Capacity planning

The capacity-recompute workflow runs nightly: for every active Resource it rebuilds the next-26-weeks weekly capacity grid by reading approved PTO imports (sourced from the hrms-leave-attendance app) and US holidays for the Resource’s home state, deducting PTO hours and holiday hours from base hours to produce available hours. The grid is what every staffing decision reads against — there is no other source of truth for “is this person free?”

Whenever an Assignments or assignment periods row is created or updated, the over-allocation-alert workflow sums all active assignment period allocation hours per Resource per Week and compares to weekly capacity available hours. If the sum exceeds capacity in any week of the span, the workflow flips assignment over allocated: true and emails both the Resource Manager and the offending Project Manager with the breach detail. The Resource Manager resolves by reducing allocation pct, ending an Assignment early, or running a Substitution.

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

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.

• Forward Capacity (next 8 weeks). Open the current records for this module within your assigned role and permitted scope.