Project Insight helps teams find overallocated resources across projects using the Capacity and Resource Allocation tools. From the Entire Portfolio by Week report, you can review capacity across the organization, identify people who are overallocated, expand a resource to see which projects are causing the conflict, and adjust or reassign work to help balance the workload.
How do you check capacity across the whole organization?
To check capacity across your organization, open the main menu and select Capacity and Resource Allocation.
This opens the Resource and Capacity Allocation Home page, where you can review how busy your organization is over the next several months. The capacity view shows total available hours and workload by resource type, helping you understand whether your team has enough capacity for the work that is currently assigned.
What does the Resource and Capacity Allocation Home show?
The Resource and Capacity Allocation Home gives you a high-level view of organizational capacity.
From this page, you can see:
- Total available hours
- Workload by resource type
- Unassigned resource type hours
- Busiest resources
- Least busy resources
This gives you a quick way to see whether your organization has available capacity or whether certain people or resource types may already be overloaded.
How do you find overallocated resources across projects?
To find overallocated resources across projects, run the Entire Portfolio by Week report from the Resource and Capacity Allocation Home page.
This report shows capacity for people across the organization over the upcoming weeks. By default, the report may open in a collapsed view so you can quickly scan for people who are over capacity during specific weeks.
If a resource is overallocated, you can expand that person to see more detail.
How do you see which projects are causing the overallocation?
When you expand an overallocated resource in the Entire Portfolio by Week report, Project Insight shows the projects and assignments contributing to that person’s workload.
This helps you see why someone is over capacity. For example, a resource may be assigned hours on one project while also being allocated additional hours on another project during the same week.
Instead of only seeing that someone is overallocated, you can see the project-level detail behind the conflict.
Can you adjust overallocated work from the report?
Yes. Project Insight allows you to adjust work directly from the capacity report.
Depending on your setup and permissions, you may be able to:
- Edit assigned values
- Edit task details
- Drag and drop work
- Reassign work to another resource
- Review who is assigned to specific project work
For example, if one person is overallocated during a certain week, you can move some of that work to another available resource. Once the work is reassigned, the overallocated person’s workload is reduced in the report.
Can you filter the capacity report?
Yes. The Entire Portfolio by Week report can be tailored and filtered based on how your organization manages resources.
For example, you can review or filter capacity by:
- Department
- Resource type
- Resource attributes
- Other available reporting criteria
This makes it easier to focus on the group, team, department, or resource type you need to manage.
Why use the Entire Portfolio by Week report?
The Entire Portfolio by Week report helps project managers and resource managers move from high-level capacity questions to specific resource decisions.
Instead of only asking, “Is the organization busy?” you can answer more specific questions, such as:
- Which people are overallocated?
- Which weeks are causing capacity problems?
- Which projects are contributing to the overallocation?
- Can work be reassigned to someone with more availability?
- Are certain departments or resource types carrying too much work?
This helps teams balance resources across projects before workload conflicts become delivery problems.
Frequently asked questions
Can Project Insight show overallocated resources across projects?
Yes. Project Insight can show overallocated resources across projects using the Capacity and Resource Allocation tools and the Entire Portfolio by Week report.
Where do I find the capacity report?
Open the main menu and select Capacity and Resource Allocation. From the Resource and Capacity Allocation Home page, you can run the Entire Portfolio by Week report.
Can I see which projects are causing a resource to be overallocated?
Yes. You can expand an overallocated resource in the report to see which projects and assignments are contributing to that person’s workload.
Can I fix overallocation from the capacity report?
Yes. Project Insight allows users to adjust assignments, edit values, edit tasks, drag and drop work, or reassign work to another resource from the report, depending on permissions and configuration.
Can I filter capacity by department or resource type?
Yes. The report can be filtered or tailored by department, resource type, and other resource attributes.
What is the purpose of the Entire Portfolio by Week report?
The Entire Portfolio by Week report helps teams review resource capacity across the organization, identify overallocated people, understand which projects are causing conflicts, and balance work across resources.
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