# 🗓️ Capacity Planner

## What Is It?

The Capacity Planner is the application that allows you to keep track of who is working on what and when (past, present, future). This is crucial to understand the workload of you team and take data-driven capacity decisions:

- Hire staff if you are over booked
- Let staff go or reassign if you are under booked
- Advance or postpone the start date of contracts and/or opportunities to adjust the workload

## Key Concepts

<details id="bkmrk-lorem-ipsum-lorem-ip"><summary>Capacity</summary>

{{@41}}

</details><details id="bkmrk-resourcing-requests-"><summary>Resourcing Requests</summary>

{{@39}}

</details>## Key Performance Indicators

The [Capacity Manager](https://help.conduite.app/books/glossary/page/capacity-manager "Capacity Manager") has a key role in compiling Resourcing Requests in order to provide the following KPIs accurately to other stakeholders in your company.

<details id="bkmrk-utilization-%7B%7B%4042%7D%7D"><summary>Utilization ⭐</summary>

{{@42}}

</details><details id="bkmrk-billability-%7B%7B%4043%7D%7D"><summary>Billability ⭐</summary>

{{@43}}

</details>## Using The Application

<p class="callout success">The Availability and Allocations data are processed automatically (equivalent to triggering 🐙 *Conduite &gt;* ⚙️ *Update Capacity data*) each time the file is opened.</p>

### Typical Workflow

#### Business Development Phase

1. The [Sales Team](https://help.conduite.app/books/glossary/page/sales-team "Sales Team") creates a budget for an opportunity using the [Budget Builder](https://help.conduite.app/books/user-manual/page/budget-builder "Budget Builder").
2. It sends the associated Resourcing Request (*\# Days / Role / Period* tab) to the Capacity Manager.
3. The Capacity Manager integrates that request into the Capacity Planner.

#### Project Execution Phase

1. The [Project Manager](https://help.conduite.app/books/glossary/page/project-manager "Project Manager") prepares the bi-monthly [Project Report Out](https://help.conduite.app/books/user-manual/page/project-report-out-database "Project Report Out Database") (PRO) and updates the resourcing forecast for his project.
2. The Project Manager fill and sends the PRO.
3. The Capacity Manager receives the updated project resourcing and updates the Capacity Planner accordingly.

### Structure &amp; Features

#### Settings

This allows you to configure the Capacity Planner.

<table border="1" id="bkmrk-column-description-a" style="border-collapse: collapse; width: 100%; height: 715.391px;"><colgroup><col style="width: 50%;"></col><col style="width: 50%;"></col></colgroup><thead><tr style="height: 29.7969px;"><td style="height: 29.7969px;">Column</td><td style="height: 29.7969px;">Description</td></tr></thead><tbody><tr><td>Allocation Types</td><td>Different types work allocation that allow to categorize, at the highest level, what your staff is working on. By default Conduite suggest:

- **Client:** A client contract that has been signed (billable).
- **Internal:** An internal project or initiative (non billable).
- **Opportunity:** An opportunity that is currently in the pipeline (CRM) and for which there is a resourcing request.

All allocation types are considered when computing Utilization but only billable allocation count towards your Billability.

</td></tr><tr style="height: 63.3906px;"><td style="height: 63.3906px;">Teams</td><td style="height: 63.3906px;">The list of teams that make your organization and that have staff that is allocated to projects. This is useful to breakdown Utilization and Billability by team.</td></tr><tr style="height: 124.953px;"><td style="height: 124.953px;">Roles</td><td style="height: 124.953px;">The list of main roles that are needed on projects.

Tip: We don't recommend using the full list of role from your Rates Card but instead focus on the main roles a project needs to be executed (regardless of seniority). Ex: Project Manager, Developer, Designer, Expert.

</td></tr><tr style="height: 169.734px;"><td style="height: 169.734px;">Probability</td><td style="height: 169.734px;">The list of possible values for the probability of an allocation. The number of days of an allocation is weighted by its probability.

The probability of allocations that are **not** opportunities should be 100%.

