See the work that exceeds your team's available hours.
Compare available hours with proposed work before confirming project allocations.
How to build your resource capacity planner
Describe the job
Compare available hours with proposed work before confirming project allocations.
Review the first version
Choose how the resource planner records the person and how the team lead reviews the next step.
Refine the views
Ask First to adjust the fields and views for the people who will use the app.
Test before sharing
Walk through the process with a sample record and check who owns the next action.
Follow Capacity CAP-081 through the handoffs.
Inspect the inputs, review decision and unresolved exception in this fictional operating example.
Resource capacity planner example
- Record
- Capacity CAP-081
- Person
- SYN-P81
Current stage · Resource coordinator
Set availability for the planning week
A fictional coordinator records 40 available hours for one person after accounting for planned absence.
Read the full walkthrough
Set availability for the planning week
A fictional coordinator records 40 available hours for one person after accounting for planned absence.
- Record:
- Capacity CAP-081
- Person:
- SYN-P81
Collect the proposed allocations
Two project leads propose 28 and 18 hours for the same week, producing a total of 46 proposed hours.
- Record:
- Capacity CAP-081
- Available:
- 40 hours
Identify the capacity conflict
The manager reviews the six-hour over-allocation instead of treating both proposals as confirmed commitments.
- Record:
- Capacity CAP-081
- Proposed:
- 46 hours
Record the changed assignment
One lead moves six hours into the following week. The original proposal and the revised allocation remain distinguishable.
- Record:
- Capacity CAP-081
- Over-allocation:
- 6 hours
What to include in your resource capacity planner
Keep the person in context
Keep person, planning week, available hours, project, proposed hours, confirmed allocation, over-allocation and decision owner together so the next person can understand the request or record.
When the next step needs a decision
A sample coordinator records 40 available hours for one person after accounting for planned absence. Two project leads propose 28 and 18 hours for the same week, producing a total of 46 proposed hours.
Keep decision owner visible
Leave over-allocation visible until the resource owner changes the plan.
Choose what each person needs
Give the resource planner a working view and the team lead a review view. Keep person and planning week attached to the decision as the work moves between them.
Questions about resource capacity planner
Start with person, planning week, available hours, project, proposed hours, confirmed allocation, over-allocation and decision owner. Describe who enters the information and who reviews the next step.