BHP Staffing — Cloud

How to read the capacity grid

Each cell shows how much of that person's project-available hours are booked in that month.

• 🟢 Under 80% — comfortable, still has bandwidth
• 🟡 80–100% — fully booked
• 🔴 Over 100% — overbooked on paper

Capacity Model Formula (plain version)

For each person, each month, the tool adds up project hours assigned to them and compares to their monthly capacity:

1. For every task active this month: take the task's total hour budget (from its LOE), multiply by this person's staff %, and divide by the number of calendar months the task spans. That's their monthly hours on that task.
2. Apply a status multiplier: 📋 Planning tasks count at 25%, ⏸ Paused tasks at 15%, everything else at 100%.
3. Sum hours across all active tasks.
4. Compare to their monthly capacity: 160 hrs × Project Available %. A person at 80% available = 128 project hrs/month.

Skipped from the math: tasks at 100% done, status 🏁 Completed, tasks with no LOE set (no hour budget), and tasks missing a start or end date. Tasks at status ⏳ Not Started do count — this lets future-planned work show up in the grid between its start and end dates so you can plan upcoming load.

What staff % means now: "this person's share of the task's total hours" — NOT a weekly commitment. Staff % does not need to sum to 100 across a task; the rest is other departments, vendors, etc.

Note on % Done: tracking/reporting field only — it does not reduce load. The only thing it does in the math is trigger the 100%-complete skip.

Legend & Definitions

Level of Effort (LOE) — now drives the math

Each LOE maps to a total hour budget for the IT team's contribution to the task. Staff % is a share of this budget.

• XS = 4 hrs — half day · quick config change, one meeting, small fix
• S = 8 hrs — one day of real work
• M = 40 hrs — one week full-time, or a few weeks part-time
• L = 120 hrs — ~3 weeks FT, spread over 1–3 months
• XL = 320 hrs — ~8 weeks FT, over 3–6 months
• XXL = 640 hrs — ~16 weeks FT, 6+ months / major initiative

These are IT-team contribution sizes, not whole-project sizes. A Yardi implementation might be 2000+ project hours total but ~640 of IT's time → XXL.

Priority Levels (1/3/9 system)

Three buckets, spaced exponentially to discourage treating everything as priority 2.

• 1 · Must Do — critical, do first
• 3 · Messy Middle — important but not on fire
• 9 · Nice to Have — would be nice if there's time

Status Tags

• ✅ On Track — going as planned · counts at 100%
• ⚠ Delayed — behind schedule but still moving · counts at 100%
• 🔴 At Risk — serious problems, may not finish on time · counts at 100%
• 📋 Planning — in requirements/design phase · counts at 25% (mostly meetings)
• ⏳ Not Started — approved but hasn't begun · counts at 100% so future-planned work appears in the grid between its start and end dates
• ⏸ Paused — on hold · counts at 15% (vendor calls, check-ins, keeping-it-alive)
• 🏁 Completed — done · skipped and hidden by default. Flip "Show completed" to bring it back.

On-Track Status

A quick yes/no/TBD on whether the task is tracking to its end date. Think of it as a tiny stoplight, independent of the Status tag.

• Yes — on schedule
• No — slipping
• TBD — not sure yet

Oversight Column

Which team lead provides oversight and approval for the task:

• Tad — Director of IT
• Sean — Lead Network & Systems Admin
• Patrick — Lead Software Applications