Resource Planning

Goal

Analyze account load against team capacity to produce a prioritized resource plan identifying coverage gaps, at-risk accounts, and concrete reallocation recommendations.

Trigger

Invoke when preparing for a planning cycle, after headcount changes, or when team utilization signals imbalance across accounts.

Steps

1. 1

   Ingest the raw capacity and account load data below and parse it into two structured lists: (1) each team member with their current account assignments and estimated weekly hours committed, and (2) each account with its tier, complexity, and required coverage hours. $capacity_and_load_data

   • □Every team member has a total committed hours figure
   • □Every account has a required coverage hours figure
   • □Account tier or priority level is captured

   Analyze the resource data below:
   
   $capacity_and_load_data

2. 2

   Calculate utilization for each team member as a percentage of their available weekly capacity. Flag anyone below 70% (underutilized) or above 90% (overloaded). Summarize the team's aggregate utilization rate.

   • □Each person has a utilization percentage
   • □Overloaded and underutilized individuals are clearly flagged
   • □Aggregate team utilization is stated
3. 3

   Identify at-risk coverage gaps: accounts whose required hours exceed what their assigned owner can realistically deliver, accounts with no backup owner, and high-tier accounts held by overloaded team members. Rank gaps by business risk (account tier × coverage shortfall).

   • □Each gap is linked to a specific account and owner
   • □Gaps are ranked by risk level
   • □High-tier accounts with no backup are highlighted
4. 4

   Generate a reallocation recommendation table. For each at-risk gap, propose a specific move: which account or task to shift, from whom, to whom, and the estimated hours relieved. Prioritize moves that resolve the highest-risk gaps with the least disruption.

   • □Every recommended move names a specific giver and receiver
   • □Hours relieved per move are estimated
   • □Moves are ordered by impact
5. 5

   Produce an executive summary (5–7 bullet points) covering: current team utilization state, number and severity of coverage gaps, top three reallocation actions, and any accounts that remain at risk even after reallocation due to structural capacity shortfall.

   • □Summary is self-contained and readable without the detail sections
   • □Structural shortfalls (headcount needs) are explicitly called out
   • □Top three actions are actionable and specific

Output format

Return four clearly labeled sections: (1) Utilization Breakdown — a table of each team member, committed hours, available hours, and utilization %; (2) At-Risk Gap Register — ranked list of coverage gaps with risk level; (3) Reallocation Recommendation Table — proposed moves with giver, receiver, account, and hours; (4) Executive Summary — 5–7 bullets on overall state and top actions.