Resource Allocation Skill
Systematic resource planning across portfolio for optimal utilization.
Purpose
This skill provides a framework for:
- Capacity planning across projects
- Resource conflict identification
- Skills gap analysis
- Allocation optimization
- Utilization monitoring
Prerequisites
Before resource allocation, ensure:
| Prerequisite | Required For | Source |
|---|---|---|
| Resource inventory | Capacity baseline | HR/Resource management |
| Project demands | Allocation needs | Project managers |
| Skills matrix | Gap analysis | HR/Training |
| Availability calendar | Time planning | Team calendars |
Resource Allocation Gates
Gate 1: Resource Inventory
Objective: Establish baseline of available resources
Actions:
- List all available resources (people, teams)
- Document skills per resource
- Capture availability (FTE, dates)
- Note constraints (PTO, training, etc.)
Output: docs/pmo/{date}/resource-inventory.md
Inventory Template:
| Resource | Role | Skills | Availability | Current Allocation |
|---|---|---|---|---|
| [Name] | [Role] | [Skills] | [FTE] | [Projects] |
Gate 2: Demand Analysis
Objective: Understand resource demand across portfolio
Actions:
- Collect resource requests from projects
- Categorize by role/skill
- Map to timeline
- Aggregate total demand
Demand Template:
| Project | Role/Skill | FTE Needed | Start | End | Priority |
|---|---|---|---|---|---|
| [Project] | [Role] | [FTE] | [Date] | [Date] | [1-5] |
Output: docs/pmo/{date}/resource-demand.md
Gate 3: Gap Analysis
Objective: Identify mismatches between supply and demand
Actions:
- Compare inventory to demand
- Identify capacity gaps (over/under)
- Identify skill gaps
- Document timeline conflicts
Gap Types:
| Gap Type | Definition | Impact |
|---|---|---|
| Capacity Gap | More work than people | Project delays, burnout |
| Skill Gap | Work requires unavailable skills | Quality issues, training need |
| Timeline Gap | Resources available wrong time | Schedule conflicts |
| Quality Gap | Available skills below required level | Supervision needed |
Output: docs/pmo/{date}/resource-gaps.md
Gate 4: Conflict Resolution
Objective: Resolve resource conflicts across projects
Actions:
- List all conflicts
- Analyze priority-based resolution
- Propose alternatives (hire, defer, redistribute)
- Document trade-offs
Resolution Options:
| Option | When to Use | Trade-off |
|---|---|---|
| Prioritize | Clear priority difference | Lower priority project delayed |
| Share | Skills transferable | Context switching cost |
| Hire | Long-term need | Time to onboard, cost |
| Contract | Short-term need | Cost, knowledge transfer |
| Defer | Flexibility exists | Opportunity cost |
| Descope | Scope flexibility | Feature reduction |
Output: docs/pmo/{date}/conflict-resolution.md
Gate 5: Allocation Plan
Objective: Create optimal resource allocation plan
Actions:
- Assign resources to projects
- Document allocation percentages
- Define handoff points
- Create monitoring plan
Allocation Template:
| Resource | Project | Allocation % | Start | End | Notes |
|---|---|---|---|---|---|
| [Name] | [Project] | [%] | [Date] | [Date] | [Notes] |
Utilization Target: 70-85% (leaves buffer for issues)
Output: docs/pmo/{date}/allocation-plan.md
Anti-Rationalization Table
See shared-patterns/anti-rationalization.md for universal anti-rationalizations.
Resource-Specific Anti-Rationalizations
| Rationalization | Why It's WRONG | Required Action |
|---|---|---|
| "Team said they can handle it" | Optimism bias is real. Validate with data. | Verify against utilization data |
| "We'll figure it out as we go" | Resource chaos causes project failure. Plan upfront. | Complete allocation plan |
| "100% utilization is optimal" | 100% = no buffer for issues, burnout. 70-85% is optimal. | Plan for sustainable utilization |
| "Sharing resources is fine" | Context switching costs 20-40% productivity. Account for it. | Include switching cost in allocation |
Pressure Resistance
See shared-patterns/pressure-resistance.md for universal pressure scenarios.
