Capacity planning requires operations managers to manually extract data from multiple systems, calculate utilization rates in spreadsheets, and identify bottlenecks. This fragmented approach introduces errors, delays decisions, and consumes 3- monthly.
Automation pulls pipeline, project, and workload data from source systems in real time, calculates utilization rates automatically, and flags risks. The result is a live, accurate capacity forecast that leadership can act on immediately.
The full workflow, from trigger to completion.
Automation runs on the first working day of the month, or when a major deal closes (deal value over $50k) or a project scope changes.
Automation pulls all open deals, including stage, expected close date, estimated revenue, and assigned team. Data is stored in memory for processing.
Automation queries for all active projects, their timelines, assigned team members, and task dependencies. Historical project data is also retrieved.
Automation analyzes pipeline, project schedules, and historical workload patterns to calculate available capacity per team member, committed hours, and utilisation rates. Bottlenecks and skill gaps are identified.
Automation creates or updates a live dashboard with capacity forecasts, utilisation charts, headcount recommendations, and risk flags. The dashboard is formatted for easy reading.
Automation sends a message to the operations channel with a summary of the capacity plan, key risks, and a link to the dashboard. Leadership is tagged for review.
Automation stores the capacity plan snapshot in a timestamped archive for historical tracking and trend analysis.
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