In the following video, you will get an overview of Task Capacity. To get a full understanding of task capacity in PSOhub, please take a look at the rest of the article below.
Task Capacity will allow you to:
View the back log of your activities; i.e. everything that still needs to be scheduled and assigned to resources.
Assign to one or multiple resources, to one or multiple tasks at once.
Before leveraging this functionality, you first have to define the Task Capacity of a user. This can be found under User Management.
Choose from the menu Settings and User management.
All the users in the organization will be displayed here. Click on one of the users:
Here, you can define his/her task capacity:
Make sure that the Exclude from task and resource capacity option is set to No.
The field Task capacity per month is by default set to 20. This means that the maximum capacity of this user is 20 tasks per month. This information will be displayed in the Task Capacity screen (see further below) where you will also be able to filter on this value to display users with remaining capacity.
To change the number of tasks per month of a user, simply click in the field and enter the correct number. Then, click Save.
Now, choose from the menu Tasks and Task Capacity:
On the left side of the panel is the back log. The back log will only display projects that have a task board with unassigned tasks.
Click on the [+] icon to expand the project. Now all the task lists and their related unassigned tasks will be displayed:
As displayed in the first screenshot below, select the task list 10.003 - CL 3. When the task list is selected, all its associated tasks will be highlighted and ready to be edited or assigned.
The second screenshot shows how individual tasks can be modified and/or assigned, under the task list. In this example, task G10 CL 3 - T1.
As soon as you select a task list or a task, at the bottom of the page a Task selected menu bar appears. Click on Edit & Assign, and enter the required task information (refer to the table below explaining the fields). Then, click Save.
If too many tasks or incorrect tasks have been selected, click Clear selection to undo the selection.
The Assign tasks dialog box will appear after clicking Edit & Assign:
The field descriptions are explained here:
Field | Description |
Start date | This is a mandatory field. Enter the starting date of the task(s). |
Duration days | Define in how many days the task needs to be completed. You can also go directly to the Due date field and enter the end date of the task(s).
|
Due date | This is a mandatory field. This field will be automatically populated if you have entered a duration number of days. If no duration days are defined, you will need to enter a due date manually; this in turn will automatically update the duration days field. |
Assign to project members | Select from the drop-down menu the team member(s) of the project. |
Assign to other members | This option provides the possibility to assign the task(s) to users who are not already team members of the task's project. The drop-down will display all the users within the organization.
Note; By assigning other members to tasks, these members will be brought into the Project with their default roles and rates. |
PSOhub brings you to the Task Board of your project. The middle pane will display three months by default, starting with the current month.
By using the arrows you can easily navigate to the next 3 months and/or go back to the previous 3 months.
Each card will show the Task Capacity of each Resource. The card will also display the total task capacity as follows:
Task Capacity | Description |
Tasks | Are the total tasks assigned to the Resource (excluded are milestones since it is not effort driven). Only tasks that are assigned and have a due date will appear here. |
Done | The total tasks which are marked as completed. |
Overdue | The total tasks which are over their due date. |
Bar | When you hover over the task capacity bar you will see the maximum task capacity of the resource and the remaining task capacity. |
When you click on the card you will land in the Timeline & Tasks for the resource.
Timeline
The timeline displays all tasks assigned to the resource per month. The tasks will be displayed in the calendar from the start date until one day before the due date.
Milestones will be displayed for the resource on their timeline and will be in the colour green.
Click on the LIST tab to change the view.
List
The List view will displays all the tasks assigned to the resource per month. The tasks displayed in this view will show extra information about the task such as Customer, Task board, Task list, Status and Priority.
Above the LIST tab, click Filters.
You can use the filter to search on different fields:
When you have defined your search fields in the filter, you have the option to click on Export to Excel to provide you with the filtered data:
Click the Back button, to land on the Task Capacity where you can also apply filters to the information displayed.
Filter on the 'Project' stage
Filters on the the four stages. When a stage is selected only the tasks related to the Project with that stage will be displayed:
Filter on the 'Tasks' field
When a Start date and Due date is selected only the tasks related to these Start and Due dates will be displayed:
Filter on the 'Resources' field
Select a role: The drop-down will display all the Roles within the organization.
Select a user: The drop-down will display all the Users who have been assigned to this role.
Filter using the 'Remaining capacity' bar
Drag the bar to only show the resources who have any remaining capacity left.
