Resolve capacity changes while retaining the history of the original commitment.
3 stages · 1 approval
Follow the process from start to finish. Select a step to see who acts and what changes.
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?"
Recompute complete nonoverlapping availabilityWhenever 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.
Expose affected existing commitmentsWhen a Resource needs to come off a project mid-flight (resignation, medical leave, reassignment, performance swap, client request), the Project Manager (or Resource Manager) proposes a Substitutions row with OutgoingResource, IncomingResource, EffectiveDate, and Reason. On independent approval (Status: Proposed → Approved), the workflow rechecks incoming capacity and the current assignment revision, then atomically truncates the original Assignment's EndDate to EffectiveDate − 1, keeps it Active until the boundary becomes effective, and creates a new Assignments row + AssignmentPeriods for the IncomingResource starting EffectiveDate.
Split the staffing interval onceSubstitutions, Assignments
| Stage | Records | Effect |
|---|---|---|
| 1 Refresh availability | WeeklyCapacityPTOImports | Recompute complete nonoverlapping availability |
| 2 Review conflicts | AssignmentsAssignmentPeriods | Expose affected existing commitments |
| 3 Approve replacement | SubstitutionsAssignments | Split the staffing interval once |
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.
| 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 |
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.
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.
| 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 |
Every Assignment flagged OverAllocated in a period with Resource, Project, AllocationPct breach amount, AssignedBy, and resolution status. The exception ledger for the Resource Manager.
| 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 |
Resource Planning owns staffing and capacity decisions. Core HR owns employment and leave, project delivery owns tasks, time systems own approved actuals, and accounting owns billing and revenue recognition. Proto can prepare comparisons but cannot attest credentials, invent availability or supply independent approval.
Prepare verified profiles before comparing people against project requirements.
3 stages · 1 approval
Review current fit and capacity before creating one approved assignment.
3 stages · 1 approval
Reconcile approved source time before publishing utilization and bench signals.
3 stages · 0 approvals
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