Capacity change to substitution

Step by step

1. Refresh availability Resource Manager

   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?”

   • Recompute complete nonoverlapping availability
   • Updates Weekly capacity, PTO imports

2. Review conflicts Resource Manager

   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.

   • Expose affected existing commitments
   • Updates Assignments, Assignment periods

3. Approve replacement Resource Manager

   When 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 outgoing resource, incoming resource, effective date, 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 end date to effective date − 1, keeps it Active until the boundary becomes effective, and creates a new Assignments row + assignment periods for the incoming resource starting effective date.

   • Split the staffing interval once
   • Updates Substitutions, Assignments
   ApprovalA person approves before the work moves on.

Resource Manager

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.

Project Manager

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.