Team Heatmap

Team Heatmap provides all the supply and demand related data from various perspectives. Its colored scheme allows you to visualize a team's utilization and gain comprehensive insights on the team's management.

Overview

To monitor your team, Team Heatmap can be helpful when you want to:

  • Focus on where the gaps are in your team/resource planning process
  • View all related data in a centralized location
  • Analyze your team from different dimensions
  • Have improved readability for large amount of data
  • Easily select, hide, and filter data

Team Heatmap serves both agile and traditional resource allocation. If you have not yet applied team assignment, and still assign resources from your resource pool to broken-down tasks, you can also use Team Heatmap, as long as you create a team from your resource pool. Team Heatmap helps you analyze resources in your resource pool (team).

View heatmap from different views

Team Heatmap provides 3 different views for you to analyze your team. They all display data in FTE unit.

  • Team/Resource view: Help analyze whether your team is fully utilized.
  • Project view: Help analyze whether the demand resource from entities (projects, proposals, and assets) are fully fulfilled by your team.

    In the Team Heatmap context, "project" does not only refer to projects—it refers to all kinds of entities, including projects.

  • Role view: Help analyze whether the demand and supply for each role are balanced.

Default view

When you first open Team Heatmap, it is opened in the Team/Resource view displaying Utilization data only.

When you leave the tab and return back, it is opened in the view where you leave last time and displays the same types of data.

How to switch between views and filter data in each view

Click to select which view you want to see and which data you want to see under that view.

Filter Description
Allocation - Project This filter shows where the allocations go.
Allocation - Team/Resource This filter shows where the allocations come from
Demand - Project The filter shows where the resource demand for the team comes from.
Unmet Demand- Project This filter shows which entity's demand is not fulfilled by the team.
Demand- Team This filter shows which teams (your team and sub-teams) are demanded for resources from an entity.
Unmet Demand - Team This filter shows which teams (your team and sub-teams) do not meet the resource demands from an entity.

The view and filters you selected are shown as tags next to the filter icon. To clear a selected filter, delete its tag directly.

Heatmap by team/resource

The Team/Resource view can show any combination of the following data for the current team, its sub-teams, and its direct resources:

  • Utilization: Allocation / Capacity
  • Capacity: Sum of capacity of the team and its sub-teams
  • Remaining Capacity: Capacity - Allocation
  • Allocation: Sum of the effort that is assigned by the team and its sub-teams
  • Percentage Fulfilled: Allocation / Demand
  • Demand: Sum of demand that is required for the team and its sub-teams
  • Unmet Demand: Sum of demand that is not fulfilled by the team and its sub-teams

Breakdown

Team/Sub-team Utilization

How much team capacity is utilized

= Allocation / Capacity

Capacity

Sum of capacity of the team resources (both named and unnamed) and of its sub-teams.

Remaining Capacity

= Capacity - Allocation

Allocation

Sum of effort assigned from the team, the team direct resources, the sub-teams, and the team's promises.

Which entities are assigned effort from the team, the sub-teams, the team direct resources, and the team's promises are assigned

Percentage Fulfilled

= Allocation / Demand

Demand

Sum of demand for the team and its sub-teams

= Unmet Demand + Allocation

Demand is requested for a team, so demand is not applicable to team resources.

Which entities require demand from the team and its sub-teams

If an entity requires demand but is not allocated any effort and then forwards demand to another team, the entity is not listed here.

Unmet Demand

Sum of demand that is not fulfilled by the team and its sub-teams.

Position's unmet demand is targeted on the team that is specified in the position's Resource Pool column.

For example. if a position specifies Team A in its Resource Pool column, Team A does not assign any effort to the position, but a sub-team of Team A does, the unmet demand of the position is still targeted on Team A.

Which entities still have demand not fulfilled by the team and its sub-teams

The Team/Resource view only displays data of resources that directly belong to the team. Data of resources that belong to the sub-teams is shown in the sub-team's heatmap.