Resource-Specific Pressures
| Pressure Type | Request | Agent Response |
|---|---|---|
| "Just assign everyone to both projects" | "100% allocation to multiple projects is impossible. Creating realistic allocation plan." | |
| "We don't have time to document skills" | "Skills documentation prevents misallocation. Completing skills inventory." | |
| "The team lead said resources are available" | "Trust and verify. Confirming with actual utilization data before committing." |
Blocker Criteria - STOP and Report
ALWAYS pause and report blocker for:
| Situation | Required Action |
|---|---|
| Demand exceeds capacity by >20% | STOP. Report gap. Wait for prioritization or hiring decision. |
| Critical skill unavailable | STOP. Report skill gap. Wait for training/hiring decision. |
| Key person single point of failure | STOP. Report risk. Wait for mitigation decision. |
| Conflicting executive commitments | STOP. Escalate conflict. Wait for resolution. |
Cannot Be Overridden
The following requirements are NON-NEGOTIABLE:
| Requirement | Cannot Override Because |
|---|---|
| Utilization limits (≤95%) | >95% sustained causes burnout and quality issues |
| Conflict documentation | Unresolved conflicts cause project failures |
| Skills verification | Assumed skills lead to delivery problems |
| Availability confirmation | Committed resources must be verified before allocation |
| Context switching accounting | Multi-project allocation must account for overhead |
If user insists on violating these:
- Escalate to orchestrator
- Do NOT proceed with unrealistic allocation
- Document the request and your refusal
Severity Calibration
When reporting resource issues:
| Severity | Criteria | Examples |
|---|---|---|
| CRITICAL | Delivery at risk, burnout imminent | >110% sustained utilization, critical skill gap, key person leaving |
| HIGH | Significant risk if not addressed | >100% temporary utilization, conflict between priority projects |
| MEDIUM | Optimization opportunity | Suboptimal allocation, minor skill gaps, unbalanced teams |
| LOW | Minor improvements possible | Process refinements, training opportunities |
Report ALL severities. Escalate CRITICAL immediately. Address HIGH this week.
Output Format
Resource Allocation Summary
# Resource Allocation Summary - [Date]
## Capacity Overview
| Metric | Value | Status |
|--------|-------|--------|
| Total FTE Available | X | - |
| Total FTE Demanded | X | - |
| Utilization Rate | X% | Green/Yellow/Red |
| Open Positions | N | - |
## Allocation by Project
| Project | FTE Allocated | Utilization | Status |
|---------|--------------|-------------|--------|
| [Project] | X | X% | Green/Yellow/Red |
## Gaps Identified
| Gap Type | Description | Impact | Resolution |
|----------|-------------|--------|------------|
| [Type] | [Description] | [Impact] | [Proposed] |
## Conflicts
| Conflict | Projects | Resource | Proposed Resolution |
|----------|----------|----------|---------------------|
| [ID] | [Projects] | [Resource] | [Resolution] |
## Recommendations
1. [Recommendation with rationale]
2. [Recommendation with rationale]
## Decisions Required
1. [Decision needed with options]
Execution Report
Base metrics per shared-patterns/execution-report.md:
| Metric | Value |
|---|---|
| Analysis Date | YYYY-MM-DD |
| Scope | [Portfolio/Projects] |
| Duration | Xh Ym |
| Result | COMPLETE/PARTIAL/BLOCKED |
Resource-Specific Details
| Metric | Value |
|---|---|
| roles_analyzed | N |
| allocation_conflicts | N |
| utilization_average | X% |
| gap_count | N |
When Resource Allocation Is Not Needed
| Condition | Verification |
|---|---|
| Recent allocation exists (<14 days) | Reference existing allocation plan |
| No new projects started | Verify no new resource demands |
| No resource changes | Confirm no departures, hires, or availability changes |
| Utilization within targets (70-85%) | Verify no over/under allocation |
MUST: Full resource allocation REQUIRED for the following conditions:
| Condition | Why Required |
|---|---|
| New project starting | Resource demand must be planned |
| Resource conflict identified | Resolution needed before escalation |
| Team member departure/arrival | Reallocation required |
| Utilization outside targets | Optimization or intervention needed |
| Quarterly planning cycle | Regular capacity review required |
MUST: When in doubt, refresh the allocation plan. Stale resource data causes delivery failures.
Converted and distributed by TomeVault — claim your Tome and manage your conversions.