Project resource requests should be regularly aligned to the project schedule to ensure that:

• Resource demand reflects actual delivery requirements
• Approved allocations remain achievable
• Variances between planned and committed work are managed proactively

If there is a significant difference between:

• Resource Plan (Committed work), and
• Project Schedule (Task assignments)

you may need to:

• Optimise the schedule
• Adjust scope
• Reallocate resources
• Renegotiate timelines or resource availability

Where This Is Performed

• Project → Resource Plan

Understanding the Alignment

The Resource Plan provides three key views of effort:

• Scheduled (S) – read-only values from the Project Schedule (Tasks)
• Proposed (P) – requested demand defined by the project manager
• Committed (C) – approved allocations provided by resource managers

👉 Alignment means ensuring that:

• Proposed demand reflects the Scheduled effort, and
• Committed allocations support deliverable timelines

Aligning Resource Requests to the Schedule

1. Navigate to Project → Resource Plan
2. Review the Scheduled (S) column for each time period
3. Adjust the Proposed (P) column to align with the scheduled effort

You may need to:

• Increase or decrease effort per period
• Extend or shorten the duration of requests
• Rebalance effort across time periods

Updating Resources

If required, you can adjust the resources involved:

Replace a Resource

1. Click the ellipsis (…) next to the resource
2. Select Change Resource
3. Search and select the replacement
4. Adjust proposed values as needed

Add Additional Resources

1. Use the Add a Resource search box
2. Select:
3. • Generic role, or
   • Named resource
3. Enter effort in the Proposed (P) column

This may be necessary when:

• Additional capacity is required
• Work needs to be split across multiple resources

Submitting Updated Requests

After making changes:

• Click Submit and Save

This will:

• Re-submit updated demand
• Notify the relevant resource manager
• Trigger re-evaluation of allocations

Important:
Any updates to Proposed values reset them to Draft, so they must be re-submitted to be processed.

Reviewing Committed Allocations

Once resource managers review the updates:

• Validate allocations in the Committed (C) column

You will see:

• Dark text → Fully fulfilled (committed work matches demand)
• Red text → Unfulfilled or partially fulfilled

👉 These indicators help you identify where further alignment or discussion is required.

Tip:
Resource Managers can review Proposed and Committed effort alongside capacity information using the Availability Heatmap before approving or adjusting allocations.

Using Shift Resource Request

Tip:
You can use Data → Shift Resource Request to move all draft proposed effort across time by selecting a new From and To date.

• This is useful when:
• • Project schedules shift
  • Work needs to be realigned quickly

Important:
Shifted requests must be submitted again for fulfilment.

How This Impacts Delivery

Aligning the Resource Plan ensures:

• The project schedule is achievable based on approved capacity
• Resource commitments are realistic
• Variance between planned and approved effort is minimised

Validate Demand Against Capacity

Resource requests should not be aligned only to the project schedule. They should also be reviewed against organisational capacity.

Before updating Proposed demand, consider:

• Existing committed allocations
• Resource availability
• Current utilisation levels
• Known leave or availability constraints
• Competing project priorities
• Future workload commitments

The goal is to ensure that scheduled work can realistically be delivered using available organisational capacity.

Tip:
Use the Availability Heatmap and Resources Insights to validate whether proposed demand can be fulfilled before submitting updated requests.

Using Scheduled, Proposed and Committed Together

Successful resource planning requires alignment between all three Resource Plan values.

Scheduled (S)

Scheduled effort represents the work currently defined within the project schedule.

This reflects:

• Planned task assignments
• Forecast delivery effort
• Expected workload

Proposed (P)

Proposed effort represents the demand being requested by the Project Manager.

This reflects:

• Required capacity
• Planned resourcing needs
• Future demand

Committed (C)

Committed effort represents resource allocations that have been approved by Resource Managers.

This reflects:

• Allocated capacity
• Approved fulfilment
• Confirmed availability

Important:
Alignment exists when Proposed demand accurately reflects Scheduled effort and Committed allocations provide sufficient capacity to deliver the scheduled work.

Review Resource Availability Before Realignment

When making significant changes to the Resource Plan:

• Review resource availability.
• Review existing commitments.
• Assess the impact on future planning periods.
• Consider whether demand can realistically be fulfilled.

Resource availability is influenced by:

• Working calendars
• Existing project commitments
• Resource leave
• Organisational availability settings

Where named resources are already known, availability information should be reviewed before significantly increasing demand.

Use Availability Heatmaps During Alignment

The Availability Heatmap provides a resource-centric view of:

• Capacity
• Proposed Demand
• Committed Demand
• Remaining Availability

Use the Heatmap to:

• Validate resource availability.
• Identify overallocated resources.
• Review future capacity constraints.
• Assess the impact of proposed schedule changes.
• Support resource allocation discussions.

Availability Heatmaps can be filtered by:

• Project
• Resource
• Department
• Planning Period

This helps resource demand be assessed within the broader context of organisational capacity.

Use Resources Insights to Support Resource Planning

Resources Insights can provide additional information when aligning resource requests with the schedule.

Relevant reporting includes:

• Resource Availability
• Capacity Trends
• Utilisation Analysis
• Resource Demand
• Timesheet Compliance
• Workforce Planning Metrics

Reviewing resource performance and utilisation trends may help identify potential capacity risks before they affect project delivery.

Key Considerations

• Alignment is an ongoing activity, not a one-time task
• Changes in scope or schedule should trigger a review of the Resource Plan
• Differences between Scheduled, Proposed, and Committed indicate risk
• Resource availability constraints may require negotiation or re-planning
• Alignment should consider both project demand and organisational capacity.
• Scheduled, Proposed, and Committed values should be reviewed together.
• Resource availability may affect the ability to fulfil planned demand.
• Availability Heatmaps can help identify capacity constraints before requests are submitted.
• Resources Insights can help validate workforce capacity and utilisation trends.
• Significant differences between Scheduled, Proposed, and Committed values may indicate delivery risk.
• Resource planning should be reviewed whenever project scope, schedule, or priorities change.

Tips

• Regularly compare Scheduled vs Proposed vs Committed
• Re-submit requests after any changes
• Use additional resources or split allocations where necessary
• Engage resource managers early when conflicts arise
• Review resource capacity before increasing demand.
• Compare Scheduled, Proposed, and Committed values regularly.
• Use Availability Heatmaps to identify future resource bottlenecks.
• Review utilisation trends before requesting highly utilised resources.
• Re-submit requests promptly after changes are made.
• Engage Resource Managers early when delivery requirements change.
• Align Resource Plans whenever major schedule updates occur.
• Use Resources Insights to support workforce planning decisions and resource forecasting.