View Cross Project Capacity & Resource Allocation for your Portfolio

Project Insight lets you see your entire company capacity and allocation across all of the projects in your portfolio. You can rebalance by reassigning tasks from one person to another right from the report.

Transcript:

In this video, I'm going to show you how to check the capacity of your whole organization.

From the home screen, you can go to the main menu and then choose "Capacity and Resource Allocation." You will be taken to the Resource and Capacity Allocation home. From here, you can see how busy your organization is for the next three months. The top line represents your total available hours, while the bottom bars indicate how many hours each resource type is busy.

You can see this orange color here, which represents the unassigned resource type. If you had everyone in the correct resource types, they would show up here. The next areas display the busiest people and the least busy people.

You can then run an entire portfolio report quite easily. Just click "Entire Portfolio by Week," and you will be taken to the capacity of everyone in your organization for the next 12 weeks or so. This report can be tailored in any way you want. You can roll this up by your department, by resource type, or by different aspects of people.

By default, it will show up collapsed like this, and you can see that Brett Favre is really busy this September 10th, while Craig Young is a little over-allocated for these several weeks. We can expand that view to see why. You will notice which projects they are on and why they are over-allocated. For example, Craig Young has 16 hours on one project and is allocated for 35 hours on another top-down project.

What’s really cool is you can edit these values right from here. If we want to reassign this value, you can click on it to edit. For instance, we can reassign this 16 hours to Adam Lewis. By moving that task to Adam Lewis, I have lowered Craig Young's allocation for that week, and now he is no longer over-allocated.

That's how easy it is to balance your resources in Project Insight and check your total capacity. From this report, you can edit these values, edit the tasks, drag and drop, check who is assigned to which part of the projects, and balance all your people this way. One other thing about this report is that it can be filtered by department, by resource type, and by any other aspects that you need to filter by.