Resource Allocation

The Resource Allocation module in Oobeya enables teams to analyze workload distribution and project allocations, supporting more efficient resource management. It helps ensure that teams work in a balanced way based on their capacity, task load, and project priorities.

With this module, engineering leaders can:

• Visualize team capacities,

• Identify overloaded or underutilized teams and contributors,

• Improve resource planning based on real-time data.

Resource Allocations Module

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Prerequisites

Before using the Resource Allocation module, make sure the following conditions are met:

• Project Management tool integration is active: The module pulls data from the project management tools like Jira or Azure Boards via Oobeya's AgileSpace module.

• Projects are analyzed on AgileSpace: Ensure your Jira or Azure Boards projects are being actively analyzed in AgileSpace.

• Contributor Profiles are created: Every contributor involved in project delivery work must have a contributor profile in Oobeya.

• Accounts are merged (if needed): Duplicate Jira/Azure Boards accounts should be merged to avoid miscalculations.

• Relevant roles are configured: Only selected roles (e.g., Developer) are included in allocation calculations. Roles can be managed via Administration > Resource Allocations. See the details below.

• Exclude unnecessary work item types: Go to Administration > AgileSpace > Work Item Type Exclusion to exclude irrelevant work item types (e.g., questions, comments) from the analysis to improve accuracy.

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Key Concepts

• Resource: A contributor involved in the development process (e.g., developer, QA, analyst).

• Project: The initiative or product being worked on. The module integrates with Jira and Azure Boards.

• Project Allocation %: Represents the ratio of effort or tasks a contributor is assigned to a specific project.

• Resource Utilization %: Indicates how much of the assigned work a resource was able to deliver.

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How It Works

Overview Panel

The module provides a summary across the entire organization or selected units:

• Total Projects

• Total Resources

• Utilization by Effort (%)

• Utilization by Count (%)

• Resource Status Chart

Both utilization metrics help visually identify workload imbalances or inefficient use of capacity.

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1. Resource Utilization (%) Calculation

Resource utilization indicates how full a team or individual is compared to their actual delivery capacity. It helps you evaluate:

• Are teams or individuals underloaded?

• Are they operating at an optimal level?

• Are they overloaded?

Formula:

Utilization (%) = (Planned Work Items / Team Average Capacity) × 100

Team Average Capacity is calculated as:

Team Average Capacity = Delivered Work Items / Number of Contributors

Example:

• Total Delivered Work Items: 100

• Team Members: 5

• Planned Work Items for Dev-A: 25

→ Team Avg Capacity = 100 / 5 = 20 → Dev-A’s Utilization = (25 / 20) × 100 = 125%

Interpretation:

Utilization % (default)	Status
≤ 85%	Underutilized
85% – 110%	Optimally Utilized
110% – 130%	Slightly Overloaded
> 130%	Overloaded

These default thresholds can be customized via Administration > Resource Allocations.

Resource Status

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2. Project Allocation (%) Calculation

Project allocation indicates how much of a contributor’s time and effort is assigned to a particular project.

This is especially helpful for tracking contributors working on multiple projects simultaneously.

Project Allocation

Formula:

Project Allocation (%) =
(Planned Items for This Project by Person / Total Planned Items by Person Across All Projects) × 100

Example:

• Planned Tasks for Jane in Project A: 5

• Total Planned Tasks for Jane Across All Projects: 10

→ Project Allocation = (5 / 10) × 100 = 50%

This means 50% of Jane's effort is allocated to Project A.

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Additional Notes

• Data is retrieved from AgileSpace (Oobeya’s Agile analytics module).

• Only selected roles (e.g., Developer) are included in calculations. Manage role settings via Administration > Resource Allocations.

• The module supports toggling between Item Count and Effort (story points or time estimates).

• For accurate results, ensure contributor profiles are created in Oobeya and merged if necessary.

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Admin Settings

Oobeya provides configuration options for administrators to tailor the module’s behavior, such as defining resource status thresholds and selecting which roles are included in the analysis.

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1. Resource Allocation Thresholds

These thresholds define how resource utilization is classified:

Category	Description	Default (%)
Underutilized	Below this rate, resources are considered underutilized.	85
Optimally Utilized	Within this range, resources are considered balanced.	110
Slightly Overloaded	Between optimal and heavily overloaded.	130
Overloaded	Above this rate, resources are marked as overloaded.	>130

Each threshold is explained via tooltip icons next to the fields.

• Reset: Reverts to default values.

• Save: Saves your custom threshold settings.

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2. Allocation Roles (Role-Based Exclusions)

This setting lets you control which contributor roles are included in Resource Allocation analytics.

• For example: If only the Developer role is selected, only those contributors’ workloads are analyzed.

• This excludes non-engineering roles such as QA, Analyst, Management, Support, etc.

Use Case: If a project manager wants to evaluate only developer productivity, excluding other roles results in more meaningful insights.

This setting affects the entire organization and can only be modified by users with admin privileges.