**Tip:** Carefully choose the lower limit of the range in order not to introduce too much uncertainty in your capacity.

</td></tr></tbody></table>

#### Availability

This tab defines the number of days that a staff member can effectively work per month. This number takes into account the following elements:

- Contractual working time - Someone working full time (100% Full Time Equivalent) will have an availability of maximum ~20 days per month.
- Holidays / Vacations - That number of days is deducted from the contractual working time.

<table border="1" id="bkmrk-column-description-s" style="border-collapse: collapse; width: 100%; height: 165.781px;"><colgroup><col style="width: 50%;"></col><col style="width: 50%;"></col></colgroup><thead><tr style="height: 29.7969px;"><td style="height: 29.7969px;">Column</td><td style="height: 29.7969px;">Description</td></tr></thead><tbody><tr style="height: 29.7969px;"><td style="height: 29.7969px;">Staff</td><td style="height: 29.7969px;">The name of the staff</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">Team</td><td style="height: 29.7969px;">The team to which the staff belongs</td></tr><tr style="height: 46.5938px;"><td style="height: 46.5938px;">Comments</td><td style="height: 46.5938px;">Any information allowing to understand the availability of the staff. Ex: mention holidays.</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">Period</td><td style="height: 29.7969px;">Columns that represent an period of 18 months for which the capacity is planned.</td></tr></tbody></table>

<details id="bkmrk-%E2%9B%91%EF%B8%8F-adding-a-staff-in"><summary>⛑️ Adding A Staff</summary>

In order to add an expense for a role you simply need to:

1. Insert a row where ever you want in the table (*Right Click &gt; Insert row above / below*).
2. Copy the formulas for the computed fields.

Validation conditions will be copied automatically.

</details>#### Allocation

This allows contain all the work allocations for signed or internal contract / projects as well as opportunities that have a resourcing request and that have a high enough probability. There is one work allocation per person per contract / project.

<table border="1" id="bkmrk-column-description-a-1" style="border-collapse: collapse; width: 100%; height: 423.078px;"><colgroup><col style="width: 50%;"></col><col style="width: 50%;"></col></colgroup><thead><tr style="height: 29.7969px;"><td style="height: 29.7969px;">Column</td><td style="height: 29.7969px;">Description</td></tr></thead><tbody><tr style="height: 29.7969px;"><td style="height: 29.7969px;">Allocation Type</td><td style="height: 29.7969px;">The type of allocation</td></tr><tr style="height: 80.1719px;"><td style="height: 80.1719px;">Contract / Project</td><td style="height: 80.1719px;">The name of the contract / project.

**Tip:** Use a standard naming convention. For ex: *&lt;client name&gt; | &lt;project name&gt;*.

</td></tr><tr style="height: 80.1719px;"><td style="height: 80.1719px;">Probability</td><td style="height: 80.1719px;">The probability of the contract / project.

The probability should be 100% for anything that is **not** an opportunity.

</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">Staff</td><td style="height: 29.7969px;">The name of the staff member.</td></tr><tr style="height: 57.7812px;"><td style="height: 57.7812px;">Team</td><td style="height: 57.7812px;">The team of the staff member

💡*Computed Field*

</td></tr><tr style="height: 35.3906px;"><td style="height: 35.3906px;">Role

</td><td style="height: 35.3906px;">The role of the staff member of the project.</td></tr><tr style="height: 80.1719px;"><td style="height: 80.1719px;">Period

</td><td style="height: 80.1719px;">The number of days allocated for a staff member per month (over 18 months).

The column in <span style="background-color: rgb(251, 238, 184);">yellow</span> corresponds to the column of the current month.

</td></tr></tbody></table>

<details id="bkmrk-%E2%9B%91%EF%B8%8F-adding-an-allocat"><summary>⛑️ Adding An Allocation</summary>

In order to add an allocation:

1. Insert a row where ever you want in the table (*Right Click &gt; Insert row above / below*).
2. Copy the formulas for the computed fields.

Validation conditions will be copied automatically.

</details>#### Remaining

<p class="callout danger">This is **not** a read-only tab. Do not modify the configuration of the pivot table.</p>

<p class="callout info">Make sure that the table is up-to-date with the latest data from the Availability and Allocations tab: 🐙 *Conduite &gt;* ⚙️ *Update Capacity data.*</p>

This tab shows you a table summarizing the number of days remaining for each staff member per month. Here you can easily identify who is under or over booked.

