Resource Planning System
Put the right people on the right work.
Match skills, available capacity and approved assignments across delivery teams.
YouStatusActiveDraft
Illustrative records derived from the system specification.
Built around the way your team works
Resource managers, practice leads and project managers coordinating delivery capacity.
- Defined tables
- 21
- Operational views
- 14
- Defined roles
- 8
- Reports
- 8
Defined in the planned system specification.
What’s inside.
Match skills, available capacity and approved assignments across delivery teams.
People and skills
Find relevant experience and verified qualifications without losing the person behind a staffing profile.
Capacity planning
Compare net available hours with existing commitments before promising another week of delivery.
Staffing requests
Turn project demand into an explicit role, date range and set of requirements that a staffing team can review.
Assignments and substitutions
Keep approved staffing, rate snapshots and mid-project replacements connected to their original decisions.
Rates and forecasts
Use reviewed effective rates to explain the value of forward staffing commitments.
Utilisation and bench
Compare planned capacity with verified actual work and identify where future availability needs attention.
See the people and capacity behind every commitment
YouStatusActiveDraft
PendingApprovalPractice IN (current user's managed Practices)
- RR-80280 PRJ-72464 71 9 d
- RR-48833 PRJ-79428 72 in 4 d
- RR-17970 PRJ-40124 90 11 d
- RR-20663 PRJ-84555 95 in 7 d
- RR-86946 PRJ-49984 71 7 d
RR-80280
- Project
- PRJ-72464
- RoleNeeded
- RLS-7733
- StartDate
- 08 Sep
- EndDate
- 17 Sep
- AllocationPct
- 71
YouStatusDraftSubmittedPendingApproval
StatusSubmittedPendingApprovalApprovedFulfilled
ActivePractice IN (current user's managed Practices)
| Resource | Practice | Flagged At | Forward Window Weeks | Average Utilization Pct |
|---|---|---|---|---|
| RSR-4142 | PRC-9269 | 12 Sep | 4 | 79 |
| RSR-3582 | PRC-4267 | 13 Sep | 4 | 100 |
| RSR-3048 | PRC-4843 | 15 Sep | 4 | 90 |
| RSR-9033 | PRC-6244 | 06 Sep | 4 | 77 |
| RSR-5427 | PRC-5178 | 05 Sep | 4 | 72 |
| RSR-8427 | PRC-8345 | 19 Sep | 4 | 73 |
OverAllocated = trueActive
| Resource | Project | Role | Start Date | End Date |
|---|---|---|---|---|
| RSR-4114 | PRJ-79361 | RLS-1975 | 29 Sep | 03 Oct |
| RSR-6412 | PRJ-13323 | RLS-8162 | 10 Sep | 13 Sep |
| RSR-9988 | PRJ-20056 | RLS-7352 | 09 Sep | 15 Sep |
| RSR-6788 | PRJ-86156 | RLS-2597 | 17 Sep | 22 Sep |
| RSR-3223 | PRJ-66536 | RLS-8126 | 29 Sep | 07 Oct |
| RSR-8712 | PRJ-13397 | RLS-9363 | 08 Sep | 10 Sep |
ProposedYou
| Substitution Number | Original Assignment | Outgoing Resource | Incoming Resource | Effective Date |
|---|---|---|---|---|
| SBS-37736 | ASS-35174 | RSR-9270 | RSR-7728 | 16 Sep |
| SBS-14319 | ASS-91266 | RSR-4536 | RSR-8649 | 25 Sep |
| SBS-75117 | ASS-62519 | RSR-1315 | RSR-6462 | 24 Sep |
| SBS-65283 | ASS-21980 | RSR-6408 | RSR-8674 | 24 Sep |
| SBS-99946 | ASS-60529 | RSR-9661 | RSR-6156 | 24 Sep |
| SBS-57708 | ASS-17766 | RSR-9980 | RSR-8630 | 22 Sep |
ActiveAssignment.Billable = trueWeekStart BETWEEN todaytoday + 90
