Resource Capacity & Workload Planner (Power BI)

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A decision-support toolkit for resource managers and PMOs. See net capacity, overload, idle capacity and skill gaps for Current, N+30, N+60 and N+90 - in Power BI in light and dark designs.

$15

50% off

$30

One-time purchase · Instant download

Instant download No macros
Mac & Windows

What you receive

Power BI template with embedded sample

Resource conflicts are rarely a surprise in hindsight. The signals were there: a cloud specialist allocated to four projects, a squad booked on leave the week of go-live, a bench of Java engineers while AI/ML requests sit unfilled, and an average utilization figure that looked perfectly healthy. They were scattered across HR leave plans, project managers' allocation files and a sales pipeline nobody had translated into hours.

The Resource Capacity & Workload Planner brings those inputs into one model. You load resources, non-project time, allocations, demand and future leave on a single input sheet. The planner calculates net available capacity after leave, holidays, training and administration; measures utilization against those net hours (never gross calendar hours); classifies every person into a load band; weights the pipeline by probability; and matches supply to demand by skill for the current window and N+30, N+60 and N+90.

· One consolidated capacity view - resources, leave, allocations and demand on one input sheet and one dashboard.

· Early overload detection - people above 100% are named, with the reason (concurrent projects, sustained overload, leave clash).

· Better workload balancing - five configurable load bands show who can take work and who needs relief.

· Clear underutilization visibility - idle capacity is shown with its skill, so you can see whether it actually matches demand.

· Faster staffing decisions - every open request gets a best internal candidate based on skill, proficiency and free hours.

· Improved skill-demand matching - a shortage-and-surplus heatmap by skill family and window.

· Better leave-adjusted planning - planned leave reduces future capacity and triggers conflict flags.

· N+30/N+60/N+90 forecasting - capacity, demand and gap for four 30-day windows, plus upcoming releases.

· Reduced resource conflicts - projects that share overloaded people are ranked so conflicts surface before milestones.

· Better internal deployment - redeploy releases and bench before approving new hires or contractors.

· Improved executive reporting - decision-titled charts and auto-ranked management actions instead of generic reports.

· Data-backed resource governance - weekly and monthly review templates, RACI and an action tracker.

1. Who should use this planner? Anyone who allocates people to work and is accountable for delivery: PMO and resource managers, delivery and practice heads, project and programme managers, and HR workforce planners.

2. What industries can use it? Any organisation that staffs people onto projects or services - IT services, consulting, engineering, agencies, shared services and internal IT/transformation teams.

3. Is sample data included? Yes. A fictional company, Northstar Digital Services, with 150 resources, 20 projects and 14 demand lines, designed so every warning and chart has something to show. A blank workbook is included too.

4. Is there only one Excel input sheet? Yes. Resource_Input is the only sheet for recurring data, with clearly separated tables for settings, resources, allocations, demand, leave and actions. Everything else is formula-driven.

5. Can allocation data be pasted from another system?Yes. Export from your PSA, timesheet or HR tool, match the column headers and paste values. The HTML app also imports Excel and CSV files directly.

6. Does the workbook require macros? No. There is no VBA, Power Query or PivotTable - just standard formulas, tables, validation lists and charts.

7. Which Excel version is recommended? Microsoft 365 or Excel 2021 on Windows or Mac. Excel 2016/2019 are supported.

8. How is available capacity calculated? Net available hours = standard hours − leave − holidays − training − administration − other approved non-project time, per person and window.

9. How is utilization calculated? Allocated hours ÷ net available hours. It never uses gross calendar hours when net hours are available.

10. Can leave and training be included? Yes. Current-window leave, holiday, training, admin and other hours sit on the resource table; future leave goes in the leave plan and reduces N+30 to N+90 capacity.

11. Can resources work across multiple projects? Yes. Each person can have any number of allocations; the planner sums them, counts concurrent projects and flags context switching.

12. Does it detect allocations above 100%? Yes - both single allocation rows above 100% (data-quality check) and people whose total load exceeds their net capacity (overload).

13. Can it forecast N+30/N+60/N+90 capacity? Yes. Capacity, committed workload, weighted demand, free capacity, skill gap and releases for the current window and three 30-day windows ahead.

14. Can users track skills and demand? Yes. Up to 20 skill families (12 on the heatmap), proficiency levels, demand probability and status, and a best internal candidate for each open request.

15. Can contractors and employees be compared? Yes. Employment type is a filter, contractor cost is reported separately, and potential cost avoidance shows where matched internal capacity could replace contractor hours.

16. Can the HTML app import Excel? Yes - its own template, the Excel planner workbook itself, or one CSV per table, by drag-and-drop or file browse.

17. Is data processed locally? Yes. The HTML app runs entirely in your browser; the spreadsheet library is embedded and nothing is uploaded. The Excel workbook has no external connections.

18. Is the Power BI file tested? The .pbit template and .pbip project are written in the classic formats Power BI Desktop itself saves (built-in visuals only), checked against Microsoft's schemas, Microsoft's model serializer and Desktop-written sample files, and the DAX logic was reconciled with the Excel results on the same data. A .pbix could not be produced without Power BI Desktop, so a ten-minute first-open reconciliation checklist is included; after opening, Save As creates a .pbix.

19. Can thresholds and branding be customized? Yes. Optimal band, overload and underutilization thresholds, probability threshold, hours, holidays, currency and skill families are all settings. Logos, colours and the Power BI theme can be changed.

20. Does the toolkit replace a PSA or enterprise resource-management system? No. It is a planning and decision layer. It is ideal before you invest in a PSA, or on top of one when you need a clearer forward view and governance.

21. Can consultants use it for clients? Yes, with the Consultant/Commercial licence, which permits use in client engagements. Reselling or redistributing the files themselves is not permitted.

22. What support and updates are included? Email support for setup questions and free minor updates to v1.x for the purchased edition.

PMOChampion_Resource_Capacity_Workload_Dashboard.pbit - Power BI template with embedded sample, five report pages, two drill-throughs and a tooltip page, in Minimal (light) and Midnight (dark) styles.
PMOChampion_Resource_Capacity_Workload_Dashboard_pbip.zip - the same report as a Power BI project.
PowerBI_Build_Kit - clean source workbook, star-schema specification, Power Query (M) scripts, DAX measure library, theme JSON, page-layout specification, data dictionary, build guide and reconciliation checklist (also as one PDF).
Resource_Capacity_Workload_Planner_Guide.pdf - 12-page user guide with KPI dictionary.
README_FIRST.pdf - inventory, quick start and requirements.

Resource Capacity & Workload Planner (Power BI)

50% off

One-time purchase · Instant download

Instant download No macros Mac & Windows

What you receive

Instant download No macros
Mac & Windows