If you click on the plus sign next to a staff member's name you can expand the row and see the detail of all allocations. Allocations appear as negative numbers.

The default cell coloring helps get a quick overview of the situation:

<table border="1" id="bkmrk-cell-color-range-%C2%A0gr" style="border-collapse: collapse; width: 100%; height: 59.5938px;"><colgroup><col style="width: 50%;"></col><col style="width: 50%;"></col></colgroup><thead><tr style="height: 29.7969px;"><td style="height: 29.7969px;">Cell Color</td><td style="height: 29.7969px;">Range</td></tr></thead><tbody><tr style="height: 29.7969px;"><td style="height: 29.7969px;"><span style="background-color: rgb(191, 237, 210);"> Green </span></td><td style="height: 29.7969px;">Remaining days between 0 and 3.

The staff member has some open capacity.

</td></tr><tr><td><span style="background-color: rgb(251, 238, 184);"> Yellow </span></td><td>Remaining days between 4 and 6.

The staff member has open capacity.

</td></tr><tr><td><span style="background-color: rgb(248, 202, 198);"> Red </span></td><td>Remaining days 7 or more.

The staff member has a lot of open capacity.

</td></tr><tr><td><span style="background-color: rgb(206, 212, 217); color: rgb(224, 62, 45);"> Grey </span></td><td>Remaining days &lt; 0.

The staff member is over booked.

</td></tr></tbody></table>

#### Utilization

<p class="callout danger">This is a read-only (protected) tab. Do not modify it.</p>

<p class="callout info">Make sure that the table is up-to-date with the latest data from the Availability and Allocations tab: 🐙 *Conduite &gt;* ⚙️ *Update Capacity data.*</p>

This tab shows the utilization data.

<table border="1" id="bkmrk-table-chart-the-tabl" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 50%;"></col><col style="width: 50%;"></col></colgroup><thead><tr><td>Table</td><td>Chart</td></tr></thead><tbody><tr><td>The table displays the % Utilization and the number of remaining days for each team</td><td>The chart displays the overall % Utilization (line) and the number of remain days (columns).</td></tr></tbody></table>

#### Billability

<p class="callout danger">This is a read-only (protected) tab. Do not modify it.</p>

<p class="callout info">Make sure that the table is up-to-date with the latest data from the Availability and Allocations tab: 🐙 *Conduite &gt;* ⚙️ *Update Capacity data.*</p>

This tab shows the billability data.

<table border="1" id="bkmrk-table-chart-the-tabl-1" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 50%;"></col><col style="width: 50%;"></col></colgroup><thead><tr><td>Table</td><td>Chart</td></tr></thead><tbody><tr><td>The table displays the % Billability for each team</td><td>The chart displays the team specific % Billability (lines) and the overall billability (columns).</td></tr></tbody></table>

#### Normalized Data

<p class="callout danger">This is a hidden and read-only (protected tab). This tab should remain hidden. Do not modify it.</p>

This tab contains the data used to create the pivot tables and charts in the Remaining, Utilization and Billability tabs. It combines the data from the Availability and Allocations tabs.