| Resource | Assignment.Project | Week Start | Allocation Hours | Assignment.Bill Rate |
|---|---|---|---|---|
| RSR-7980 | ASS-522 | 22 Sep | 6 | AR-746 |
| RSR-4564 | ASS-471 | 17 Sep | 11 | AR-127 |
| RSR-4044 | ASS-699 | 16 Sep | 8 | AR-814 |
| RSR-9829 | ASS-618 | 22 Sep | 14 | AR-168 |
| RSR-6462 | ASS-832 | 27 Sep | 13 | AR-232 |
| RSR-8679 | ASS-172 | 27 Sep | 2 | AR-226 |
ActiveEndDate >= today
| Assignment Number | Resource | Project | Start Date | End Date |
|---|---|---|---|---|
| ASS-10566 | RSR-1421 | PRJ-46246 | 20 Sep | 27 Sep |
| ASS-39706 | RSR-6543 | PRJ-45613 | 16 Sep | 25 Sep |
| ASS-48447 | RSR-8781 | PRJ-14111 | 25 Sep | 03 Oct |
| ASS-61160 | RSR-5306 | PRJ-29664 | 21 Sep | 26 Sep |
| ASS-73846 | RSR-9815 | PRJ-70002 | 26 Sep | 28 Sep |
| ASS-75429 | RSR-1720 | PRJ-90210 | 07 Sep | 09 Sep |
WeekStart BETWEEN todaytoday + 56Resource.Practice IN (visible Practices)
| Resource | Week Start | Base Hours | PTOHours | Available Hours |
|---|---|---|---|---|
| RSR-8426 | 13 Sep | 16 | 11 | 2 |
| RSR-5235 | 18 Sep | 12 | 9 | 7 |
| RSR-9229 | 15 Sep | 14 | 13 | 16 |
| RSR-6743 | 24 Sep | 12 | 5 | 14 |
| RSR-7607 | 13 Sep | 4 | 14 | 6 |
| RSR-2798 | 11 Sep | 8 | 16 | 12 |
selected skillProficiency >= selectedActive
| Resource | Resource.Practice | Resource.Primary Role | Resource.Location | Proficiency |
|---|---|---|---|---|
| RSR-8097 | RSR-442 | RR-560 | X-10 | 950 |
| RSR-5649 | RSR-891 | RR-315 | K-9 | 310 |
| RSR-4841 | RSR-650 | RR-309 | T-20 | 680 |
| RSR-9301 | RSR-546 | RR-656 | X-24 | 120 |
| RSR-7066 | RSR-969 | RR-678 | J-5 | 770 |
| RSR-8130 | RSR-502 | RR-301 | Z-21 | 580 |
ActiveExpiresAt BETWEEN todaytoday + 90
| Resource Skill | Certification Name | Issuer | Issued At | Expires At |
|---|---|---|---|---|
| RS-2526 | Certification 798 | ISS-543 | 14 Sep | 22 Sep |
| RS-9197 | Certification 402 | ISS-833 | 14 Sep | 16 Sep |
| RS-8183 | Certification 436 | ISS-397 | 16 Sep | 22 Sep |
| RS-4229 | Certification 101 | ISS-428 | 13 Sep | 22 Sep |
| RS-8302 | Certification 665 | ISS-184 | 13 Sep | 22 Sep |
| RS-6116 | Certification 288 | ISS-325 | 10 Sep | 19 Sep |
Activedue todayno effective to or EffectiveTo >= today
| Rate Card Code | Practice | Region | Effective From | Effective To |
|---|---|---|---|---|
| RCC-328 | PRC-5304 | Northeast | 14 Sep | |
| RCC-657 | PRC-7944 | Southeast | 16 Sep | |
| RCC-688 | PRC-6851 | Midwest | 17 Sep | |
| RCC-757 | PRC-6887 | West | 10 Sep | |
| RCC-270 | PRC-3556 | South | 15 Sep | |
| RCC-644 | PRC-3775 | National | 05 Sep |
You
| Skill | Proficiency | Years Of Experience | Last Used At | Source |
|---|---|---|---|---|
| SKL-8891 | 110 | 300 | 09 Sep | SelfReported |
| SKL-2198 | 650 | 430 | 27 Sep | ManagerAttested |
| SKL-8454 | 280 | 530 | 27 Sep | CertificationDerived |
| SKL-1852 | 510 | 140 | 09 Sep | ProjectDerived |
| SKL-7200 | 860 | 830 | 26 Sep | SelfReported |
| SKL-8386 | 500 | 270 | 06 Sep | ManagerAttested |
Connect HR availability with delivery commitments
Utilizationdrill-down
- ROL-10
- RPP-100
- RPP-110
- RPP-120
UtilizationPct and BillableUtilizationPct 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 AssignmentPeriod. The Resource Manager's daily landing report.
