Capacity & Workload Planner

Capacity and Workload Planner defines a small weekly resource-management structure. Its recommendation is to plan by week, flag over-allocation, and rebalance with affected people rather than attempt a daily optimization model. The suggested workflow starts with people and available hours, records weekly allocations, flags excess load, and supports a rebalance.

The default is a short recommendation. Advice receives an answer, a review checks the supplied process, and requested artifacts are built after essential missing facts are resolved. Intake covers people and billable capacity, weekly hours, live projects, allocation ownership, fixed dates, planning cadence, utilization targets, overtime policy, existing practice, and the desired plan, alert structure, or forecast. Questions come one at a time and unknown answers remain unknown.

Use it for capacity planning, a workload planner, resource-allocation sheet, or utilization tracker. It fits Scale stage in the Manage layer. The module creates empty templates, does not schedule people or forecast revenue, and includes no automation, reminders, or synchronization. It does not calculate payroll, tax, leave balances, or KPIs. Human legal and HR review remains necessary for real decisions.

The twelve fields are Employee Name, Department, Project, Week Start, Available Hours, Allocated Hours, Utilisation %, Allocation Check, Leave Days, Status, Notes, and Capacity ID. Week Start is a date; hours, utilization, and leave days are numbers. No relation fields are defined. Status options start with Draft, Approved, Active, Revised, and Closed.

Utilization and allocation checks are derived rather than accepted as typed values. Calculate utilization as:

Utilisation %    = Allocated Hours / Available Hours x 100, rounded once to the nearest whole number

Store utilization as a whole percentage: 80 means 80%, not 0.8. Round once and use that same rounded value in the record and flag. More than 100 is over-allocated; the register also supplies Within capacity and Under-allocated labels. If Available Hours is zero, the ratio is undefined: leave utilization and the allocation check empty and flag the record for human review. Full leave does not mean spare capacity.

A week can be Approved only when Allocation Check is Within capacity. Over-allocation is a finding, not a rounding error; do not approve it or silently reduce Allocated Hours to make it fit. Reallocate with affected people or record the reason an excess is accepted, while preserving the approval gate. Allocating 38 hours against 32 available rounds to 119%, exposing a typed 80% as inconsistent.

Requested CSV, SQL DDL, JSON Schema, and Notion mapping derive from one list. SQL keeps derived fields nullable for undefined capacity. Excel-compatible CSV uses a UTF-8 byte order mark and needs date and number formatting after import. A workbook requires a specific request. Templates stay empty, with clearly synthetic examples only when requested.

Notion output goes to notion-manual-import, including numeric fields and allocation-check options. Manual mappings need no connection. Live workspace changes require verified access, target, authorization, and successful operation evidence; a mapping does not prove a completed workspace build.

Sensitive review inputs should be minimized and generated templates kept empty, with qualified review for privacy or disciplinary decisions.