My company is looking for assistance in developing annual capacity reporting. I am not looking for resource management/workload widget but a full annual capacity plan based on assignments in Monday.com.
We have a master project board with all open projects and assignments are at a subitem level. We would like to connect those assigned subitems to our employee directory board for each assignee and mirror the subitem timeline, workdays, etc. for each task and then be able to determine someone’s average open capacity for the year. We can use the workload widget for task/daily/weekly management but would like to be able to view the directory and view/address things like “we have 4 engineers but based on open projects, we’ll need 5 to complete the work and will need to hire a 5th engineer before Q4, etc.”
Issues I am having:
Assignments are at a subitem level so the automation and formulas are limited - i.e. I can’t use the “create item in board and connect by this logic” automation
Our timelines for some projects are very long - so I am looking for capacity for 2024 but there are timelines that started in 2023 or extend to 2025 and there doesn’t seem to be a way to filter out a “partial timeline” i.e. task is set to start on Jan 1st and end on June 1st - but our Fiscal year starts April 1st - so I only need the time/effort from 4/1-6/1 but there is no way to omit the time from 1/1/-3/31.
I thought I could create a formula to omit a % of work days based on the # of days prior/after year start/end but no matter how I format it, it doesn’t seem to work.
Hi @Sara413. This is certainly something we can review and assist you with. Connectivity with subitems, as you have experienced, can be tricky, so I suspect some work with make.com could certainly help streamline these processes (and maybe some others while we’re at it).
A little about us, we are a certified monday.com implementation partner and have been helping customers in a variety of industries get up and running and also optimize their current solutions. Everything we do is monday! We are also certified in external integration programs such as make.com to get the most out of your monday solution but also integrate seamlessly with all your other apps. Each of our Llamas are skilled in Development, Analysis, Project Management and Training.
We like to start with a complementary discovery session to go through your requirements, you can book your preferred time here: Book A Discovery Session - Green Llamas Consulting. If you can’t find a time that works for you feel free to let me know and I will do my very best to accommodate you personally. You can also DM me here or shoot a message to info@greenllamas.com.
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Mark
I understand you’re looking to develop a comprehensive annual capacity plan using Monday.com. Here’s how we can streamline this process:
We’ll create a custom solution that bridges your master project board with the employee directory board, aligning subitem timelines and workdays to reflect each assignee’s workload accurately. By setting up detailed automation and leveraging Monday.com’s API, we can filter out the non-relevant timelines, ensuring you get a precise snapshot of your workforce capacity for 2024. This approach will allow us to handle the complexity of long-term projects and ensure all data points are correctly accounted for, leading to an accurate evaluation of your team’s current and future needs.
Additionally, we can incorporate custom formulas and automation scripts to calculate the average open capacity, taking into account the fiscal year’s specific periods. This setup will let you visualize gaps in your workforce and identify the need for new hires, such as the need for a fifth engineer by Q4, all within the Monday.com environment. We’ll also make sure to utilize the workload widget effectively for day-to-day management while enhancing your reporting capabilities for strategic planning.
My team here at CarbonWeb would love to take a look at this request and provide a free scope/estimate to help. Do you have time today/next week to meet briefly so we can chat more?
To develop your annual capacity reporting, we’ll create a comprehensive integration between your Monday.com boards. We’ll connect your master project board’s subitems to your employee directory board, ensuring that subitem timelines and workdays are mirrored for each task. This will allow us to calculate the average open capacity for each assignee throughout the year. We can also implement custom formulas and filters to handle partial timelines effectively, ensuring we consider only the relevant portions of each task’s duration that fall within your fiscal year.
To address the limitations with automation and long timelines, we’ll develop a tailored solution using advanced formulas and integrations. We’ll automate the calculation of work days specific to your fiscal year by excluding irrelevant dates. Additionally, we’ll create a system to flag capacity gaps, such as identifying the need for an additional engineer before Q4 based on current project loads. This approach will provide a clear view of resource requirements and assist in strategic hiring decisions.