opens Bench (Practice scoped) →| Resource | Practice | Flagged At | Forward Window Weeks | Average Utilization Pct |
|---|---|---|---|---|
| RSR-4142 | PRC-9269 | 12 Sep | 4 | 79 |
| RSR-3582 | PRC-4267 | 13 Sep | 4 | 100 |
| RSR-3048 | PRC-4843 | 15 Sep | 4 | 90 |
| RSR-9033 | PRC-6244 | 06 Sep | 4 | 77 |
- Active
- Cleared
- AcceptedInvestment
- Resource
- RSR-4142
- FlaggedAt
- 12 Sep
- ForwardWindowWeeks
- 4
- AverageUtilizationPct
- 79
- ProjectedAvailableHours
- 2
- Practice
- PRC-9269
- Notes
- Active bnc-872
ownerResource Manager
Go from the big picture to the details behind it. Open any record to see its status, owner and history.
Illustrative records. Connections and approval states follow the authored specification.
From staffing demand to a ready project team
Put the right people on the right work.
Illustrative previews from the system specification.
-
01
Capture demand
Describe the project, role and required dates.
Request to project assignmentRequest NumberProjectRole NeededStart Date -
02
Match skills
Compare eligible people with current capacity.
Profile to eligible candidate -
03
Approve assignment
Review the fit and current weekly commitments.
Your resource manager checks skills and available hours before committing the person to your project.
Request to project assignment -
04
Staff the project
Create one assignment and reconcile project membership.
Request to project assignmentAssignment NumberProjectRoleStart Date -
05
Review utilisation
Compare accepted actuals with planned availability.
Accepted time to planning insight
Approve the fit before confirming the assignment
Decision checkpoints where approval stays with your team.
Approve assignment
Your resource manager checks skills and available hours before committing the person to your project.
Request to project assignmentKeep decisions and access accountable
Human approval and system automation have different jobs.
Approve assignment
Your resource manager checks skills and available hours before committing the person to your project.
Skill matching
Staffing review on a submitted request. The resource-request-approval-routing workflow uses appEventTrigger on ResourceRequests.record.created → routes to the matching Practice's Resource Manager and stamps Status: Submitted → PendingApproval.
Assignment creation on completed capacity approval. The assignment-on-approval workflow uses appEventTrigger on ResourceRequests.record.updated (Status: Approved) → creates Assignments + N AssignmentPeriods and writes the Resource into the matched pm-projects project as a member.
Forward capacity on the nightly schedule. The capacity-recompute workflow uses scheduleTrigger nightly 02:00 → rebuilds 26 weeks of WeeklyCapacity per Resource from BaseHoursPerWeek minus PTOImports and US holidays.
Utilization summaries on the weekly schedule. The utilization-rollup workflow uses scheduleTrigger weekly Monday 03:00 → writes one Utilization row per Resource per Period from closed AssignmentPeriods.
Capacity alerts on a changed commitment. The over-allocation-alert workflow uses appEventTrigger on Assignments and AssignmentPeriods create / update → flags OverAllocated: true and emails Resource Manager + Project Manager when sum of allocation exceeds AvailableHours.
Available capacity on the weekly bench review. The bench-detection workflow uses scheduleTrigger weekly Monday 04:00 → writes a Bench row for every Resource with forward-4-week utilization below the BenchThreshold and emails the Practice Lead a digest.
Candidate suggestions on a new staffing request. The skill-match-suggester workflow uses appEventTrigger on ResourceRequests.record.created → code.executor scores Resources by skill + proficiency + capacity + BillRate fit and writes the top 10 candidates as RequestSuggestions rows.
