Does it look familiar?
It looks really straightforward. A row for each project and within that a row for each skill set (or resource) with grand totals at the bottom. However, if you have used spreadsheets in anger you will see the obvious problems straight away.
Inserting a new project means copying / updating lots of formulas
Inserting a new skill means potentially inserting a new skill set row for each project. Then copying / updating lots of formulas. Then what happens if we want to model holding a project which means making the project have no demand. Do we delete the project row – or over type the project values with zeros? Yes it becomes a nightmare. In Kelloo you can add a new project in seconds, hold an existing project or re-prioritize work and see the impact on your resources.
Inability to model different planning options
Resource capacity planning is a collaborative process normally undertaken as part of the portfolio planning process. The people involved are typically the PMO, portfolio managers and resource owners. It typically descends into a bun fight as there is rarely one correct outcome. People need to look at the resource options and weigh the pro’s and con’s.
Doing any form of meaningful what if analysis and comparing different options is impossible in spreadsheets. What is needed is a way to model changes and see the results instantly. In Kelloo you can create scenarios which let you model changing things like resource levels and see how they will impact your plans.
Lack of reporting
Spreadsheets do not include any reporting capability and there will be reports you need to produce from your capacity planning data. How are you going to produce them in a spreadsheet? And how are you going to distribute those reports – will you end up emailing around screen prints or even worse emailing multiple copies of the capacity planning spreadsheet. A better option is to use dedicated resource planning software or resource capacity planning software like Kelloo which has a suite of dedicated resource capacity planning reports which provide you with deep insight into your resource planning data.