Project Management Capacity Planning Template

Optimize your project management with our comprehensive capacity planning template, designed to identify resources, manage risks, and ensure project success.

Identify project scope and objectives

Identify resources required for project

List the skills sets needed for execution of the project

Identify the quantity of resources needed

Calculate the time needed per task

Draft a preliminary project schedule

Evaluate current capacity of team

Compare the project requirements with current capacity

Identify gaps in capacity

Approval: Capacity Gap Analysis

Devise a plan to fill the capacity gaps

Identify potential risks and mitigation measures

Calculate the cost needed to fill capacity gaps

Draft the final project and resource schedule

Approval: Final Project Schedule

Communicate the capacity plan to team

Secure necessary approvals from stakeholders

Implement the capacity plan

Monitor and make adjustments to plan as needed

Approval: Capacity Plan Adjustment

Identify project scope and objectives

This task aims to define the objectives and scope of the project. It sets the foundation for the entire project by clearly identifying what needs to be achieved and the boundaries within which the project will operate. It also helps in aligning the project with the overall organizational goals and mission.

Describe the project objectives and goals.

List any constraints or limitations.

Select the project stakeholders.

1

Project Manager
2

Team members
3

Customers
4

Sponsors
5

Other

Select the project phase.

1

Initiation
2

Planning
3

Execution
4

Monitoring and control
5

Closure

Identify resources required for project

This task involves identifying the various resources needed to successfully complete the project. It includes both human resources and non-human resources such as equipment, materials, and tools. By accurately identifying the required resources, the project can be properly planned and executed.

Describe the resources required for the project.

Select the required resources.

1

Human resources
2

Equipment
3

Materials
4

Tools

Select the type of equipment needed.

1

Computer
2

Printer
3

Projector
4

Other

Select the type of materials needed.

1

Wood
2

Metal
3

Plastic
4

Other

Select the skills required for the project.

1

Technical skills
2

Communication skills
3

Leadership skills
4

Analytical skills
5

Other

List the skills sets needed for execution of the project

This task involves identifying the specific skills required to execute the project successfully. By having a clear understanding of the necessary skills, the appropriate team members can be assigned to the project. It also helps in identifying any training or hiring needs to fulfill the skill requirements.

List the specific skills needed for the project.

Select the required skills.

1

Technical skills
2

Communication skills
3

Leadership skills
4

Analytical skills
5

Other

Select the level of proficiency required for technical skills.

1

Basic
2

Intermediate
3

Advanced
4

Expert

Select the level of proficiency required for communication skills.

1

Basic
2

Intermediate
3

Advanced
4

Expert

Select the level of proficiency required for leadership skills.

1

Basic
2

Intermediate
3

Advanced
4

Expert

Select the level of proficiency required for analytical skills.

1

Basic
2

Intermediate
3

Advanced
4

Expert

Identify the quantity of resources needed

This task involves accurately determining the quantity of resources required for the project. It includes determining the number of team members, materials, equipment, and tools needed to complete the project. By having an accurate quantity estimation, the project budget and schedule can be effectively planned.

Enter the number of team members required for the project.

Enter the quantity of materials needed for the project.

Enter the quantity of equipment needed for the project.

Enter the quantity of tools needed for the project.

Select the unit of measurement for the quantity of materials.

1

Kilograms
2

Pounds
3

Liters
4

Pieces

Select the unit of measurement for the quantity of tools.

1

Pieces
2

Sets
3

Cases
4

Other

Calculate the time needed per task

This task aims to determine the time required to complete each task in the project. By accurately estimating the time needed for each task, the project schedule can be effectively planned and potential delays can be identified in advance.

Check the tasks that need to be included in the time estimation.

1

Task 1
2

Task 2
3

Task 3
4

Task 4
5

Task 5

Enter the estimated time for Task 1 (in hours).

Enter the estimated time for Task 2 (in hours).

Enter the estimated time for Task 3 (in hours).

Enter the estimated time for Task 4 (in hours).

Enter the estimated time for Task 5 (in hours).

Draft a preliminary project schedule

This task involves creating a preliminary project schedule based on the time estimates for each task. The schedule should include the start and end dates for each task, as well as any dependencies or constraints. By having a preliminary schedule, the project team can have a clear understanding of the project timeline and can identify any potential scheduling conflicts or bottlenecks.

Describe the preliminary project schedule.

Select any constraints or dependencies that need to be considered.

1

Task A depends on Task B
2

Task C cannot start before Task D is completed
3

Task E and Task F have overlapping time frames

Select the project milestones.

1

Project kickoff
2

Completion of Phase 1
3

Delivery of key deliverables
4

Project closure

Evaluate current capacity of team

This task involves assessing the current capacity of the project team in terms of skills, availability, and workload. By understanding the current capacity, it becomes easier to identify any capacity constraints and plan for any necessary adjustments or resource allocation.

Describe the current capacity of the project team.

Select the skills possessed by each team member.

1

Technical skills
2

Communication skills
3

Leadership skills
4

Analytical skills
5

Other

Select the availability of each team member.

1

Full-time
2

Part-time
3

Unavailable

Enter the workload of each team member (in hours per week).

Select any constraints or challenges related to team capacity.

1

Limited availability of skilled team members
2

Overlapping project assignments
3

High workload for certain team members

Select any training or hiring needs to address capacity constraints.

1

Skill enhancement training
2

Additional hiring
3

Outsourcing

Compare the project requirements with current capacity

This task involves comparing the project requirements (identified in earlier tasks) with the current capacity of the project team. By conducting this comparison, it becomes possible to identify any gaps or misalignments between the project needs and the team's capabilities, helping to make informed decisions about resource allocation and planning for any necessary adjustments.

