Capacity Percent determines how much of a resource's available work time is considered when calculating capacity and over-allocation in Project Insight. It is the threshold used to determine when a resource becomes overallocated in resource allocation reports.
Capacity Percent is different from Percent Allocation Default and Utilization Percent. While utilization is used as a planning target, Capacity Percent determines the actual capacity used to calculate available hours and over-allocation.
To use this feature, your workspace must have the Capacity and Resource Allocation add-on installed, and individual resource capacity limits must be enabled if you want to configure Capacity Percent for specific users.
Best for
- Understanding how Project Insight calculates resource capacity
- Managing over-allocation thresholds
- Improving resource allocation accuracy
- Learning the difference between Capacity Percent and Utilization Percent
- Configuring individual resource capacity settings
Watch the video
Watch this video to learn how Capacity Percent affects resource allocation reports, how it differs from Utilization Percent and Percent Allocation Default, and where to configure the setting.
Learn how Capacity Percent affects available capacity, over-allocation, resource allocation reports, and how it compares to Utilization Percent and Percent Allocation Default.
What is Capacity Percent?
Capacity Percent is the percentage of a resource's available work week that Project Insight uses when calculating capacity. It determines the threshold for over-allocation and drives the red over-allocation indicators shown in Resource Allocation Reports.
For example, if a standard work week is 40 hours and a user's Capacity Percent is set to 100%, Project Insight considers that user to have 40 hours of available capacity.
If the Capacity Percent is set to 50%, the user's available capacity becomes 20 hours, regardless of their utilization target.
How is Capacity Percent different from Utilization Percent?
Capacity Percent and Utilization Percent serve different purposes.
| Setting | Purpose |
|---|---|
| Capacity Percent | Determines available capacity and over-allocation calculations. |
| Utilization Percent | Provides a target for planned utilization and reporting comparisons. |
| Percent Allocation Default | Sets the default allocation value when assigning new work. |
Capacity calculations are based on Capacity Percent, not Utilization Percent.
Example: How Capacity Percent affects resource allocation
Consider two users working in a standard 40-hour work week.
User A has:
- Capacity Percent: 100%
- Utilization Percent: 50%
- Percent Allocation Default: 50%
Project Insight calculates:
- Capacity = 40 hours
- Target Utilization = 20 hours
User B has:
- Capacity Percent: 50%
- Utilization Percent: 100%
- Percent Allocation Default: 100%
Project Insight calculates:
- Capacity = 20 hours
- Target Utilization = 40 hours
Even if User B has a Target Utilization of 40 hours, over-allocation is still calculated against the 20-hour Capacity because Capacity Percent determines the available work hours.
What happens if Capacity Percent is left blank?
If an individual user's Capacity Percent is left blank, Project Insight uses the default Capacity Percent configured for the workspace.
To view or change the default value:
- Open My Insight.
- Select Add-Ons.
- Open Capacity and Resource Allocation.
- Click Configure.
- Update the Default Capacity Percent setting.
This value is applied to users who do not have an individual Capacity Percent configured.
When should I change Capacity Percent?
Capacity Percent is commonly adjusted when a resource is not available for project work full time.
Examples include:
- Part-time employees
- Managers with operational responsibilities
- Shared resources
- Contractors with limited availability
- Resources whose project capacity differs from the organization default
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