Capacity resource plan

Purpose

Translate forecasted work into available productive hours by team, skill, and week, then expose overload, unused capacity, and delivery risk with auditable alternatives.

Scope

Cover demand rows, staffing roster, working calendars, leave, holidays, contracted hours, utilization assumptions, task estimates, throughput history, and planned commitments. Calculate capacity by planning period and resource group.

Excluded: changing staffing records, approving overtime or hiring, assigning a person to a task, and promising a delivery date.

Data basis

• Demand table: work item, skill, required hours, priority, due date, and status.
• Resource roster: person or team, skill, weekly hours, allocation, location, and active dates.
• Leave calendar, holiday calendar, utilization policy, throughput history, and current commitments.

Result

A capacity sheet with gross hours, unavailable hours, productive capacity, demand hours, gap, utilization, bottleneck flag, and source citations, plus an options memo.

Quality criteria

• Every demand row and active resource is counted once.
• Productive capacity equals contracted hours minus leave and non-productive allocation multiplied by the stated utilization rule.
• Utilization and gap totals reconcile by team, skill, and period.
• No option changes a source commitment; assumptions and unresolved dates are explicit.

Instructions

Use the roster active dates and calendar working hours before applying utilization. Keep skills separate unless the scope contains an explicit substitution map. Treat negative gap as overload and zero demand as idle capacity; do not infer demand from headcount. Use the company threshold for overload and the stated planning horizon. Rank options by recovered hours and cite the demand or roster rows supporting each one.

Adapt before use

• Map roster, demand, leave, calendar, skill, and allocation columns.
• Define planning grain, utilization formula, substitution rules, and overload threshold.
• Add throughput history and the approved vocabulary for teams, skills, and options.