Capacity release on the daily closeout check. The assignment-end-cleanup workflow uses scheduleTrigger daily 01:00 → flips Assignments past EndDate to Status: Completed or the effective approved Substituted outcome, freezes trailing AssignmentPeriods, releases forward capacity.
Time reconciliation on approved delivery evidence. The time-sync-from-pm-time workflow uses scheduleTrigger daily 05:00 (also webhookTrigger for push) → reads approved Timesheets from pm-time and reconciles ActualHours and VarianceHours onto AssignmentPeriods. Integrations: inbound from Core HR (Employees, lifecycle events for Resource onboarding / termination), hrms-leave-attendance (approved leave and US holidays into PTOImports), pm-projects (Project records that ResourceRequests attach to), pm-time (approved Timesheets reconciled into AssignmentPeriods actuals), and an optional Skills enrichment partner. Outbound to pm-projects (writes staffed Resource into the project workspace as a member), pm-billing (Assignments and RateCardRows feed revenue recognition), the BI warehouse (Resources, Assignments, Utilization, Bench), and email (request approval routing, over-allocation alerts, bench digests, certification-expiring reminders).
Give every role the right view
Request NumberProjectRole NeededMatched Resource
Resource Manager
Owns the demand-supply marketplace for one or more Practices. Sole authority to approve ResourceRequests for own Practice, match a Resource, create the Assignment, intake Substitutions, and clear Bench rows.
Project Manager
Project owner — files ResourceRequests 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.
Resource
The staffed person. Self-service on own Skills profile and read-only on own Assignments. Cannot see other Resources' rates, costs, or assignments.
Sales Engineer
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.
ResourceAssignment ProjectWeek StartAllocation Hours
Finance
Owns revenue forecasting from forward-booked Assignments and the financial integrity of RateCards. Co-approver on RateCard activation alongside the Practice Lead.
Viewer
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 FullName.
Practice Lead
Owns rate-policy review and resource planning priorities within assigned practices.
Understand capacity, utilisation and forward demand
Start with the question. Follow it to the records behind the answer.
Drill-down
Utilization
UtilizationPct and BillableUtilizationPct 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 AssignmentPeriod. The Resource Manager's daily landing report.
Viewer
View Bench (Practice scoped)Role↓Resource per period↓Source records
Source view · Illustrative records
ResourcePracticeFlagged AtForward Window Weeks
Drill-down
Capacity vs. Demand
Per Practice per forward week: AvailableHours (sum of WeeklyCapacity), AllocatedHours (sum of AssignmentPeriods.AllocationHours), PendingDemand (sum of pending ResourceRequests' implied hours). Bridges supply and demand for the next 13 weeks.
Source view · Illustrative records
ResourceWeek StartBase HoursPTOHours
Drill-down
Skill Inventory
Count of Resources by Skill × Proficiency, rolled up to Practice and org. Pairs with average LastUsedAt 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.
View Skill SearchSource view · Illustrative records
ResourceResource PracticeResource Primary RoleResource Location
List report
Bench Report
Active Bench rows with Resource, Practice, ForwardWindowWeeks, AverageUtilizationPct, ProjectedAvailableHours, BillRate, and the Practice Lead's Notes. The weekly leadership review report.
View Bench (Practice scoped)Source view · Illustrative records
ResourcePracticeFlagged AtForward Window Weeks
List report
Assignment Aging
Active Assignments by days from StartDate, days remaining to EndDate, and the percent of the span elapsed. Surfaces Assignments approaching EndDate that need extension or close-out before assignment-end-cleanup fires.
View My AssignmentsSource view · Illustrative records
Assignment NumberProjectRoleStart Date
Drill-down
Forward-Booked Revenue
Sum of AllocationHours × BillRate 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.
View Forward-Booked Revenue (next quarter)Practice and org for the next 90 days↓Project per resource per week↓Source records
Source view · Illustrative records
ResourceAssignment ProjectWeek StartAllocation Hours
List report
Over-Allocation Audit
Every Assignment flagged OverAllocated in a period with Resource, Project, AllocationPct breach amount, AssignedBy, and resolution status. The exception ledger for the Resource Manager.
