Capacity Planning Module - this must be turned on in your account before it can be viewed.

This is a module that must be turned on in your account before it can be viewed and used.

Overview
Resource Analytics helps you visualize how work is distributed among employees. At a glance, you can see if staff have enough billable work assigned or if adjustments are needed. The module compares employee budget data to task budget hours, highlighting over- or under-utilization.

1. Getting Started: Data Requirements

Before you can use Resource Analytics for capacity planning, make sure the following data is entered in PracticeERP:

• Employee Budget Hours: Entered weekly for each employee.
• Project Tasks: For all projects with budgets, each task must include:
  • Start Date & Due Date
  • Assigned To (the responsible employee)
  • Budgeted Hours
  • Task Status (must be “Not Started” or “In Progress”; completed tasks are excluded)
• Access: Any role can be given access to the Capacity tab and Resource Analytics module, as determined by your accounting organization

2. Navigating Resource Monitor
The Resource Monitor offers several dataset views to help you analyze capacity across different organizational dimensions. Available views include:

• By Department (No Admin)
• Assurance by Job Title
• By Department
• By Job Title
• By Office
• By Pod
• By Supervisor

Tip: More views can be added to suit your organization’s needs.

3. Understanding the Color-Coded Legend
Weekly data is highlighted using the following color codes to show employee capacity at a glance:

• Red: Extremely Over (e.g., more than 10% over budgeted weekly hours)
• Orange: Over
• Yellow: Slightly Over
• Green: Appropriate
• Light Green: Under

Note: Your organization can customize these thresholds in PracticeERP.

4. Managing Tasks and Budgets

Resource Analytics includes tools to help you manage and reassign tasks:

• Task Update View: Filter tasks by employee, client, or other criteria to move tasks between staff members.
• Assign TaskFlow Tasks: Mass reassign tasks using filters; ensure the right tasks are assigned to the right people.
• Edit Employee Budget: Adjust budgeted hours for employees as needed.

5. Module Navigation

Within the Capacity menu, you’ll find these navigation options: 

You can also view Start Date, Due Date, and Remaining Hours (over/under hours) for each task.

6. How Capacity Is Calculated
Project hours are allocated evenly across the number of weeks in the task duration. For example, an 8-week task will have its project hours divided by 8. Using tasks for capacity planning allows for more granular control and flexibility.
 

7. Best Practices & Tips

• Enter Accurate Data: Ensure all required fields are completed for each employee and task.
   
• Use Views Effectively: Switch between dataset views to analyze capacity by department, job title, office, pod, or supervisor.
   
• Interpret Colors: Use the legend to quickly identify employees who are over or under capacity.
   
• Reassign Tasks: Use the Task Update and Assign TaskFlow features to balance workloads.
   
• Customize Thresholds: Work with your accounting or admin team to set appropriate definitions for “over” and “under” capacity.

Summary
By following these steps and best practices, you’ll be able to use Resource Analytics to proactively balance workloads, reassign tasks, and ensure projects are staffed appropriately. This supports better decision-making and helps maintain a healthy balance between employee capacity and project demands.