Resource Management is the staffing brain of a project-delivery organization — the system that knows who works here, what they can do, when they are free, who they are working for this week, and whether the bench is too fat or too thin for the demand on the next ninety days. It captures the person-level Resource record (linked to the Employee master in Core HR but extended with delivery attributes — Practice, Role, resource type, bill rate, Cost rate, manager of record), the Skill catalog and per-Resource proficiency ratings that let staffers find "the four people who can run a Snowflake migration in the Northeast," the rolling Weekly capacity grid that nets base hours per week against approved PTO, the inbound resource requests from project managers asking for a body, the Assignments that pin a Resource to a Project at an allocation percentage over a date span, and the Utilization rollups that prove the staffing pattern actually works.
Assignments in one list
Your resource manager checks skills and available hours before committing the person to your project.
Every feature works on the same records. Pick one to see the screen your team works in.
Find relevant experience and verified qualifications without losing the person behind a staffing profile.
Resource skills
| Resource | Practice | Primary role | Location | Proficiency | Last used at | |
|---|---|---|---|---|---|---|
| Leila Haddad | Data engineering | Senior data engineer | Portland, Oregon | 950 | 29 Oct | |
| Leila Haddad | Enterprise applications | Solution architect | Austin, Texas | 310 | 03 Nov | |
| Noah Keene | Quality engineering | QA lead | Raleigh, North Carolina | 680 | 16 Oct | |
| Noah Keene | Delivery operations | Delivery manager | Denver, Colorado | 120 | 30 Oct | |
| Mateo Valdez | Customer integration | Integration engineer | Seattle, Washington | 770 | 30 Oct |
Compare net available hours with existing commitments before promising another week of delivery.
Weekly capacity
| Resource | Week start | Base hours | PTO hours | Available hours | Allocated hours | |
|---|---|---|---|---|---|---|
| Leila Haddad | 19 Oct | 16 | 11 | 2 | 15,014.28 | |
| Noah Keene | 24 Oct | 12 | 9 | 7 | 19,000.99 | |
| Amara Okonkwo | 21 Oct | 14 | 13 | 16 | 24,419.97 | |
| Amara Okonkwo | 30 Oct | 12 | 5 | 14 | 36,084.54 | |
| Leila Haddad | 19 Oct | 4 | 14 | 6 | 3,819.75 |
Turn project demand into an explicit role, date range and set of requirements that a staffing team can review.
Resource requests
| Request number | Project | Role needed | Start date | End date | Allocation pct | |
|---|---|---|---|---|---|---|
| RR-80280 | Eastbank data platform | Senior data engineer | 14 Oct | 23 Oct | 71 | |
| RR-48833 | Harbor clinic portal rollout | Change management lead | 27 Oct | 02 Nov | 72 | |
| RR-17970 | Eastbank data platform | Quality assurance lead | 12 Oct | 17 Oct | 90 | |
| RR-20663 | Eastbank data platform | Implementation consultant | 30 Oct | 07 Nov | 95 | |
| RR-86946 | Willow field service launch | Senior data engineer | 16 Oct | 19 Oct | 71 |
Keep approved staffing, rate snapshots and mid-project replacements connected to their original decisions.
Assignments
| Assignment number | Resource | Project | Start date | End date | Allocation pct | |
|---|---|---|---|---|---|---|
| ASS-10566 | Leila Haddad | Willow field service launch | 26 Oct | 02 Nov | 77 | |
| ASS-39706 | Iris Chen | Northline fulfillment upgrade | 22 Oct | 31 Oct | 64 | |
| ASS-48447 | Sana Qureshi | Harbor clinic portal rollout | 31 Oct | 08 Nov | 100 | |
| ASS-61160 | Amara Okonkwo | Baymere reporting program | 27 Oct | 01 Nov | 89 | |
| ASS-73846 | Mateo Valdez | Baymere reporting program | 01 Nov | 03 Nov | 82 |
Use reviewed effective rates to explain the value of forward staffing commitments.
Rate cards
| Rate card code | Practice | Region | Effective from | Effective to | Approved by | |
|---|---|---|---|---|---|---|
| US-DATA-2026 | Change enablement | Northeast | 20 Oct | Mateo Valdez | ||
| US-ARCH-2026 | Change enablement | Southeast | 22 Oct | Iris Chen | ||
| US-QA-2026 | Enterprise applications | Midwest | 23 Oct | Iris Chen | ||
| US-DELIVERY-2026 | Delivery operations | West | 16 Oct | Evan Sato | ||
| US-INTEGRATION-2026 | Delivery operations | South | 21 Oct | Evan Sato |
Compare planned capacity with verified actual work and identify where future availability needs attention.
