Quota Management

Overview

Quota Management in Kitsu helps you measure artist productivity by tracking completed work over time. Monitor quotas by task type or individual artist, analyze trends, and identify areas for improvement.

Quotas are especially useful for shot-based tasks in animation and VFX, where you can measure frames, seconds, or shot counts completed per person per time period.

Accessing Quota Management

Navigate to quotas from:

Production Menu → Quota
Available only for productions (not available at organization level)
Requires shot tasks to be meaningful

View Modes

Quota tracking offers two primary views:

Task Types View

Track quotas organized by task type:

Select a task type (e.g., Animation, Lighting)
View all artists working on that task type
Compare productivity across team members
Search and filter specific artists

Persons View

Track quotas for individual artists:

Select a specific person
View their quotas across all assigned task types
Drill down to see specific shots completed
Monitor individual performance trends

tabs: [
  { name: 'tasktypes', label: 'Task Types' },
  { name: 'persons', label: 'People' }
]

Detail Levels

View quotas at different time granularities:

Day View

Most detailed tracking:

Select year and month
Shows daily quota completion
Identify day-to-day variations
Spot specific high/low productivity days

Week View

Weekly aggregation:

Select year
Shows weekly quota totals
Useful for sprint-based planning
Compare week-over-week performance

Month View

Monthly summaries:

Select year
Shows monthly totals
Good for monthly reviews
Track long-term trends

Count Modes

Choose how to measure quota output:

For Animation/VFX Productions

Frames

Count completed frames:

Based on shot nb_frames field
Most common metric for animation
Example: 150 frames completed in a day

Seconds

Count completed seconds of footage:

Converts frames to seconds using FPS
Useful for comparing across different frame rates
Example: 6.25 seconds at 24 FPS

Count

Simple shot count:

Number of shots completed
Useful when shots vary widely in complexity
Example: 3 shots completed

For Paper Productions

Drawings

Count completed drawings:

Based on shot nb_frames field
Metric for traditional animation
Tracks individual drawing completion

Count

Number of shots with drawings:

Shot-level completion tracking

countModeOptions: [
  { label: 'Frames', value: 'frames' },
  { label: 'Seconds', value: 'seconds' },
  { label: 'Count', value: 'count' }
]

Compute Modes

Different methods for calculating when work counts toward quotas:

Weighted (Default)

When it counts: Based on validation feedback date and status weight

Most sophisticated method
Weights partial completion based on task status
Example weights:
- Work in Progress (WIP): 0.25
- Pending Review: 0.5
- Approved: 1.0
- Retake: 0.0

Use case: Get credit for work in progress, not just completed work

Feedback Date

When it counts: When task receives any feedback (comment/validation)

Counts work when reviewed, regardless of outcome
Includes retakes and revisions
Good for measuring throughput including rework

Use case: Track total review volume and iteration

Weighted Done (Default for Done)

When it counts: When task is marked as done, weighted by done date

Similar to weighted, but only for completed tasks
Weights based on final completion
More conservative than weighted

Use case: Track finalized work only

Done Date

When it counts: When task is marked as done (approved status)

Binary: 0 until done, then full credit
Most conservative measure
Only counts fully completed work

Use case: Track final deliverables and completed work

computeModeOptions: [
  { label: 'Weighted', value: 'weighted' },
  { label: 'Feedback Date', value: 'feedback' },
  { label: 'Weighted Done', value: 'weighteddone' },
  { label: 'Done Date', value: 'done' }
]

Highlighting Quotas

Identify exceptional performance with quota highlighting:

Set Max Quota threshold
Cells exceeding this value are highlighted
Quickly spot high-productivity days/weeks
Useful for recognizing top performers

Example: Set max quota to 100 frames/day to highlight exceptional days

Viewing Quota Details

Person Detail Panel

Click on a person’s quota cell to see:

Shot Breakdown
- List of shots completed in that period
- Shot name, sequence, and episode
- Frames/seconds/count per shot
- Task status and date
Summary Stats
- Total for the period
- Count mode metric
Filtering
- Filtered by task type (in task types view)
- Shows all relevant completions

// Person quota shots
[
  {
    shot_name: 'SQ01_SH010',
    sequence_name: 'SQ01',
    nb_frames: 48,
    task_status_name: 'Approved',
    validation_date: '2024-03-15'
  },
  ...
]

Search and Filtering

Task Types View

Search Field: Filter artists by name

Type to filter the quota list
Shows only matching artists
Case-insensitive search

Persons View

Person Selector: Choose specific team member

Dropdown of all team members
Artists only (non-managers) if logged in as artist
All team members for managers/supervisors

Exporting Quotas

Generate reports for external analysis:

Click Export button (download icon)
Downloads CSV file:
- Filename: quotas_[detail]_[year]_[month].csv
- Current view and filters applied
- All quota data for visible people/periods

Example CSV:

Person,2024-03-01,2024-03-02,2024-03-03,...,Total
John Smith,120,145,98,...,3250
Jane Doe,156,132,167,...,3580

Quota Analysis

Performance Benchmarks

Use quota data to establish benchmarks:

Average Quotas: Calculate team average per period
Top Performers: Identify consistently high quotas
Trends: Track quotas over time (improving/declining)

Identifying Issues

Low Quotas

Possible causes:

Complex shots requiring more time
Technical issues or blockers
Insufficient skill level
Unrealistic quota expectations

Low quotas don’t always indicate poor performance. Consider shot complexity and individual circumstances.

