---
sourceDocument: Australia Strategic Portfolio Management
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/it-business-management

 Release :

    - australia

ft:locale :

    - en-US

ft:publication_title :

    - Australia Strategic Portfolio Management

ft:clusterId :

    - itbm

bundleId :

    - itbm

workflow :

    - Technology


---

# Use Capacity Planning

# Planning user capacity in Strategic Planning Workspace {#ariaid-title1}

Release version: Australia  
Updated March 12, 2026  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 3 minutes to read
Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI  
This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.  

## Summary of Planning user capacity in Strategic Planning Workspace

The Strategic Planning Workspace provides tools to assess and manage resource capacity effectively, enabling ServiceNow customers to make informed decisions about resource allocation within portfolios.
By using the Manage Resource Capacity and Capacity screens, users can generate detailed resource availability data, view current allocations, and adjust plans based on real-time employee profile mappings.
Show full answer Show less  

## Manage Resource Capacity

This screen allows customers to:

* Select a time frame and primary attributes (such as groups, roles, or skills) to view the number of available resources.
* Filter resources based on specific capacity attributes and date ranges.
* Regenerate capacity details to capture the latest resource availability from employee profiles.
* Save generated capacity details for ongoing reference and planning.

These capabilities help in evaluating resource availability and ensuring planning decisions are based on up-to-date information.

## Capacity Screen

The Capacity screen offers a comprehensive view of resource efforts and allocations tied to prioritized planning items within a portfolio. Key features include:

* Interactive Gantt chart for visual analysis of planning items and resource allocations.
* Heatmap view showing total resource capacity and estimates.
* Filters to view planning items by type, state, priority, and other attributes, with a default focus on prioritized items.
* Display of operational work efforts and estimates outside the portfolio for complete capacity insight.

Color-coded indicators highlight allocation status: yellow for unassigned items, blue for assignments within capacity, red for overallocation, and green for efforts within capacity.

## Operational Resource Assignments

Resource Managers can create or migrate operational resource assignments to account for activities such as meetings, training, and time off, influencing total available capacity:

* Operational assignments for training (e.g., 10% of capacity) appear as a measurable effort in the Operational Work line item.
* Time off assignments reduce total available capacity but do not reflect in the Operational Work line item.
* Example: A group with 2 FTE capacity assigned 25% time off for a quarter reduces available capacity to 1.5 FTE.

These assignments are critical for accurate capacity planning to reflect real-world resource availability.

## Practical Benefits for ServiceNow Customers

* Make data-driven resource allocation decisions by leveraging real-time capacity information.
* Visualize and manage resource capacity and workload through intuitive interfaces like Gantt charts and heatmaps.
* Incorporate operational constraints such as training and time off to refine capacity planning.
* Improve forecasting and prioritization of planning items to optimize resource utilization across portfolios.  
Assess the resource capacity and review existing allocations, which help you to make informed decisions while working on assigning resources in Strategic Planning.

Use the [manage resource capacity](https://servicenow-prod.fluidtopics.net/TNxTiAlzgmUhdpxInEktKg "Generate and view the total capacity of the resources with primary attributes. Capacity details helps Portfolio Managers to plan and manage planning items depending on the resource availability.") screen to generate resource capacity details.

Use the [Capacity screen](https://servicenow-prod.fluidtopics.net/cU5z1~MaH6n6uovaMFZnWA "View and analyze the resource capacity for your portfolio to plan and re-forecast the resource assignments.") to view detailed information about the resource capacity mapping to a portfolio.

## Manage resource capacity {#using-cap-plan-spw__section_ulc_qcw_byb}

Figure 1. Manage resource capacity screen

Using Manage resource capacity, select a time frame and primary attributes to view number of available resources. Generated resource capacity details are saved. You can regenerate capacity to view latest changes in the resource
availability.