Describe the project requirements.

Identify any gaps or misalignments between the project requirements and current team capacity.

1

Insufficient resources
2

Lack of necessary skills
3

Limited availability of team members
4

High workload for certain team members

Select any potential risks associated with the capacity gaps.

1

Delays in project timeline
2

Reduced quality of deliverables
3

Increased project costs
4

Negative impact on team morale

Identify gaps in capacity

This task involves creating a plan to address the identified capacity gaps. The plan should include specific actions to fill the gaps, such as hiring new team members, providing training or development opportunities, redistributing workload, or exploring outsourcing options. By having a clear plan, it becomes easier to take proactive measures to ensure the project team has the necessary capacity to successfully complete the project.

Describe the plan to fill the capacity gaps.

Select the actions to address capacity gaps.

1

Hire additional team members
2

Provide skill enhancement training
3

Redistribute workload
4

Explore outsourcing options

Select the timeline for implementing the capacity gap plan.

1

Immediate
2

Within 1 month
3

Within 3 months
4

Flexible

Select any potential challenges or constraints related to implementing the capacity gap plan.

1

Budget limitations
2

Limited availability of training resources
3

Potential impact on team dynamics or morale

Approval: Capacity Gap Analysis

Identify gaps in capacity
Will be submitted

Devise a plan to fill the capacity gaps

This task involves identifying potential risks that could impact the capacity plan or the successful completion of the project. By conducting a thorough risk assessment, it becomes possible to proactively identify and plan for potential obstacles or challenges. Mitigation measures can also be identified to minimize the impact of the risks or prevent them from occurring.

Describe the potential risks associated with the capacity plan and project completion.

Check the potential risks that need to be addressed.

1

Resource unavailability
2

Skills gap
3

Unexpected changes in project scope
4

Budget constraints

Describe the mitigation measures for each identified risk.

Select the level of severity for each identified risk.

1

Low
2

Medium
3

High

Select the level of likelihood for each identified risk.

1

Low
2

Medium
3

High

Identify potential risks and mitigation measures

This task involves determining the cost associated with filling the identified capacity gaps. This includes the cost of hiring new team members, providing training or development opportunities, or outsourcing certain tasks. By having a clear understanding of the cost implications, it becomes easier to develop a budget and seek necessary approvals.

Enter the cost of hiring new team members.

Enter the cost of providing training or development opportunities per team member.

Enter the cost of outsourcing certain tasks.

Select the currency for the cost calculations.

1

USD
2

EUR
3

GBP
4

Other

Select any constraints or challenges related to the cost calculations.

1

Budget limitations
2

Unavailability of cost data
3

Potential impact on project timeline

Calculate the cost needed to fill capacity gaps

This task involves creating the final project schedule and resource allocation plan. It combines the preliminary project schedule with the capacity gap plan and accounts for any adjustments or changes identified during the capacity planning process. The final schedule should include all tasks, their dependencies, start and end dates, and the assigned team members.

Describe the final project and resource schedule.

Select any adjustments or changes made to the preliminary project schedule.

1

Revised task durations
2

Revised task dependencies
3

Changes in team assignments
4

Inclusion of additional tasks

Select the assigned team members for each task.

1

Team member A
2

Team member B
3

Team member C
4

Team member D
5

Team member E

Draft the final project and resource schedule

This task involves effectively communicating the capacity plan and resource allocation to the project team. It ensures that all team members are aware of their roles, responsibilities, and any adjustments or changes made to the project schedule. By having clear communication, the team can work collaboratively towards the project goals.

Describe the communication plan for the capacity plan.

Select the methods of communicating the capacity plan to the team.

1

Team meeting
2

Email communication
3

Project management software
4

Individual meetings

Select the timeline for communicating the capacity plan.

1

Before project kickoff
2

During project initiation
3

At the start of each project phase
4

Flexible

Approval: Final Project Schedule

Draft the final project and resource schedule
Will be submitted

Communicate the capacity plan to team

This task involves obtaining the necessary approvals from project stakeholders for the capacity plan. This includes seeking approval from the project sponsor, management, or other relevant stakeholders. By obtaining approvals, it ensures that the capacity plan is aligned with the overall project goals and objectives.

Select the stakeholders from whom approval is required.

1

Project sponsor
2

Management
3

Steering committee
4

Other

Enter the email address of the stakeholder(s) who need to provide approval.

Secure necessary approvals from stakeholders

This task involves executing the capacity plan as per the approved schedule and resource allocation. It includes implementing any changes or adjustments to the project team, schedule, or resource allocation. By effectively implementing the capacity plan, it ensures that the project team has the necessary resources and capabilities to complete the project successfully.

Describe the implementation plan for the capacity plan.

Select any changes or adjustments to be implemented as part of the capacity plan.

1

Reassigning team members
2

Providing training or development opportunities
3

Outsourcing certain tasks
4

Adjusting task durations or dependencies

Select any potential challenges or risks associated with the implementation.

1

Resistance from team members
2

Delays in new team member onboarding
3

Availability of training resources
4

Coordination with external vendors

Implement the capacity plan

This task involves continuously monitoring the capacity plan and making necessary adjustments or changes as the project progresses. It includes tracking the progress of the project team, identifying any capacity issues or bottlenecks, and taking corrective actions. By actively monitoring and making adjustments, it ensures that the project stays on track and any emerging issues are promptly addressed.

Describe the monitoring and adjustment plan for the capacity plan.

Select the parameters or metrics to monitor for capacity plan effectiveness.