Risk & Change
Capacity Planning
MyPMP
QMS Template
Objectives
Scope
Approach
| Milestone | Owner | Due | Status |
|---|---|---|---|
βοΈ
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β οΈ Risk & Change
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About the Capacity Planning template
Capacity planning maps available resource supply against forecast workload demand so you can spot over-allocation and shortfalls before they derail delivery. It converts team headcount, skills, and working hours into a clear picture of how much work can realistically be committed across a given period. Getting this right protects timelines, prevents burnout, and exposes the resourcing risks worth escalating early.
It's part of My QMS, MyPMP's Quality Management System: fill it in online, personalize it with your name and logo, then export a clean, branded PDF. Your work auto-saves in your browser.
When to use a Capacity Planning
- βΈBefore committing to sprint, quarter, or project delivery dates
- βΈWhen onboarding or losing team members shifts available effort
- βΈWhen multiple projects compete for the same shared specialists
- βΈDuring portfolio prioritisation to check demand won't exceed supply
What a good Capacity Planning includes
- βResource list with roles, skills, and named individuals
- βAvailable capacity per period, net of leave, holidays, and non-project time
- βForecast demand or effort estimates per task, project, or workstream
- βUtilisation rate showing allocated versus available hours (flag over 100%)
- βTime buckets by week, sprint, or month for the planning horizon
- βAssumptions, constraints, and a note on planned versus contingency capacity
What's inside this template
The interactive form above gives you:
ObjectivesScopeApproachA table of Milestone, Owner, Due, StatusRisks & dependencies
Tips & common mistakes
- π‘Plan to 70-85% utilisation, not 100% β meetings, admin, and interruptions consume real hours
- π‘Deduct leave, training, and support duties before calculating available capacity, or your plan overstates supply
- π‘Update after every scope or staffing change; a stale capacity plan hides the very bottleneck you built it to catch
How it works
- 1. Fill it in β type directly into the fields, tables and sections above.
- 2. Brand it β add your organization name and logo with the Branding button.
- 3. Export β print to PDF, or become a member to white-label and sync across devices.
FAQ
How do I calculate available capacity for a team member?οΌ
Take working days in the period multiplied by daily hours, then subtract leave, holidays, training, and recurring non-project commitments. Apply a productivity factor (typically 70-85%) to reflect realistic focused time.
What's the difference between capacity planning and resource allocation?οΌ
Capacity planning assesses whether total supply can meet total demand across a horizon, while resource allocation assigns specific people to specific tasks. You plan capacity first to confirm feasibility, then allocate within those limits.
How does capacity planning relate to risk and change management?οΌ
Over-allocation and skill gaps are leading indicators of schedule and quality risk, so tracked utilisation feeds directly into your risk register. Any scope or staffing change should trigger a capacity recheck to reassess impact before approval.
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