Resource capacity screen helps you to view the following data.  
* Resource availability for generated capacity.
* Total number of available resources in a monthly breakdown view.
* Latest date of generating the capacity details.
* Option to regenerate and fetch the latest capacity details from the employee profile mappings.
{#using-cap-plan-spw__ul_dm3_n34_byb}  
On the Manage resource capacity screen, you can:

* Filter resources with specific capacity attributes for a required date range to view the number of available resources.
* Regenerate capacity details to view the latest details from the resource employee profile mapping.
{#using-cap-plan-spw__ul_v1l_m1x_byb}

## Select resource criteria {#using-cap-plan-spw__section_qtd_k3z_gdc}

* Select a primary attribute to automatically view the available groups, roles, or skills from the resource assignments of the prioritized planning items.
* Switch between Auto-select and Manual-select option to view the allocated resource efforts for all planning items or to view a custom data, respectively.
* Define resource criteria to view the available groups, roles, or skills from the resource assignments of the prioritized planning items.

## Capacity {#using-cap-plan-spw__section_hrg_ddw_byb}

Capacity screen displays the resource efforts from the prioritized planning items.

* Comprehensive overview of resource capacity and allocations.
* Current resource capacity allocation.
* Interactive Gantt chat to view prioritized planning items in the bottom tray to analyze and plan work.
{#using-cap-plan-spw__ul_xfs_c2w_byb}

Understanding the Capacity screen.{#using-cap-plan-spw__table_y52_y3h_2dc__entry__2}

| Color | Description |
|-|-|
| Yellow (Gantt bar) | Planning item with no resource assignments. |
| Blue (Gantt bar) | Resource estimates for Planning items are within the resource capacity. |
| Red (Cells and Gantt bar) | Overallocation in resource estimates. |
| Green (Cells) | Resource estimates within the resource capacity. |
[Table 1. Capacity legend]

{#using-cap-plan-spw__table_y52_y3h_2dc}  
Using Capacity, you can:

* View the capacity allocations of prioritized planning items for your current portfolio and better forecast your future resource requirements.
* Use the filter option (![Capacity filter button.]()) to view planning items by their type, state, priority or any by any required attributes to create capacity plans.  
  Note:  
  Default filter is set to display prioritized planning items only.
* View the updated resource capacity based on the assigned operational resource assignments.
* View the total resource capacity in the heatmap view.

* View total resource capacity and total estimates.
* View the efforts for operational work and efforts for estimates outside of portfolio in the Additional items list.  
  Note:  
  The Filtered Out Items and Estimate outside portfolio rows display effort only from prioritized planning items. Resource Management Workspace displays effort from all planning items regardless of prioritization state, which may result in different utilization values between the two views. To include planning items in capacity calculations, change their state to Prioritized.
* Redefine the workforce criteria by selecting Resource criteria (![Resource criteria button.]())
{#using-cap-plan-spw__ul_fzq_xgx_byb}  

## Calculation of Operational Resource Assignment in Capacity {#using-cap-plan-spw__example_qdv_z15_hbc}

As a Resource Manager, you can [create operation resource assignments](https://servicenow-prod.fluidtopics.net/09P2B_npIzkFTK93WBQrJQ "Create operational resource assignments to allocate a portion of team or resource capacity for operational work such as administration work, meetings, trainings, and so on.") or [migrate existing operational resource plans](https://servicenow-prod.fluidtopics.net/slFKawahZV~G_4x6XWsMbg "Migrate the required Operational resource plans to attribute-based Operational resource assignments.") of your employees to handle the required meetings, trainings, time off and so on to meet your work requirements.

Consider a group with
capacity of 2 FTE and resource manager creates a Group type operation resource assignment for 10% of the capacity for training. This operational assignment can be viewed in the Operational work line item in
the top-tray of the Capacity screen. The value of the Operational work line item will be 0.2, which is 10% of total capacity of the group.

When a resource manager creates a Group type operation resource
assignment for time off, this doesn't update the Operational work line item but reduces the total available capacity.

Consider the same group for which resource manager creates an operation resource
assignment for 25% of the capacity for time off, for a quarter from April to June. The total available capacity of the group for the quarter April to June will be 1.5 FTE. This is 75% of the total capacity after reducing the 25%
time off.  
0.5 FTE, which is 25% of total capacity of the group will be reduced.  
Note:  
The Operational work line item is highlighted in gray color.