<table border="1" id="bkmrk-column-description-a-2" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 50.0618%;"></col><col style="width: 50.0618%;"></col></colgroup><thead><tr><td>Column</td><td>Description</td></tr></thead><tbody><tr><td data-sheets-formula="=TRANSPOSE('Normalized Data'!R[-28]C[-1]:R[-28]C[7])" data-sheets-value="{"1":2,"2":"Allocation Type"}">Allocation Type</td><td data-sheets-value="{"1":2,"2":"Same as in the Allocation Tab // \"_availability\" if Availability"}">Same as in the Allocation Tab // "\_availability" if Availability</td></tr><tr><td data-sheets-ischild="" data-sheets-value="{"1":2,"2":"Projet"}">Projet</td><td data-sheets-value="{"1":2,"2":"Same as in the Allocation Tab // \"_availability\" if Availability"}">Same as in the Allocation Tab // "\_availability" if Availability</td></tr><tr><td data-sheets-ischild="" data-sheets-value="{"1":2,"2":"Probability"}">Probability</td><td data-sheets-value="{"1":2,"2":"Same as in the Allocation Tab // 1 if availability"}">Same as in the Allocation Tab // 1 if availability</td></tr><tr><td data-sheets-ischild="" data-sheets-value="{"1":2,"2":"Staff"}">Staff</td><td data-sheets-value="{"1":2,"2":"Same as in the Allocation Tab"}">Same as in the Allocation Tab</td></tr><tr><td data-sheets-ischild="" data-sheets-value="{"1":2,"2":"Team"}">Team</td><td data-sheets-value="{"1":2,"2":"Same as in the Allocation Tab"}">Same as in the Allocation Tab</td></tr><tr><td data-sheets-ischild="" data-sheets-value="{"1":2,"2":"Role"}">Role</td><td data-sheets-value="{"1":2,"2":"Same as in the Allocation Tab"}">Same as in the Allocation Tab</td></tr><tr><td data-sheets-ischild="" data-sheets-numberformat="{"1":1}" data-sheets-value="{"1":2,"2":"Period"}">Period</td><td data-sheets-value="{"1":2,"2":"Same as in the Allocation Tab"}">Same as in the Allocation Tab</td></tr><tr><td data-sheets-ischild="" data-sheets-numberformat="{"1":1}" data-sheets-value="{"1":2,"2":"Allocation"}">Allocation</td><td data-sheets-value="{"1":2,"2":"-(Allocation x Probability) //  0 if Availability"}">-(Allocation x Probability) // 0 if Availability</td></tr><tr><td data-sheets-ischild="" data-sheets-value="{"1":2,"2":"Availability"}">Availability</td><td data-sheets-value="{"1":2,"2":"Same as in the Availability // 0 if Allocation"}">Same as in the Availability // 0 if Allocation</td></tr></tbody></table>

#### Configuration

<p class="callout danger">This is a hidden and read-only (protected tab). This tab should remain hidden. Do not modify it.</p>

This tab contains the ID of the Conduite configuration file and other computed configuration parameters.

### Updating The Capacity Planner

#### Updating Availability

The availability data should be updated each time something affects the effective number of days that staff member can work on a given month. For example:

- The month includes holiday. Ex: [May 1st](https://en.wikipedia.org/wiki/International_Workers'_Day).
- The staff member takes vacations days.
- The member reduces his/her contractual working time. Ex: from 100 FTE to 50%.

If a staff member leaves your organization, put his/her availability to zero for the rest of the period range. Do not delete him/her until there are allocations associated to him/her.

#### Changing The Period Range

Capacity planning is done on the basis of a rolling period range. Conduite offers up to 18 months of visibility. You will regularly need to push the period forward to plan the capacity of your team in the future. This can be done automatically using the menu item [🐙 *Conduite &gt;* 📅 *Update Period Range*](https://help.conduite.app/Update%20Period%20Range).

#### Adding / Removing Teams

You can add and remote teams in the Settings tab. Be aware that doing so will break the Utilization and Billability charts since the pivot table they rely on will also change. You simply need to update the Data Range of the charts to fix the issue.

### Conduite Menu

#### Update Capacity Data

The [Remaining](#bkmrk-remaining), [Utilization](#bkmrk-summary) and [Billability](#bkmrk-bilability) tabs are based on the combined processing of the data of the [Availability](#bkmrk-tab-2) and [Allocations](#bkmrk-allocation) tabs. This menu triggers the data processing.

Make sure to trigger this menu item if you want to look at the [Remaining](#bkmrk-remaining), [Utilization](#bkmrk-summary) and [Billability](#bkmrk-bilability) tabs after the [Availability](#bkmrk-tab-2) or [Allocations](#bkmrk-allocation) tabs have been updated.

This menu item is triggered automatically each time the file is opened.

#### Update Period Range

This menu allows you to easily modify the period range.

In order to do so:

1. Go to the Allocation tab.
2. Select the cell corresponding to the month that should be the new lower period range.
3. Click the menu [🐙 *Conduite &gt;* 📅 *Update Period Range*](https://help.conduite.app/Update%20Period%20Range).

