Skip to main content
Planview Customer Success Center

About Capacity and Demand

This video demonstrates how to track capacity and demand. These screens allow you to view your resource pools’ availability,
and the projects they’re working on over a given duration. Duration: 4.5 min.

 

 

The Capacity & Demand facility is available to members of the following standard groups: Organization, Resource, and Capacity and Demand. The report will display results for resources that you have Resource > View > Availability permission on (with either a unit Manager, Special Access, or Global rule). Note that if you want to report on all resources, you need to use a Global rule giving you permission to view availability on all resources. See About Profile-Based Permissions and Creating Permission Profiles. Also, see Resource Planning Terms and Influences.

This facility allows you to generate reports that show demand from projects and tasks, as well as resource capacity. You can view this information based on role, resource, or one or more projects. This facility can give you visibility into which projects and tasks need staffing attention, as well as forward-looking information about project and task demands on the organization.

The Capacity & Demand facility can process up to 10,000 resources. If you have >10,000 resources in your system, please use a Resource filter to reduce your results set.

The Resources/Capacity & Demand tab provides the following links to Capacity & Demand screens: Resource, Organization Role, and Project.

cap&dem_facility.png

How to use the Capacity and Demand screens

Each screen has a top section that contains a set of controls that allow you to specify how to represent the data and for what time frequency. This section also contains a set of filters you can apply to your data, if any. The first time you use a screen there will be a set of defaults for all of these areas; if you change settings and click Run, the new settings will remain in effect the next time you visit the screen.  

Notes:

  • There is a 10,000 resource limit for retrieving data - use a filter to reduce the results set. 
  • Resource-level reports do not include allocation information.
  • For Project-level reports, if your project is in Resource Planning Mode and the end date for your role allocations on the Staffing page is prior to the date range selected for the Cap & Demand report, the report will show task hours, but will not show the project tasks roles those hours are associated with.
  • Project reports do not include totals.
  • If there is demand but no capacity, the value will be reflected in report output as an asterisk ( * ). This is because division by zero cannot be expressed as a percentage. No capacity AND no demand is represented as 0%.

Capacity & Demand Controls and Filters

Description

Detail Level

Specify the depth of information to display. The deeper the hierarchy, the more granular the details.

For Resource Cap & Demand:
Resource
Resource->Project
Resource->Project->Role
Resource->Project->Task

For Organization Role Cap & Demand:
Role
Role->Project

For Project Staffing & Demand:
Project->Role
Project->Role->Resource

Start Date

Choose the date from which to start presenting data.

Period

Set the frequency with which to present data, starting at the Start Date. Options are Days, Weeks, Months, Quarters.

Number

Choose the number of periods. Each period has a maximum quantity:
Days = 14
Weeks = 12
Months = 12
Quarters = 12

Unit

Choose how to display the data:

  • Hours
  • Percent - derived by dividing allocated or scheduled hours by the Organization Calendar default capacity for one person for the time period range.
  • FTE - derived by dividing the allocated or scheduled hours by the FTE Hours Per Day value. This value is set on the Admin/Org Profile tab. FTE represents a standard working day.

Role, Project, Resource Filters

Filters allow you to retrieve data from entities with specific characteristics. For example, you might want to view data on all projects with a status open, for resources that are full users, in all roles.

The filters available depend on the type of capacity and demand screen. For Resources, the Project and Resource filters are available. For Organization Role, the Project and Role filters are available. For Projects, all filters are available.

If you are using the capacity and demand screen for a specific resource, the Resource filter is not available; if you are using the capacity and demand screen for a specific project, the Project filter is not available.

You can create new filters by selection >>Manage Filters... at the bottom of any filter drop-down list. See Creating Filters for more information.

For Capacity and Demand reports, the list of potential rows should be the intersection of the results from all of the filters. For example, in a Resource capacity and demand report, the list of possible rows are the resources from the resource filter that are also part of the team for any of the projects in the project filter.

Hide Rows with zero values option

The list of rows in the result can be reduced by using the "Hide Rows with zero values" check-box. If this detail is selected, for Resource Capacity & Demand, if ALL of the selected "Schedule" columns (Allocation, Schedule, HTC, Actual) have zero values, the row is eliminated from the result. For Organization Role Capacity & Demand, if ALL of the selected Allocation and Schedule columns have zero values, the row is eliminated from the result.