High Variance

Inconsistent quotas may indicate:

Varying shot complexity
Interruptions and context switching
Uneven task distribution
Need for better planning

Team Disparities

Large differences between team members:

Skill level differences (junior vs. senior)
Different task complexities assigned
Training opportunities needed
Workload balancing required

Quota Trends

Monitor trends over time:

Learning Curve: New artists should show improving quotas
Consistency: Experienced artists should have stable quotas
Production Phases: Quotas may vary by production stage
Seasonal Patterns: Account for holidays and vacation periods

Integration with Other Features

Schedule

Quota data informs schedule planning:

Historical quotas help estimate future task duration
Average quotas guide realistic deadline setting
Identify who can handle complex vs. simple shots

Timesheets

Timesheet data provides context:

Quota per hour = Quotas / Time Spent
Identify efficiency (high quota with low time)
Spot time tracking issues (quota without time logged)

Budget

Quota efficiency affects budget planning:

Higher quotas = lower cost per frame/shot
Factor efficiency into cost estimates
Identify cost-effective team compositions

Best Practices

Setting Realistic Expectations

Establish quota expectations based on historical data, not aspirational goals. Use averages from completed productions.

Start with Data: Analyze past productions
Account for Complexity: Adjust for shot difficulty
Factor in Experience: Different targets for junior vs. senior
Be Flexible: Quotas are guides, not strict rules

Regular Reviews

Daily: Quick check for blockers (if quotas unexpectedly low)
Weekly: Review weekly quotas in team meetings
Monthly: Analyze trends and adjust estimates
Per Production: Post-mortem analysis for future planning

Using Quotas for Growth

Training Identification: Low quotas may indicate training needs
Mentorship: Pair low-quota artists with high-quota mentors
Process Improvement: Identify bottlenecks affecting quotas
Recognition: Celebrate consistent high performers

Avoiding Misuse

Don’t use quotas as the sole performance metric. Consider quality, complexity, collaboration, and other factors.

Quotas measure quantity, not quality
High quotas with low quality is not success
Context matters: complex shots take longer
Use quotas as one data point among many

Technical Details

Quota Calculation

Quotas are calculated server-side:

// Query parameters
{
  taskTypeId: 'uuid',
  personId: 'uuid',
  detailLevel: 'day', // or 'week', 'month'
  year: 2024,
  month: 3,
  computeMode: 'weighted'
}

Returns quota map:

{
  'person-id': {
    '2024-03-15': 120, // frames/seconds/count
    '2024-03-16': 145,
    ...
  }
}

Weighted Calculation

Weighted mode uses task status weights:

// Example weights
const statusWeights = {
  'wip': 0.25,
  'waiting_for_approval': 0.5,
  'approved': 1.0,
  'retake': 0.0
}

const weightedQuota = shotFrames * statusWeight

Performance Optimization

Quotas cached based on query parameters
Database indexes on task dates and status
Aggregation happens server-side
Only visible date ranges loaded

Scheduling

Use quota data to improve schedule estimates

Timesheets

Compare time spent to quota output

Budget

Factor quota efficiency into cost planning

Tasks

Understand task statuses that affect quotas

Get Started

Core Features

Production Management

Asset & Shot Management

Task Management

Planning & Tracking

Collaboration

Administration

​Overview

​Accessing Quota Management

​View Modes

​Task Types View

​Persons View

​Detail Levels

​Day View

​Week View

​Month View

​Count Modes

​For Animation/VFX Productions

​Frames

​Seconds

​Count

​For Paper Productions

​Drawings

​Count

​Compute Modes

​Weighted (Default)

​Feedback Date

​Weighted Done (Default for Done)

​Done Date

​Highlighting Quotas

​Viewing Quota Details

​Person Detail Panel

​Search and Filtering

​Task Types View

​Persons View

​Exporting Quotas

​Quota Analysis

​Performance Benchmarks

​Identifying Issues

​Low Quotas

​High Variance

​Team Disparities

​Quota Trends

​Integration with Other Features

​Schedule

​Timesheets

​Budget

​Best Practices

​Setting Realistic Expectations

​Regular Reviews

​Using Quotas for Growth

​Avoiding Misuse

​Technical Details

​Quota Calculation

​Weighted Calculation

​Performance Optimization

​Related Resources

Scheduling

Timesheets

Budget

Tasks

Build docs developers (and LLMs) love

Overview

Accessing Quota Management

View Modes

Task Types View

Persons View

Detail Levels

Day View

Week View

Month View

Count Modes

For Animation/VFX Productions

Frames

Seconds

Count

For Paper Productions

Drawings

Count

Compute Modes

Weighted (Default)

Feedback Date

Weighted Done (Default for Done)

Done Date

Highlighting Quotas

Viewing Quota Details

Person Detail Panel

Search and Filtering

Task Types View

Persons View

Exporting Quotas

Quota Analysis

Performance Benchmarks

Identifying Issues

Low Quotas

High Variance

Team Disparities

Quota Trends

Integration with Other Features

Schedule

Timesheets

Budget

Best Practices

Setting Realistic Expectations

Regular Reviews

Using Quotas for Growth

Avoiding Misuse

Technical Details

Quota Calculation

Weighted Calculation

Performance Optimization

Related Resources