View Over-Allocated ResourcesSource view · Illustrative records
ResourceProjectRoleStart Date
List report
Certifications Expiring
Active SkillCertifications expiring in the next 90 / 180 / 365 days with Resource, Issuer, ExpiresAt, EvidenceURL. The training-and-renewal pipeline.
View Certifications Expiring (next 90 days)Source view · Illustrative records
Resource SkillCertification NameIssuerIssued At
Configure your workflow with Proto
Let your AI agent help with everyday work. Set its permissions during setup and keep approvals with your team.
- HR and availability
- People and availability sourcesin
- Project delivery and time
- Delivery and approved time sourcesAssignments · in and out
- Financial planning
- Downstream financial consumersout
- Agents
- Your agentWorks within the permissions you assign
Your agent works within the permissions you assign.
List the work that needs attention. Keep the approval with the assigned reviewer.
Download agent Agent setup guide$ curl -fsSL https://www.erp.ai/skill.md
› open Resource Planning System and list records waiting on approve assignment
Demand to assignment · records listed with owner and age
› approve the first one at approve assignment, as its approver
Approval requiredWaiting for the assigned reviewer
Your questions, answered.
How the system works, what you can configure and how to get started.
How do I get started?
Select Start now to create your account. Explore the system specification, or use Proto to configure it for your business.
What makes a candidate eligible?
Mandatory skills and current required qualifications must pass. Preference scores compare eligible candidates without replacing the requirement checks.
What happens when the leave feed is missing?
The affected capacity snapshot is incomplete and blocks new confirmation. It does not appear as free availability.
Can we approve an overcommit?
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.
Will a rate change affect existing assignments?
Accepted assignment rates remain frozen. Approved new effective rates apply when resolving a new assignment or a reviewed change.
Can employees record time here?
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.
What does a bench flag mean?
It identifies lower forward booking relative to approved availability. It is a planning signal and does not make an employment decision.
Does confirmed staffing mean project access is ready?
The local assignment and external project membership have separate outcomes. Keep an unknown membership response visible until the original command is reconciled.
Implementation
Configure Resource Planning System around your team’s operating policy.
Read the implementation plan- 01
Map demand and identity
Agree project ownership, practices, principal bindings and required qualifications.
Team and ERP.ai - 02
Reconcile availability
Import approved assignments, leave and holidays; inspect partial weeks and incomplete feeds.
Team and ERP.ai - 03
Configure decision policy
Set independent request, substitution and rate review with documented exception policy.
Team and ERP.ai - 04
Verify actuals and handoffs
Test corrected time, overlapping requests, protected-rate exports and an interrupted membership update.
Team and ERP.ai
Pricing
The base account and ordinary manual work in ERP.AI's official interface are $0. Viewing, searching, creating, editing, approving, deleting and exporting records in that interface do not consume read or write credits. There is no per-user fee.
Machine work: external API-key requests, imports, workflows, agents and scheduled jobs. Successful external API-key reads and writes use the operation rates below. Starting a managed execution from the interface still starts that metered service.
Pricing and account rules| Machine work | Included per $1 of credit |
|---|---|
| List/filter or get record calls | 20,000 |
| Search or aggregate calls | 4,000 |
| CSV or PDF exports | 100 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| File upload in MB | 2,000 |
| Workflow runs | 2,000 |
| Code-node compute beyond included in CPU-sec | 12,000 |
| Agent executions | 2,000 |
| Scheduled jobs or webhook activations | 20,000 |
Read and write rates apply to successful external API-key requests. Ordinary manual work in the ERP.AI interface is $0.
prepaid creditsSmallest pack $5, purchased credits never expire.
Explore the complete system.
Follow the operating model from the process to the people, records and decisions behind it.
Industries
Reference
Roles and permissions
Project and practice scope is enforced on records, APIs and exports. Resource users see their own delivery context. Protected CostRate is Finance-owned; independent staffing and rate decisions cannot be supplied by Admin configuration rights.Reports and analytics
Understand capacity, utilisation and forward demandData model
Records and relationships behind Resource Planning System.Integrations
Connect HR availability with delivery commitmentsImplementation
Configure Resource Planning System around your team’s operating policy.Agent reference
Use Proto to configure Resource Planning System.
