The document outlines best practices for resource capacity planning, emphasizing the need to account for factors such as vacations and sickness while calculating capacity. It suggests capturing all resource demand, evaluating various planning options through what-if scenarios, and aligning plans with hiring timelines. Additionally, it stresses the importance of planning at the team or skill set level and managing resource allocation effectively.

1. kelloo.com
Resource capacity planning
Best practice and tips

2. 2. Account for things like vacations and sickness in your capacity using trends
3. Capture all resource demand including non project activities
4. Record resource demand at project and team or skill set level
5. Don’t plan too far into the future - align with your hiring and decision timeframes
Capacity planning tips and best practices
1. Calculate capacity at the team or skill set level
6. Use what-if planning to evaluate different planning options

3. Current capacity Required capacity
Capacity gap
Shortage of resources
Excess resources
Too many projects approved, wrong skills mix
Cancelled work, work completed early or delayed

4. Capture
project and
work
requests
Prioritize and
select
Capacity plan
Resource
plan
Schedule
work
Assign people to
projects / products
Assign people to work
Plan using teams /
skills set
Less detail More detail
Review current and
new work
Hire resources / retrain
Defer work
Cancel / hold work
Re-allocate resources

5. ● Calculate your resource capacity by team, role or skill set
● Account for things like vacations, time off and sickness
Resource pool capacity
● Forget about individual resources

6. Resource Demand
Projects Training
Business as usual activities Admin
Team management
Anything else?
Support

7. Resource January February March April
Team One 20d 30d 0d 20d
Team Two 0d 0d 30d 30d
Team Three 0d - 20d -30d 0d
Team Four 20d 20d 25d 0d
Support Team 50d 0d -10d -20d
Work Resource January February March April
Project Blue Team One 200 days 250 days 100 days 0 days
Project Blue Team Three 200 days 250 days 100 days 50 days
Project Orange Team Two 400 days 150 days 250 days 150 days
Support Support Team 0 days 275 days 150 days 150 days
Project Red Team Four 200 days 250 days 100 days 50 days
Availability

8. Resource Schedule
Days Months
Now Future
Resource Plan
Capacity Plan
Weeks

9. Adjust schedules Hold or cancel work
Hire or re-allocate resources Retraining

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