View Cross Project Capacity & Resource Allocation for your Portfolio

Project Insight helps you check the capacity of your whole organization by showing available hours, assigned work, busy resource types, overallocated people, and underused people in one resource and capacity allocation view. From this report, you can review capacity across the portfolio, drill into specific people and projects, and rebalance work when someone is overallocated.

Best for: Project managers, resource managers, PMO leaders, and operations teams that need to see whether the organization has enough available capacity to take on work, balance assignments, and understand who is overallocated or underallocated.

Where do I check organizational capacity in Project Insight?

To check organizational capacity, start from the home screen.

1. Open the Main Menu.
2. Select Capacity and Resource Allocation.
3. Review the Resource and Capacity Allocation home page.

The Resource and Capacity Allocation home page gives you a high-level view of how busy your organization is for the next three months.

Project Insight does this by combining available work hours, assigned work, resource types, and allocation data into one capacity view so teams can see workload across the organization instead of checking each project separately.

What does the Resource and Capacity Allocation home page show?

The Resource and Capacity Allocation home page shows the overall capacity picture for your organization.

In the chart, the top line represents your organization’s total available hours. The bars below show how many hours each resource type is busy.

The page also shows:

• Total available hours for the organization
• Busy hours by resource type
• Unassigned resource type work
• The busiest people
• The least busy people

If you see an orange section for Unassigned Resource Type, that means some work is not connected to a defined resource type. If everyone is assigned to the correct resource types, those hours can appear under the appropriate resource type instead.

How do I run an entire portfolio capacity report?

From the Resource and Capacity Allocation home page, select Entire Portfolio by Week.

This opens a portfolio-level capacity report showing everyone in your organization across the next 12 weeks or so. By default, the report may open in a collapsed view so you can first review the higher-level capacity numbers.

From this report, you can see who is busy, who is overallocated, and where the work is coming from.

Can I group or filter the capacity report?

Yes. The entire portfolio capacity report can be tailored to the way your organization manages people and work.

You can roll up or filter the report by:

• Department
• Resource type
• Different people-related attributes
• Other available filtering options your organization uses

This helps resource managers and PMO leaders review capacity from different angles, such as by department, discipline, team, or skill set.

How do I find out why someone is overallocated?

In the portfolio capacity report, overallocated people are visible in the weekly capacity view. You can expand the report to see which projects and assignments are creating the over-allocation.

For example, if someone is overallocated for several weeks, you can expand that person’s row to see the projects they are assigned to and how many hours are allocated to each project.

This helps you answer questions like:

• Which projects are causing the over-allocation?
• How many hours are assigned to each project?
• Is the work coming from task assignments or top-down allocation?
• Can the work be reassigned to someone with more availability?

Can I rebalance resources from the capacity report?

Yes. Project Insight allows you to edit allocation values directly from the capacity report. If someone is overallocated, you can adjust the assignment from the report instead of leaving the capacity view.

For example, if one person has 16 hours assigned during a week and is overallocated, you can select that value and reassign the work to another available person. After the assignment is moved, the original person’s allocation is reduced for that week.

Project Insight does this by making the capacity report actionable. You can review the problem, drill into the assignment, and make changes from the same report view.

What can I edit from the capacity report?

From the capacity report, you can review and adjust resource allocation details. Depending on your configuration and permissions, you can:

• Edit allocation values
• Edit tasks
• Reassign work
• Drag and drop work
• Check who is assigned to different parts of a project
• Balance work across people

This helps teams move from simply seeing capacity issues to actually correcting them.

Why should I use organizational capacity reporting?

Organizational capacity reporting helps teams understand whether people are available for planned work before work is assigned or approved. It also helps managers see when someone is too busy, when someone has availability, and which projects are creating demand.

Project Insight supports this by showing capacity across the portfolio, not just inside one project. This gives project managers, resource managers, and leadership a clearer view of how work is distributed across the organization.

In short: The capacity report helps you see total organizational capacity, identify overallocated people, understand why they are overallocated, and rebalance assignments from the same report.

What should I check if the capacity report does not look right?

• Confirm that people are assigned to the correct resource types.
• Check whether any work appears under Unassigned Resource Type.
• Review the report date range to make sure you are looking at the right weeks.
• Expand overallocated people to see which projects or tasks are driving the workload.
• Use filters such as department or resource type to narrow the report.
• Confirm that assignments and allocation values are accurate before making resource decisions.

Related questions

• How do I check total capacity in Project Insight?
• How can I see who is overallocated in Project Insight?
• Can I view capacity across my entire portfolio?
• Can I filter capacity reports by department or resource type?
• Can I rebalance work from a resource allocation report?
• How do I see which projects are making someone overallocated?

Need more help?

If you need help reviewing organizational capacity, resource allocation, or portfolio capacity reports, contact Project Insight Support at projectinsight.com/support.