Capacity and time

Team members carry a weekly capacity and a practice, while assigned tasks carry dates, estimates and actual hours. Project Manager uses those facts to discuss who can perform the planned work. Keep the relevant interval explicit: a person’s total assigned estimate can span several weeks and should not be presented as a single week’s commitment.

Time entries provide a separate account of hours booked against a project and, where appropriate, a task. Developer records the work date, positive hours and whether the time is billable. Submitted entries pass through the time-entry approval check, which records the decision and operation outcome for later inspection.

• Capacity reference. Admin maintains active team members and their weekly capacity. Project Manager examines the dated tasks behind a person’s assigned totals before deciding whether the schedule is workable.
• Time submission. Developer records the project, team member, work date and supported hours. Use the task reference when the entry concerns a specific piece of scheduled work.
• Approval check. The time-entry workflow approves an entry only while it is Submitted and its hours are positive. A failed condition blocks approval and records the failed attempt for follow-up.

Agree how weekly capacity is maintained and which planning period the team uses when discussing assignments. Decide how task estimates should be distributed for that discussion when a task spans several dates. Keep the manager’s allocation decision explicit rather than assuming a total estimate already describes the weekly workload.

Choose the distinction between task actual hours and booked time entries, including which records feed the summaries used in delivery review. Agree how a person is matched to their team-member record and how corrections to submitted hours are handled. Staff should be able to explain the source of a total before using it to change the schedule.

Use a developer with a weekly capacity of 32 hours and assigned tasks totaling 48 estimated hours across the next two weeks. Project Manager examines the task dates before deciding whether the first week is overloaded. A total of 48 alone cannot settle that question. Move a dated task and inspect how the manager’s planned allocation changes.

Next, submit a time entry for 6 hours against the correct project and task. Inspect the approved entry, recorded decision and receipt. Repeat with zero hours and confirm that approval is blocked and a failed attempt is recorded. Then try an entry that is no longer Submitted. Keep its actual state visible rather than forcing an approval simply because a request had been prepared earlier.

• Capacity by Member — Active team members with weekly capacity and assigned-work reference totals.
• Timesheets Awaiting Approval — Submitted time entries with the person, work date, project and hours.
• My Tasks — The signed-in person’s assigned work once team identity has been configured.

Use Track work and time for the daily handoff and Implementation to agree the planning period and identity mapping.