settings, and uses a custom working days or hours calendar. The staff calendars would need to be updated for part-time staff, or staff that work on weekends.

Within the capacity board both the office and staff calendars control the capacity details are shown in grey in the graph table. For example if the office is closed on weekends, then the capacity for weekend dates is always shown as 0 hours for the entire office.

Office calendar settings and the project capacity board

Each office location can have a calendar setup to define the default days of the week worked, and the default number of hours available to work. This is the default setting applied to all staff linked to that office for use in the Resource Management Planning Board and Capacity features.

For example the office calendar is used to define how if a project task scheduled on a weekend date/time is counted as scheduled time for the project. In the image below the office is setup to only work on weekdays, and the standard number of hours worked is 8. Hours/days outside of the time listed are not used in the capacity calculations, as only the office working hours are counted as scheduled hours.

Click the image above to view a setup office calendar.

The Project Capacity board uses these settings as the default for each staff member. The default working days of Monday to Friday, and 8 available working hours are applied to each staff member in the office. This controls the capacity details (shown in grey) to show that each staff member is available to work 5 days per week at 8 hours a day. For the weekend days each staff member is shown to have 0 hours availability.

Click the image above to view the office setting effect on the capacity report.

Tip: To adjust the working days, or standard hours worked per day, use the Staff Calendars. Changing the staff calendars will adjust the one staff member to have different days/hours of availability in the capacity board.

Staff calendar settings and the project capacity board

Use the staff calendar to override the office default working days, or standard working hours. Update the calendar on the staff record for part time staff members, or for staff that work weekends. Assign a staff member to a task in the planning board, and the project capacity board will update to reflect the time as scheduled hours. The number of hours counted as scheduled for a staff member must fall into their working day. The working hours and days of week can be defined separately for each user in the staff calendars.

For example if a staff member works part time, update their staff calendar to reflect the days they are in the office (Monday to Thursday only), and how many hours they are expected to work (7 hours instead of the office default of 8).

Click the image above to view the staff calendar for the user 'Jill Lockhart'.

The staff calendar settings change the capacity hours (shown in grey) in the capacity board. The capacity hours will be displayed at the height of the number of hours entered on the staff calendar, and shown as available on the days selected.

For example Jill works 7 hours a day, and only on Monday to Thursday. In the capacity board the board has been filtered to only show the user 'Jill Lockhart'. The board shows that Jill can work a maximum of 7 hours per day, which is taken from the staff calendar setting for working hours. Three days also display as having 0 work hours available, as Jill does not work on Fridays, Saturdays and Sundays.

Click the image above to view the capacity for the user 'Jill Lockhart' who works on a part-time basis.

Entering the staff calendar details changes the office capacity view

After a staff record has been updated to work less days per week, the capacity details shown for the office view will also reflect this. For example Jill Lockhart does not work on Friday's. After updating Jill's staff calendar to reflect this, the office capacity is shown as lower on each Friday as it is taking into account the staff calendar settings.

Click the image above to see the capacity line altered in the entire office view, after setting Robert to work part-time.