Direct Team Resource Utilization

How much resource capacity is utilized

= Allocation / Capacity

Capacity
Remaining Capacity

= Resource's capacity in the team - Resource's allocation from the team

Allocation

Sum of effort assigned from the team resource

Which entities are assigned effort from the team resource

Percentage Fulfilled

Not applicable, as demand is requested for the team—not the resource

Demand Not applicable, as demand is requested for the team—not the resource
Unmet Demand Not applicable, as demand is requested for the team—not the resource

Heatmap by Project

The Project view can show any combination of the following data for each entity (such as project and proposal) that has required demand from the team:

  • Allocation: how much effort is assigned to the entity

  • Demand: how much demand is required by the entity

  • Unmet Demand: how much demand is not fulfilled by the current team and its sub-teams

  • Percentage Fulfilled: Allocation / Demand

Breakdown

Project/proposal/asset Allocation

Sum of effort that is assigned to the entity

Where the entity's allocation comes from: the team itself, the sub-teams, the team's direct resources, and the team's promises

Allocation from the team itself = Sum of allocation from the team to all the positions in the entity staffing profile, which does not include allocation from the team's direct resources or from the team's promises.

Percentage Fulfilled

= Allocation / Demand

Fulfilment percentage of the team itself and sub-teams that assigned effort to the entity

Fulfilment percentage of the team itself = (Allocation from the team self + Allocation from the team's direct resources + Allocation from the team's promises) / Demand

Demand

= Allocation + Unmet Demand

Where the entity requires demand: the team itself and the sub-teams.

If the entity requires demand from the team or a sub-team which has not allocated any effort to the entity, the team or the sub-team will not be listed here.

Demand of the team itself = Allocation from the team itself + Allocation from the team's direct resources + Allocation from the team's promises + Unmet Demand

Unmet Demand

Sum of demand that is not fulfilled by the team and its sub-teams

Where the entity's required demand is not fulfilled: the team itself and the sub-teams

Unmet demand of the team itself = sum of unmet demand of all the positions that set the team as the resource pool in the entity staffing profile

Heatmap by Role

The Role view can show any combination of the following data that is grouped by role. The roles include the roles of the positions that require demand from the team and its sub-teams and the roles of the team's direct resources.

Note: For team resources that do not specify role, their capacity is not counted in this view.

  • Utilization: Allocation / Capacity
  • Capacity: Sum of capacity of the team's direct resources that belong to the role
  • Remaining Capacity: Capacity - Allocation
  • Allocation: Sum of the effort that is assigned to the position roles where the team, its sub-teams, and its direct resources are assigned
  • Percentage Fulfilled: Allocation / Demand
  • Demand: Sum of demand that is required from the position roles where the team, its sub-teams, and its direct resources are assigned
  • Unmet Demand: Sum of demand that is not fulfilled from the position roles where the team, its sub-teams, and its direct resources are assigned

Breakdown

Role Utilization

= Allocation / Capacity

Capacity

= Capacity of the team's direct resources that belong to the role + Capacity of the resources in the sub-teams that belong to the role

The resources include both named and unnamed resources.

Remaining Capacity

= Capacity - Allocation

Allocation

Sum of the following:

  • Allocation from the team itself to the positions that belong to the role
  • Allocation from the sub-teams to the positions that belong to the role
  • Allocation from the team's direct resources to the positions that belong to the role
  • Allocation from the team's promises to the positions that belong to the role

Which entities are assigned effort from the role

Percentage Fulfilled

= Allocation / Demand

Demand

= Allocation + Unmet Demand

Which entities require demand for the role

Unmet Demand

Sum of unmet demand of all the positions that:

  • belong to the role, and
  • have the Resource Pool column set to the team or its sub-teams

Which entities still have required demand for the role not fulfilled

Set your personal preference on heatmap coloring

When viewing the heatmap, the coloring of the Utilization and Percentage Fulfilled data immediately draws your attention to problems. By default, the coloring is globally set by your PPM administrator. If you do not think the global heatmap coloring is aligned with your real situation, set your personal preferences.

Your preferences on heatmap coloring only work for you. When another user views the same team heatmap, the coloring is displayed as globally set (if the user has not set personal heatmap colors yet), or as personally set (if the user has already set personal heatmap colors).

  1. Click the View or edit heatmap color settings icon in the upper-right corner of the Team Heatmap tab.

    It opens the Edit My Profile > Team Setting page that shows the read-only global heatmap coloring settings.

  2. Select the Use your personal team heatmap colors option to start setting your own preferences.
  3. To add heatmap coloring for Utilization data, click Add in the Utilization Color section.

    To add heatmap coloring for Percentage Fulfilled data, click Add in the Percentage Fulfilled Color section.

    Configure what color a certain set of utilization data should be displayed in.

    Rules:

    • If you leave the left field of a data scale empty, it is treated as negative infinity. If you leave the right field empty, it is treated as positive infinity.
    • If a value falls into multiple data scales at the same time, the rule represented by the data scale higher in the list prevails.

  4. Click Save. The personal heatmap coloring settings take effect immediately.