Capacity planning

Capacity baseline

The capacity-recompute workflow runs nightly: for every active Resource it rebuilds the next-26-weeks WeeklyCapacity grid by reading approved PTOImports (sourced from the hrms-leave-attendance app) and US holidays for the Resource’s HomeState, deducting PTOHours and HolidayHours from BaseHours to produce AvailableHours. The grid is what every staffing decision reads against — there is no other source of truth for “is this person free?”

Over-allocation guard

Whenever an Assignments or AssignmentPeriods row is created or updated, the over-allocation-alert workflow sums all active AssignmentPeriods.AllocationHours per Resource per Week and compares to WeeklyCapacity.AvailableHours. If the sum exceeds capacity in any week of the span, the workflow flips Assignments.OverAllocated: true and emails both the Resource Manager and the offending Project Manager with the breach detail. The Resource Manager resolves by reducing AllocationPct, ending an Assignment early, or running a Substitution.

Assignment close-out

Daily, assignment-end-cleanup flips every Assignments row with EndDate < today AND Status: Active to Status: Completed (or Substituted for an approved effective replacement), freezes the trailing AssignmentPeriods to Status: Frozen, and recomputes the Resource’s forward WeeklyCapacity to release the freed AllocatedHours. The Resource is now visible to skill-match-suggester for the next request.

Handle a leave change after staffing

A person can be fully available when an assignment is approved and later receive approved leave. Recompute the affected week using nonoverlapping leave and holiday hours, then flag the existing commitment if it no longer fits. The alert identifies a scheduling problem; it does not silently remove the person from the project.

The resource manager can revise the allocation, move the date or arrange a substitution with the project manager. New commitments still need the latest complete capacity inputs. If the leave feed is unavailable, the planner sees an incomplete snapshot rather than an apparently empty calendar.

Allocation percentages use the scheduled base hours for the applicable interval, including partial weeks and employment dates. Compare those planned hours with the net capacity after absences. Where the organization explicitly permits an overcommit exception, retain the affected weeks, independent approver and reason. A silent warning is not a recorded decision, and a refreshed proposal cannot reuse approval of an earlier conflict.