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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

Capacity

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Resourcing Requests

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Key Performance Indicators

The Capacity Manager has a key role in compiling ReResourcing Requests in order to provide the following KPIs accurately to other stakeholders in your company.

Utilization

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Billability

Billability{{@43}}

Using The Application

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Typical Workflow

Business Development Phase

  1. LoremThe ipsumSales Team creates a budget for an opportunity using the Budget Builder.
  2. LoremIt ipsumsends 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. LoremThe ipsumProject Manager prepares the bi-monthly Project Report Out (PRO) and updates the resourcing forecast for his project.
  2. LoremThe ipsumProject Manager fill and sends the PRO.
  3. The Capacity Manager receives the updated project resourcing and updates the Capacity Planner accordingly.

Structure & Features

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Settings

LoremThis ipsumallows you to configure the Capacity Planner.

ColumnDescription
Allocation Types

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.

TeamsThe 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.
Roles

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.

Probability

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.

Availability

LoremThis ipsumtab defines the general availability of staff members for project work per month. Each line represents a staff member.

Someone working full time (100% Full Time Equivalent) will have an availability of maximum ~20 days per months. If someone is on holidays his/her availability should be updated accordingly

ColumnDescription
StaffThe name of the staff
TeamThe team to which the staff belongs
CommentsAny information allowing to understand the availability of the staff. Ex: mention holidays.
PeriodColumns that represent an period of 18 months for which the capacity is planned.
⛑️ Adding A Staff

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 > Insert row above / below).
  2. Copy the formulas for the computed fields.

Validation conditions will be copied automatically.

Changing The Period

The period as defined this tab is the one that is used across the file. The header for the period columns is copied on the Allocation tab.

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Allocation

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Remaining

This is not a read-only tab. Do not modify the configuration of the pivot table.

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SummaryUtilization

This is a read-only (protected) tab. Do not modify it.

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Bilability

This is a read-only (protected) tab. Do not modify it.

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Normalized Data

This is a hidden and read-only (protected tab). This tab should remain hidden. Do not modify it.

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Configuration

This is a hidden and read-only (protected tab). This tab should remain hidden. Do not modify it.

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

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