Bench
| Resource | Practice | Flagged at | Forward window weeks | Average utilization pct | Projected available hours | |
|---|---|---|---|---|---|---|
| Felix Moreau | Cloud platforms | 18 Oct | 4 | 79 | 2 | |
| Sana Qureshi | Data engineering | 19 Oct | 4 | 100 | 13 | |
| Mateo Valdez | Customer integration | 21 Oct | 4 | 90 | 10 | |
| Mateo Valdez | Enterprise applications | 12 Oct | 4 | 77 | 12 | |
| Sana Qureshi | Customer integration | 11 Oct | 4 | 72 | 2 |
Demand to assignment ships ready to use. One step needs a named approval before the work moves on: Approve assignment (Resource Manager).
Describe the project, role and required dates.
Compare eligible people with current capacity.
Review the fit and current weekly commitments.
Create one assignment and reconcile project membership.
Compare accepted actuals with planned availability.
Open any assignment to see its assignment periods, the roles that work on it, its process stages and its approvals on one page.
Role, Start date, End date and Allocation pct.
Each line is linked to this assignment.
Admin, Resource Manager and Project Manager, each with their own permissions.
Assignment generation and Over-allocation guard, with the role that acts.
Approve assignment, with who decides.
Solution architect · Active
| Resource | Project | Week start |
|---|---|---|
| Leila Haddad | Harbor clinic portal rollout | 28 Oct |
| Felix Moreau | Northline fulfillment upgrade | 23 Oct |
| Leila Haddad | Cedar benefits migration | 22 Oct |
Signed in as Resource Manager
| Decision | Approver | |
|---|---|---|
| Approve assignmentReview the fit and current weekly commitments. | Resource Manager | |
| Approve cross-practice mass-Resource events and Skill retirements | Admin | |
| Approve resource requests (pending approval → Approved) | Resource Manager | |
| Review rate cards and rate card rows | Practice Lead |
Everyone opens Resource Planning System to the work that is theirs. Pick a role to see what it starts with.
Systems administrator. Owns configuration, user provisioning, catalog governance for Skills / Practices / Roles / rate cards, and integration health for the Core HR, leave, projects, time, and billing inbound / outbound feeds. Not the day-to-day staffing operator.
Owns the demand-supply marketplace for one or more Practices. Sole authority to approve resource requests for own Practice, match a Resource, create the Assignment, intake Substitutions, and clear Bench rows.
This is the first screen this role sees.
Resource requests · Resource Manager
| Request number | Project | Role needed | Start date | End date | Allocation pct | |
|---|---|---|---|---|---|---|
| RR-80280 | Eastbank data platform | Senior data engineer | 14 Oct | 23 Oct | 71 | |
| RR-48833 | Harbor clinic portal rollout | Change management lead | 27 Oct | 02 Nov | 72 | |
| RR-17970 | Eastbank data platform | Quality assurance lead | 12 Oct | 17 Oct | 90 | |
| RR-20663 | Eastbank data platform | Implementation consultant | 30 Oct | 07 Nov | 95 | |
| RR-86946 | Willow field service launch | Senior data engineer | 16 Oct | 19 Oct | 71 |
Project owner — files resource requests for own projects, sees Assignments staffed against own projects, requests Substitutions, and consumes the staffed team into the pm-projects workspace. No write on Resources or Skills catalog.
This is the first screen this role sees.
Resource requests · Project Manager
The staffed person. Self-service on own Skills profile and read-only on own Assignments. Cannot see other Resources' rates, costs, or assignments.
This is the first screen this role sees.
Assignments · Resource
Pre-sales staffing planner. Read-only on capacity and skill inventory to scope opportunities — "do we have three Snowflake-fluent Senior Engineers free in the West region in Q3?" Cannot create Assignments or modify Resources.
This is the first screen this role sees.
Weekly capacity · Sales Engineer
| Resource | Week start | Base hours | PTO hours | Available hours | Allocated hours | |
|---|---|---|---|---|---|---|
| Leila Haddad | 19 Oct | 16 | 11 | 2 | 15,014.28 | |
| Noah Keene | 24 Oct | 12 | 9 | 7 | 19,000.99 | |
| Amara Okonkwo | 21 Oct | 14 | 13 | 16 | 24,419.97 | |
| Amara Okonkwo | 30 Oct | 12 | 5 | 14 | 36,084.54 | |
| Leila Haddad | 19 Oct | 4 | 14 | 6 | 3,819.75 |
Owns revenue forecasting from forward-booked Assignments and the financial integrity of rate cards. Co-approver on rate card activation alongside the Practice Lead.
