Resource Capacity Planning with an example

A step by step demo of capacity planning for a team with 6 resources, 2 skills and 2 projects for a 3 month period. We will enter the inputs in Excel and let the template do all the calculations for us. We will also cover how to modify the demand and capacity in order to achieve the utilization rates desired.

Chapters:
00:00 Introduction and Objectives of Capacity Planning
02:07 Entering Holidays, Projects, Resources and Skills
03:53 Entering Capacity inputs
08:27 View automated Capacity calculation results in Dashboard and Calendar
12:53 Entering Demand data as tasks
18:20 View Dashboard for utilization rates
19:30 Identifying Over-utilized resources
22:50 Addressing over-utilization
26:35 Shifting demand from Project Planner 1 to Developer 2
32:12 Shifting demand from Project Planner 1 to Project Planner 2
35:20 Modifying capacity and distributing to multiple projects
37:20 All done. View the results of our work
38:15 More info about the Resource Capacity planner template

Resource Capacity Planner template is designed to determine the available resource capacity, compare with demand, and identify surplus/deficit in capacity. It also allows us to modify the resource availability or demand (to meet our objectives) and see impact of the changes instantly.
This workforce planning tool can be used in different contexts.

For example, a HR manager or a team manager can use this to plan capacity of the team every month and hence determine how much work can be taken up and fulfilled. A project manager who is working on a multi-month-long project can plan the resource capacity of the project for the entire duration.

Limitations
Default: Maximum 200 Resources, 100 Skill Groups, 100 Projects and 200 Holidays.

[bcanivari]

Positive comment: if you included the 4 diferent levels of people level skills, you could be more granuler and identify if you had enough resources for the more complex tasks that requires seniores to do. This is something extremely important on tasks because many tasks can be only be done by level 3 or level 4 professionals. Apart from that, excelent vídeo. Good job!

[FedericoRuizTriana]

Hello. I might want to purchase the Excel template to work with my team but we need to add all the tasks that have place in a project. This type of information could be added?

[Zilimax]

Are you still offering support for templates purchased? I can see the template supports 200 FTEs but I'll be forecasting for up to 1000 FTEs. Can this be scaled up?

[prasadchathurvedula]

Just checked out your resource capacity planner template. My need is not project based but a process based one. The process would be addressing Issues and need to do capacity planning to support a process

[julianbashir]

The new sheet is different from this video. In Calendar is says enter a date. I do it properly but it still says its reporting from 1900

[francoisminne]

Hello, I really like that demo. Before purchase it I have one question. Concerning the holidays, you have to put a holiday period per project. How do you introduce the holidays if one person is working on different project?

[abdul-rahmanarcadan]

Hello Prasad, can i link a Gantt chart or an Excel work sheet that tracks all the granular tasks in time to your work sheet? The objective is to calculate the team capacity and at the same time track the progress of every task per person in time, thanks

[Zilimax]

It seems the only response to enquiries is before subscription. No response to multiple emails for support after purchase is made.

[calofyoung]

Very good video, I can’t find the template

[jessoppetroski]

Lover your videos and templates. Quick question: When building the capacity, you add the resources and skills, and in the video assign them a project. What I want to know is, I want my total resource capacity, unassigned to projects vs assigned to projects. In this case, would you just leave "Project" cell blank, OR, make the project cell "Company" for example. What I really want to compare is assigned to project time vs time available total and for internal company tasks.

[__sunilsamuel]

Bought this template. I had 2 questions on this. 1. If we key in the resource vacation days and also the holidays, if the dates overlap, is that taken care of in the capacity calculation ? Also, in my case, we have 2 weeks sprints (10 working days), but when we estimate for a sprint we only consider 8 days, and the balance 2 goes into meetings and ceremonies. So on the sheet how can I reflect this ?

[darksoul]

template is good, but is there a tutorial?
i would love to buy this provided there is a tutorial and I can amend the changes per situation.
thoughts?

[akelachiwahua]

Hello, l already purchased you work book verion 4.1. Can l get some assistance with replicating the work book? The formulas are not working when typed in l get a syntax error. Also, ho do l roll up the granurality of the capacity tab from days to months per reource

[olaybarcheryannr.]

I would like to purchase this template. Still available? What will be the process?

[prasadchathurvedula]

The calendar tab is not updating. I changed the date from default Jan 1 to Apr 1 as well

[cedricericnkazi]

Hello, I just bought this template but I did not receive the template once I downloaded from the link provided. Please, can I get the same template as on this new video?

[brentregan]

When you purchase the template, does it come unlocked so that I can format and change it to 100% meet my needs? or does it come with certain cells locked out or password protected?

[cedricericnkazi]

Please, which version of the template are you using for this video? is it V3_3 ?

[Bikkichetri]

You should teach people how you build this template rather than just branding this template to upsale