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Reporting Features
Activity Burden Report

Activity Burden Report

Activity burden feature will help you effectively manage activity burden within an organization by tracking the time employees spend away from their normal work duties due to various initiatives and activities.

What is the Activity Burden Report?

The Activity Burden Report helps you track the time impacts of change management activities on your organization before a project goes live. It’s an essential tool for assessing how much time employees spend away from their regular business-as-usual (BAU) work due to meetings, training, communications, and other change-related engagements.
  • Also referred to as a Cumulative Change Impost Report or Heat Map.
  • Tracks the time required for change activities across divisions or groups.
  • Displays data week by week, showing:
    • Number of people impacted.
    • Time away from BAU per person.
    • Cumulative time impact on the division or group.

Accessing the Report

  1. Navigate to the All Initiatives View:
      • Click on Reports > Activity Burden Report.
  1. Customize your Activity Burden Report for clearer insights using the Options dropdown.
✅ Average Per Person - Displays the average burden per individual, making it easier to assess workload distribution.
✅ Display Hour Count in Cells - Shows total burden hours in each cell for quick reference.
✅ Custom Groups - Add custom groups to the report.
✅Show Completed Activities - Includes completed activities for historical tracking.
✅ Show Only Groups with Activities - Filters out teams with no assigned activities, reducing report clutter.

Best Use Cases

  • Use “Average Per Person” for a balanced workload view.
  • Enable “Show Only Groups with Activities” to focus on impacted teams.
  • Select “Display Hour Count” for detailed burden tracking.

Key Features

  1. Heatmap Visualization:
      • Displays time away from BAU using color-coded thresholds.
      • Highlighted areas (e.g., purple) indicate weeks where the time burden exceeds the organization's tolerance level.
      • Customize threshold sensitivity to match your organization’s capacity for time away from BAU.
  1. Division-Level Insights:
      • View impacts by organizational divisions or custom groups.
      • Example: For Corporate Finance, an activity affecting 330 people for 2 hours each results in 660 cumulative hours away from BAU.
  1. Time Scale Customization:
      • Adjust views to show weekly, monthly, or quarterly time periods.

How Does ChangePlan Calculate Activity Burden?

ChangePlan calculates time away from BAU proportionally across time periods, such as weeks or months, based on activity duration and the number of impacted individuals. Here's an example:
Scenario:
  • An activity targets 10 individuals and lasts 60 minutes.
  • The activity spans 48 days (20 in January, 28 in February).
Steps:
  1. Calculate Total Time Away from BAU:
      • 60 mins x 10 individuals = 600 total minutes.
  1. Proportion Activity Burden by Month:
      • January (20 of 48 days = ~41.67%): 250 minutes.
      • February (28 of 48 days = ~58.33%): 350 minutes.
Learn more about how activity burden is calculated and its impact on reporting here:
👉 Calculating Activity Burden

How Individuals Appear on the Activity Burden Heatmap

In ChangePlan, individuals are not directly featured on the Activity Burden Heatmap. Instead, their contribution is aggregated within their organizational group. However, there are some key nuances to how their impact is displayed:
  • If an individual is part of an activity, their time away from Business-As-Usual (BAU) is reflected within their org chart group—even if the whole group is not added to the initiative or activity.
  • If the time away from BAU is attributed to a custom group, then the custom group will display the impact instead.
  • You have the option to display the impact on the custom group, depending on how you configure the activity settings.
This ensures that workload impact is accurately represented at the group level while still considering individual contributions.

Pro Tips for Leveraging the Activity Burden Report

  1. Monitor Workload Balances:
      • Use the heatmap to identify divisions or groups experiencing high time burdens and adjust workloads or timelines accordingly.
  1. Communicate Insights:
      • Share the report with stakeholders to increase awareness of time impacts and foster accountability.
  1. Set Sensitivity Thresholds:
      • Customize thresholds to align with your organization’s tolerance for time away from BAU.
  1. Optimize Resource Allocation:
      • Use the report to plan activities more efficiently, ensuring minimal disruption to regular work.

Benefits of the Activity Burden Report

  • Improved Planning: Proactively manage time impacts before they affect project success.
  • Enhanced Decision-Making: Use data to adjust resource allocation or shift timelines.
  • Visibility Across Teams: Understand how change impacts various divisions or custom groups over time.

Related Article:

Learn more about how activity burden is calculated and its impact on reporting here:
👉 Calculating Activity Burden
 
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