Jira Isn’t a Capacity Statement

Have you ever been asked why a development team isn’t delivering more features? Let’s say we have three developers working forty hours a week. That’s 120 hours of engineering capacity every week. It sounds like a lot of time, so where is it going? Usually we open Jira, look at the stories that were completed, and try to explain what everyone was doing.

There’s nothing wrong with starting there. A Jira board can tell us what work we’re managing, what has been completed, and what we still intend to do. Depending on how we estimate our work, it may even give us an idea of the effort involved. But a list of completed stories isn’t the same thing as accounting for the team’s available capacity.

Where Engineering Capacity Goes

In Part 1, Making Invisible Developer Work Visible, I introduced five purposes of engineering work: Build, Fix, Improve, Run, and Evolve. These describe what we’re trying to accomplish, rather than the individual activities involved in accomplishing it.

Consider a team of three developers responsible for a customer portal.

Accounting for the Work

Definitions
Activity Cost Pool:

An activity cost pool is a collection of costs associated with performing a specific activity or group of related activities within an organization, which are subsequently allocated to products, services, or other cost objects using an appropriate cost driver.

Activity Cost Driver:

An activity cost driver is a measurable factor that determines or reflects how much of an activity is consumed by a product, service, or other cost object, and is used to allocate costs from an activity cost pool to those cost objects.

Cost Object:

A cost object is anything for which an organization wants to separately measure, accumulate, or assign costs, such as a product, service, project, system, department, or customer.

If we look at the work distributed to the different activities over two sprints, it looks like this:

Two Week Summary - Sprint One

Person	Task	Activity Cost Pool	Activities	Cost Object	Activity Cost Driver (Hours)
Developer 1	Add button to Customer Portal	Build	Coding	Customer Portal	40
Developer 1	Test button added to Portal	Build	Testing	Customer Portal	40
Developer 2	Find invoice bug	Fix	Debugging	Invoice Calculation	40
Developer 2	Fix invoice bug	Fix	Coding	Invoice Calculation	10
Developer 2	Add tests to prevent bug recurring	Fix	Testing	Invoice Calculation	30
Developer 3	Migrate database to new format	Evolve	Designing	Engineering Department	80

Two Week Summary - Sprint Two

Person	Task	Activity Cost Pool	Activities	Cost Object	Activity Cost Driver (Hours)
Developer 1	Release button to production	Build	Build Pipeline	Customer Portal	6
Developer 1	Ensure button works	Build	Observability	Customer Portal	47
Developer 2	Release hot fix	Fix	Build Pipeline	Invoice Calculation	6
Developer 2	Ensure hot fix works	Fix	Observability	Invoice Calculation	61
Developer 3	Migrate database by creating test data	Evolve	Coding	Engineering Department	64

Monthly Summary - Activity by Cost Object

Cost Object	Activity Cost Pool	Designing	Debugging	Coding	Testing	Build Pipeline	Observability	Total
Customer Portal	Build	0	0	40	40	6	47	133
Invoice Calculation	Fix	0	40	10	30	6	61	147
Engineering Department	Evolve	80	0	64	0	0	0	144
Total		80	40	114	70	12	108	424

Note: whether a cost is direct (Customer Portal/Invoice Calculation) or indirect (Engineering Department) depends on the cost object, not on the cost driver.

Conclusion - Understanding Capacity

In Part 1 - Making Invisible Developer Work Visible, we established five different purposes of engineering work. We’ve now taken that a step further by looking at how engineering capacity is consumed, what activities developers are performing, and where that effort is going.

In our example, we accounted for 424 of the team’s 480 hours over two sprints. The other 56 hours never made it onto the board. We can see how much time was spent building features, fixing defects, and evolving existing systems. We can also see which activities consumed that capacity and which parts of the system they supported. That’s more information than simply knowing which Jira tickets were completed.

Knowing where our capacity went doesn’t tell us whether it was well spent. In Part 2A - Understanding Activity-Based Engineering Costs, we saw who that work was for. Together, the two parts give us a starting point for understanding how engineering resources are consumed.

In Part 3 - The Four Ways to Reclaim Developer Time, we’ll look at what to do about the hours that go to work that isn’t worth them.