Team Resource Plan Excel Template Download

by Nick T

Resource Plan

Every team manager wants to be informed about what his or her team is working on. The team resource plan excel template will help a team manager to assign team members to multiple projects. It provides a clear view of team allocations.

About the Team Resource Plan Excel Template

  • The Plan is daily, and allocations can be done up to 60 days.
  • Each resource can be allocated to up to 5 projects.
  • Each project is assigned a different color.
  • Project names can be changed but not the color or serial number order.
Team Resource Plan Excel Template

How To Use The Team Resource Planning Excel

  • Enter the Resource Name in the Resource column.
  • In the ID column, enter the project ID (It is the No in the against the Project in the Project tab).
  • An "X" denotes an allocation. Depending on the project selected, the color of the cell will be highlighted.
  • An "L" denotes a leave and will be highlighted in red.
  • To update the project names, see the project list on the project tab. Please see the below image. In the image, column No is the project ID.

13 Tips for Managing a Team of Resources

#1: Maintain a resource plan

  • Always maintain a resource plan.
  • It does not matter which resource management tool you use; a resource manager must always access the latest resource allocations.
  • Use a resource plan which supports multiple projects. You may also consider using Capacity Planner.

#2: Have a Dedicated Resource Manager

  • This is very effective if you have a large team of resources or software developers.
  • The resource manager will be responsible for updating the resourcing plans and will be the single point of contact for resource allocations.
  • The resource manager should track only the resource loading. How the resources are utilized in a project is a project manager's responsibility.

#3: Regularly Update, Review and Publish Resource Plans

  • It is important to update the resource plan regularly.
  • I will recommend that you update the plan at least once a week.
  • Review the plan with team managers and project managers at least once in two weeks.
  • Publish the resource plan for everyone, including the team, regularly.
Resource and Capacity Plans Pack

#4: Leave Enough Room For Other Day to Day Activities

  • Anyone working in a software or IT company has to spend time on other tasks like meetings, performance reviews, training, and other such day-to-day routine tasks.
  • It is important that a resource manager leaves room for such activities, and so does the project manager.
  • This can be achieved by reducing the resource availability for everyone by a certain %.
  • The % of time spent on such tasks will vary from organization to organization.
  • By looking at the timesheet data for resources, you will approximate the time resources spend on other activities.

#5: Maintain a Resource Leave and Public Holiday Register

  • It is vital for a resource manager to know who is on leave and for how much time.
  • Without knowing the leave plan allocating resources is very dangerous as the project managers will assume the resources are available and plan the project.

#6: Enforce Additional Leave Approval Policies

  • Implement policies outside normal HR Policies.
  • For example, 1 day of leave needs to be approved one week in advance, one week should be notified one month in advance, and anything more than that a quarter in advance.
  • This will allow the resource manager to plan accordingly.
  • Always insist on a backup being identified for the resource going on leave.

#7: Automate and Track Resource Timesheets

  • It is important to know where your resources are spending time.
  • There are quite a few systems that allow you to track time. One of them is JIRA.
  • Having the ability to track time allows a resource manager to compare actual vs. planned.

#8: Demand To See Project Plans and Track Project Progress

  • After a resource manager assigns resources to a project, it is the project manager's responsibility to ensure the software resources are utilized.
  • But a resource manager must know when the project will start and complete so that he can plan the next assignments for the resources.
  • Also, knowing the project plan helps in understanding how much workload each resource has.
  • The resource manager may also be able to identify opportunities where resources can be shared across projects.
  • Check how your project managers can plan project resources effectively.

# 9: Actively Track Resource Cost

  • Depending on the resource pool, different resources will have different costs.
  • It is up to the resource manager to actively track resource costs and inform the project managers of any cost changes to the resources.
  • Also, track that the resource is billable on the right project. It is effortless for a resource to get distracted on non-billable tasks.
  • You may consider using Excel Budget Template for resource cost tracking.

#10: Automate Resource Requests

  • It is helpful in tracking and maintaining an audit log when resources are requested.
  • It also allows the resource manager to ask for any additional information required as most of the system allows customization.
  • It is easier to enforce standards when requests are automated.

#11: Have a Resource Approval Hierarchy

  • Always have an approval hierarchy to make sure that you are making the right decisions.
  • In some organizations, the resources are jointly owned, and having an approval hierarchy allows validating the resource requests.
  • Senior managers in the approval hierarchy can also validate the resource requests' alignment with the organization's priorities.

#12: Plan Forward For Long-Term 

  • Always try to plan forward and keep your resource plans updated for at least one quarter in advance.
  • Also, keep track of the new upcoming projects to determine what kind of resources will be needed.
  • In the software development world is always possible to predict the projects.
  • Also, a good practice is to keep a fixed number of resources as a buffer.

#13: Keep Buffer for On-boarding and Training

  • When a new resource is on-boarded, it takes a while for the resource to start getting productive.
  • Make sure that the project manager leaves a buffer for the boarding and training activity in the project plan.
  • Some buffer is needed to be maintained when a new resource from a different project joins.
  • Most of the software or IT Projects get delayed or change plans. So having this buffer is always a good idea.
Resource and Capacity Plans Pack