This will do the following:

1. Move allocation data (Allocation tab).
2. Move the availability data (Availability tab)
3. Update the period range (first row of both tabs)

<p class="callout success">You can always revert these changes by using the undo feature of Google Sheets.</p>

**Example**

See the following Allocation tab. The current period ranges from June to November. The current month is August

<table border="1" id="bkmrk-staff-2023-06-2023-0" style="border-collapse: collapse; width: 100%; height: 89.3907px;"><colgroup><col style="width: 14.3387%;"></col><col style="width: 14.3387%;"></col><col style="width: 14.3387%;"></col><col style="width: 14.3387%;"></col><col style="width: 14.3387%;"></col><col style="width: 14.3387%;"></col><col style="width: 14.3387%;"></col></colgroup><tbody><tr style="height: 29.7969px; background-color: rgb(191, 237, 210);"><td style="height: 29.7969px;">**Staff**</td><td class="align-center" style="height: 29.7969px;">**2023-06**</td><td class="align-center" style="height: 29.7969px;">**2023-07**</td><td class="align-center" style="height: 29.7969px; background-color: rgb(251, 238, 184);">**2023-08**</td><td class="align-center" style="height: 29.7969px;">**2023-09**</td><td class="align-center" style="height: 29.7969px;">**2023-10**</td><td class="align-center" style="height: 29.7969px;">**2023-11**</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">Diego</td><td class="align-center" style="height: 29.7969px;">10</td><td class="align-center" style="height: 29.7969px;">10</td><td class="align-center" style="height: 29.7969px; background-color: rgb(251, 238, 184);">8</td><td class="align-center" style="height: 29.7969px;">8</td><td class="align-center" style="height: 29.7969px;">2</td><td class="align-center" style="height: 29.7969px;">2</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">Leo</td><td class="align-center" style="height: 29.7969px;">5</td><td class="align-center" style="height: 29.7969px;">5</td><td class="align-center" style="height: 29.7969px; background-color: rgb(251, 238, 184);">10</td><td class="align-center" style="height: 29.7969px;">10</td><td class="align-center" style="height: 29.7969px;">15</td><td class="align-center" style="height: 29.7969px;">15</td></tr></tbody></table>

You want move the period forward so that it starts in August. You select the cell `2023-08` and you click the 📅 *Update Period Range* menu. The resulting Allocation will be as follows.

<table border="1" id="bkmrk-staff-2023-08-2023-0" style="border-collapse: collapse; width: 100%; height: 89.3907px;"><colgroup><col style="width: 14.3387%;"></col><col style="width: 14.3387%;"></col><col style="width: 14.3387%;"></col><col style="width: 14.3387%;"></col><col style="width: 14.3387%;"></col><col style="width: 14.3387%;"></col><col style="width: 14.3387%;"></col></colgroup><tbody><tr style="height: 29.7969px; background-color: rgb(191, 237, 210);"><td style="height: 29.7969px;">**Staff**</td><td class="align-center" style="height: 29.7969px; background-color: rgb(251, 238, 184);">**2023-08**</td><td class="align-center" style="height: 29.7969px;">**2023-09**</td><td class="align-center" style="height: 29.7969px;">**2023-10**</td><td class="align-center" style="height: 29.7969px;">**2023-11**</td><td class="align-center" style="height: 29.7969px;">**2023-12**</td><td class="align-center" style="height: 29.7969px;">**2024-01**</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">Diego</td><td class="align-center" style="height: 29.7969px; background-color: rgb(251, 238, 184);">8</td><td class="align-center" style="height: 29.7969px;">8</td><td class="align-center" style="height: 29.7969px;">2</td><td class="align-center" style="height: 29.7969px;">2</td><td class="align-center" style="height: 29.7969px;"> </td><td class="align-center" style="height: 29.7969px;"> </td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">Leo</td><td class="align-center" style="height: 29.7969px; background-color: rgb(251, 238, 184);">10</td><td class="align-center" style="height: 29.7969px;">10</td><td class="align-center" style="height: 29.7969px;">15</td><td class="align-center" style="height: 29.7969px;">15</td><td class="align-center" style="height: 29.7969px;"> </td><td class="align-center" style="height: 29.7969px;"> </td></tr></tbody></table>

#### Help

This menu item opens the sidebar and loads this help page.