Issue / Question
Instructions for staff to capacity schedule using Google Workspaces.
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What is capacity scheduling?
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How do I capacity schedule?
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How do I schedule multiple employees?
Environment
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Platform
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Audience Affected
Resolution
Differences between a Workspace and a Project
Workspaces have similar functionality as projects except for the differences highlighted below:
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Start and end dates, percent complete, and project statuses are not associated with Workspaces
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Workspaces are not associated with Portfolios
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Workspaces cannot be requested
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People who work in a Workspace are called "Members", not "Resources."
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Workspaces have "Owners," not "Managers."
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Workspaces do not support the standard reports that Projects do
Current ITS Workspaces
Although not currently being utilized, two Workspaces have been created:
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ITS Non-Project Resource
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Planned Personal Time Off (PTO)
ITS Non-Project Resource Workspace
In PPM, non-project work is work outside of your project-related tasks. An example of non-project work might be training, service request support, personal development, performance of maintenance, or responding to incidents.
Non-project work is intended to cover any non-project tasks or jobs that require a team member's time but are not directly related to a project they are assigned as a resource.
Planned Personal Time Off Workspace
Every ITS employee is a part of the PTO workspace. Every employee's planned vacation or planned absences are to be accounted for in this workspace once fully implemented.
Capacity Planning
These workspaces, once fully in use, can be used to estimate and measure unplanned work. People (Members) can be added or removed. Once added, schedules can be set for an individual or for a group of people. Using the set schedule action, time can be entered on an hourly or percentage of-capacity basis. For example, if it is estimated that a group, say ISOS, will spend 80% of their time on non-project work, once the schedule has been set for those team members, the capacity available to support projects is 20%. Once Planned Time Off is scheduled, the available capacity for an individual is further reduced.