Template

Resource and Capacity Management Template

Plan, forecast, and track team capacity across projects using Jira, Advanced Roadmaps, and automated cost and utilization reporting.

 

Jira Advanced Roadmap for Software Projects Capacity Management

The Resource and Capacity Management Template provides a unified framework for managing demand, availability, competences and skills, project budgeting, and workload distribution inside the Atlassian ecosystem. Capacity, workload, and cost data flow automatically from Jira issues, timesheets, competences, and vacation balances—allowing organizations to predict staffing needs, estimate project budgets, and maintain healthy utilization rates.
The template supports hour-based and story-point-based planning for SCRUM development projects and uses Advanced Roadmaps (Plans) for premium-grade scenario planning, forecasting, and multi-team visibility.

Why you need a Resource and Capacity Management Template

Unified Capacity Data Model in Jira

All capacity, availability, timesheets, and workload data are stored in Jira, enabling a single source of truth for planning and forecasting.

Predictive Staffing & Workforce Planning

Capacity gaps automatically notify HR and recruiters so talent searches can begin in advance based on real, upcoming needs.

Hybrid Capacity Planning Options

Capacity can be planned using hours, story points, or a mix—supporting both Agile and traditional approaches.

Accurate Project Budget Estimation

Hourly cost rates assigned to employees enable automated project budget predictions based on assigned workload.

Balanced Utilization Across Teams

Utilization rate metrics help ensure workload distribution is realistic and sustainable across all teams.

Continuous Insight Into Real Progress

Actual time tracked through timesheets updates cost burn, velocity, and burndown, helping teams detect margin risks early.

Consulting Service that Supports KPI development and Implementation:

Who will use a Resource and Capacity Management Template

  • Project Managers – Estimate budgets, assign resources, and track planned vs. actual workload.
  • Team Leads – Manage team capacity, skill distribution, and utilization rates.
  • HR & Recruiters – Receive early visibility into talent needs and required competencies.
  • Finance Teams – Monitor labor costs, burn rate, and project profitability.
  • Executives & PMO – Review staffing alignment, project feasibility, and portfolio load.
  • Agile Teams – Use velocity, burndown, and capacity charts to optimize planning and execution.

Resource management and capacity planning dashboard built with EazyBI

Resource management and capacity planning dashboard

Profitability Tracking Dashboard to Inform Capacity Estimates

Profitability Tracking Dashboard to Inform Capacity Estimates

What is included in the Resource and Capacity Management Template

  • Advanced Roadmaps (Plans) – Multi-team and multi-project capacity visualisation, scenario planning, and long-term forecasting.
  • Competence-Based Resource Search – Filter and assign resources based on skills, certifications, or competency levels.
  • Hourly Rate Cost Modeling – Automated project budget estimation using employee cost rates and planned work.
  • Placeholder Roles for Planning – Plan work ahead of hiring by using placeholder positions linked to HR and recruiting workflows.
  • Automatic HR & Recruiting Notifications – Capacity gaps and forecasted shortages are routed to HR and recruiters early.
  • Vacation & Absence Integration – Capacity calculations adjust based on data from the vacation balance tracking template.
  • Utilization Dashboards – View individual and team utilization, availability, load, and forecasted workload.
  • Hybrid Planning Units – Capacity tracked in story points or hours depending on team methodology.
  • Velocity & Burndown Reports – Team performance trends and forecasting based on historical delivery.
  • Cost and Time Variance Tracking – Planned vs. actual hours, cost variance, and margin protection throughout the project lifecycle.
  • Timesheet Data Integration – Actual logged time flows directly into cost, burn, and variance dashboards.
  • EazyBI Reports – Advanced dashboards for availability, overbooking risks, cost burn, margin stability, and cross-team capacity.
  • Database & Assets Support – Optional modeling of roles, competencies, job families, and cost centers for richer planning.

This Template is an Integrated Part of Solution:

Templates that Integrate with Resource and Capacity Management Template

FAQ about the Resource and Capacity Management Template

Yes. Resource search by competence, role, or certification helps teams quickly find the right people.

Yes. Capacity planning can be scoped to specific teams, departments, or portfolios, allowing each group to manage its own view without affecting others.

Yes. Alternative scenarios—such as “best case,” “delayed start,” or “reduced staffing”—can be created to compare impacts before committing to a plan.

Unplanned absences or urgent work items can be added instantly, and the capacity model updates automatically so managers see the impact immediately.

 

Yes. Contractors, part-timers, and temporary staff can be included with custom availability, cost rates, and contract durations.

 

Yes. You can allocate a percentage of team capacity for internal innovative  initiatives, as well as training, technical debt, or R&D—separate from project work.

Yes. Cost fields, utilization data, and financial views can be restricted so only managers or finance teams can access them.

Yes. Dashboards and Roadmaps can display alerts for overloaded resources, over-allocated skills, or timelines that exceed available capacity.

Contact me for a free consultation!

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