People & Team
Staffing Plan
MyPMP
QMS Template
Objectives
Scope
Approach
| Milestone | Owner | Due | Status |
|---|---|---|---|
βοΈ
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π§βπ€βπ§ People & Team
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About the Staffing Plan template
A Staffing Plan maps the roles, skills, and headcount a project needs against a timeline, showing when people join, ramp, and roll off. It links the WBS and schedule to real human capacity, exposing gaps, over-allocation, and hiring or procurement lead times before they stall delivery. Done well, it becomes the basis for resource negotiations with functional managers and vendors.
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 Staffing Plan
- βΈMobilizing a new project and translating the schedule into concrete role and FTE demand
- βΈNegotiating resource commitments with functional or resource managers during planning
- βΈForecasting hiring, contractor, or backfill needs ahead of key phases
- βΈReviewing capacity when scope, timeline, or budget shifts mid-project
What a good Staffing Plan includes
- βRole or position title with required skills and seniority level
- βNumber of FTEs or headcount needed per role
- βStart and end dates or the phases each role covers
- βAllocation percentage and effort (hours or FTE) over time
- βSourcing status: internal, new hire, contractor, or vendor
- βNamed resource or owner once assignments are confirmed
What's inside this template
The interactive form above gives you:
ObjectivesScopeApproachA table of Milestone, Owner, Due, StatusRisks & dependencies
Tips & common mistakes
- π‘Plan in FTE or percentage allocation, not just headcount, so part-time and shared resources are visible
- π‘Build in lead time for recruitment, onboarding, and security or access clearance before the start date
- π‘Watch for the same person allocated above 100% across concurrent tasks or projects
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
What is the difference between a staffing plan and a resource plan?οΌ
A staffing plan focuses specifically on people, roles, skills, and headcount over time, while a resource plan is broader and also covers equipment, materials, and facilities needed to deliver the work.
How do you calculate the number of FTEs needed?οΌ
Estimate the total effort in hours for each role from the WBS, then divide by the available working hours in the period to get the FTE demand, adjusting for allocation percentages and non-project time.
Who is responsible for creating the staffing plan?οΌ
The project manager typically owns it, working with functional or resource managers who control the people, and with HR or procurement when new hires or contractors are required.
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