This is the first screen this role sees.
Assignment periods · Finance
| Resource | Project | Week start | Allocation hours | Bill rate | Status | |
|---|---|---|---|---|---|---|
| Leila Haddad | Harbor clinic portal rollout | 28 Oct | 6 | $145/hour | Planned | |
| Felix Moreau | Northline fulfillment upgrade | 23 Oct | 11 | $160/hour | In progress | |
| Leila Haddad | Cedar benefits migration | 22 Oct | 8 | $175/hour | Closed | |
| Iris Chen | Eastbank data platform | 28 Oct | 14 | $190/hour | Frozen | |
| Sana Qureshi | Willow field service launch | 02 Nov | 13 | $205/hour | Planned |
Executive read-only on org-wide Utilization and Bench. Used by the CEO, COO, and PMO Lead for the quarterly headline ("utilization is 74% across delivery"). No personally identifying detail beyond Resource full name.
Owns rate-policy review and resource planning priorities within assigned practices.
Understand capacity, utilisation and forward demand
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 31 | ||
| Active | 13 | 42% | |
| Completed | 6 | 46% | |
| Cancelled | 2 | 33% |
Sample totals per stage
Utilization pct and billable utilization pct per Resource per Period, rolled up to Role, Practice, and org. Trailing-12-weeks trendline with threshold bands (target, floor, ceiling). Drills from org → Practice → Resource → individual assignment period. The Resource Manager's daily landing report.
Per Practice per forward week: Available hours (sum of weekly capacity), allocated hours (sum of assignment period allocation hours), pending demand (sum of pending resource requests' implied hours). Bridges supply and demand for the next 13 weeks.
Count of Resources by Skill × Proficiency, rolled up to Practice and org. Pairs with average last used at to surface stale-skill bench depth ("we have 12 Snowflake people but 7 haven't touched it in 18 months"). The basis for hiring and training plans.
Active Bench rows with Resource, Practice, forward window weeks, average utilization pct, projected available hours, bill rate, and the Practice Lead's Notes. The weekly leadership review report.
Active Assignments by days from start date, days remaining to end date, and the percent of the span elapsed. Surfaces Assignments approaching end date that need extension or close-out before assignment-end-cleanup fires.
Sum of allocation hours × bill rate per Project per Resource per Week, rolled up to Practice and org for the next 90 days. The Finance forecast feed; reconciles to the pm-billing app's revenue recognition.
Every Assignment flagged over allocated in a period with Resource, Project, allocation pct breach amount, assigned by, and resolution status. The exception ledger for the Resource Manager.
Active skill certifications expiring in the next 90 / 180 / 365 days with Resource, Issuer, expires at, evidence URL. The training-and-renewal pipeline.
See how Resource Planning System fits your kind of team.
Each stage of demand to assignment names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Use Proto to configure Resource Planning System.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 21 tablesStart with one team and one process, then add the rest once the basics are running.
Agree project ownership, practices, principal bindings and required qualifications.
Import approved assignments, leave and holidays; inspect partial weeks and incomplete feeds.
Set independent request, substitution and rate review with documented exception policy.
Test corrected time, overlapping requests, protected-rate exports and an interrupted membership update.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Resource Planning System with your practices, project identities and approved capacity inputs.
Mandatory skills and current required qualifications must pass. Preference scores compare eligible candidates without replacing the requirement checks.
The affected capacity snapshot is incomplete and blocks new confirmation. It does not appear as free availability.
Only where the practice explicitly permits it, with an independent decision that records the current affected weeks and reason. Otherwise revise the request before approval.
Accepted assignment rates remain frozen. Approved new effective rates apply when resolving a new assignment or a reviewed change.
Approved time is reconciled from the configured source system. The planning app retains the exact assignment-period and source revision rather than providing another timesheet entry point.
It identifies lower forward booking relative to approved availability. It is a planning signal and does not make an employment decision.
The local assignment and external project membership have separate outcomes. Keep an unknown membership response visible until the original command is reconciled.
Start free, then use Proto to change fields, steps and approvals before your team goes live.