Capacity Planning
Overview
Strategic capacity planning for construction organizations. Forecast resource requirements based on project pipeline, identify capacity constraints, optimize staffing levels, and support go/no-go decisions on new project pursuits.
Capacity Planning Framework
┌─────────────────────────────────────────────────────────────────┐ │ CAPACITY PLANNING │ ├─────────────────────────────────────────────────────────────────┤ │ │ │ DEMAND FORECAST CAPACITY ANALYSIS DECISIONS │ │ ─────────────── ───────────────── ───────── │ │ │ │ Current Projects → Available: Pursue new │ │ • Project A (Active) 👷 PM: 5 project? │ │ • Project B (Active) 👷 Supers: 12 ──────── │ │ • Project C (Starting) 📐 Engineers: 8 ✅ Capacity │ │ ⚠️ Stretch │ │ Pipeline: → Required: ❌ Decline │ │ • Bid D (60% win) 👷 PM: 7 │ │ • Bid E (40% win) 👷 Supers: 15 │ │ • Opportunity F 📐 Engineers: 10 │ │ │ │ GAP ANALYSIS: ACTIONS: │ │ • PM: -2 (deficit) • Hire 2 PMs │ │ • Supers: -3 (deficit) • Promote from within │ │ • Engineers: -2 (deficit) • Partner with firm │ │ │ └─────────────────────────────────────────────────────────────────┘
Technical Implementation
from dataclasses import dataclass, field from typing import List, Dict, Optional, Tuple from datetime import datetime, timedelta from enum import Enum import statistics
class ResourceRole(Enum): PROJECT_MANAGER = "project_manager" SUPERINTENDENT = "superintendent" PROJECT_ENGINEER = "project_engineer" ESTIMATOR = "estimator" SCHEDULER = "scheduler" SAFETY_MANAGER = "safety_manager" QC_MANAGER = "qc_manager" ADMIN = "admin"
class ProjectPhase(Enum): PURSUIT = "pursuit" PRECONSTRUCTION = "preconstruction" CONSTRUCTION = "construction" CLOSEOUT = "closeout"
class OpportunityStatus(Enum): IDENTIFIED = "identified" PURSUING = "pursuing" BID_SUBMITTED = "bid_submitted" NEGOTIATING = "negotiating" WON = "won" LOST = "lost"
@dataclass class StaffMember: id: str name: str role: ResourceRole capacity: float = 1.0 # FTE current_assignment: str = "" availability_date: datetime = None skills: List[str] = field(default_factory=list) max_project_value: float = 0 # Max project size they can handle
@dataclass class ProjectDemand: project_id: str project_name: str value: float phase: ProjectPhase start_date: datetime end_date: datetime probability: float = 1.0 # 1.0 for active, <1 for pipeline resource_needs: Dict[ResourceRole, float] = field(default_factory=dict)
@dataclass class CapacityGap: role: ResourceRole period_start: datetime period_end: datetime demand: float capacity: float gap: float severity: str
@dataclass class CapacityForecast: forecast_date: datetime horizon_months: int total_demand_fte: float total_capacity_fte: float utilization_pct: float gaps: List[CapacityGap] recommendations: List[str]
class CapacityPlanner: """Plan organizational capacity for construction projects."""
# Typical staffing ratios by project value
STAFFING_RATIOS = {
ResourceRole.PROJECT_MANAGER: 20000000, # 1 PM per $20M
ResourceRole.SUPERINTENDENT: 10000000, # 1 Super per $10M
ResourceRole.PROJECT_ENGINEER: 15000000, # 1 PE per $15M
ResourceRole.ESTIMATOR: 50000000, # 1 Estimator per $50M (pursuit)
ResourceRole.SCHEDULER: 30000000, # 1 Scheduler per $30M
ResourceRole.SAFETY_MANAGER: 25000000, # 1 Safety per $25M
}
# Phase factors (multiply by role ratio)
PHASE_FACTORS = {
ProjectPhase.PURSUIT: {"estimator": 1.5, "pm": 0.3},
ProjectPhase.PRECONSTRUCTION: {"pm": 0.7, "pe": 0.5, "scheduler": 0.5},
ProjectPhase.CONSTRUCTION: {"pm": 1.0, "super": 1.0, "pe": 1.0, "safety": 1.0},
ProjectPhase.CLOSEOUT: {"pm": 0.5, "pe": 0.3, "admin": 1.0}
}
def __init__(self, organization_name: str):
self.organization_name = organization_name
self.staff: Dict[str, StaffMember] = {}
self.projects: Dict[str, ProjectDemand] = {}
self.pipeline: Dict[str, ProjectDemand] = {}
def add_staff(self, id: str, name: str, role: ResourceRole,
capacity: float = 1.0, current_assignment: str = "",
availability_date: datetime = None,
max_project_value: float = 0) -> StaffMember:
"""Add staff member to capacity pool."""
member = StaffMember(
id=id,
name=name,
role=role,
capacity=capacity,
current_assignment=current_assignment,
availability_date=availability_date or datetime.now(),
max_project_value=max_project_value
)
self.staff[id] = member
return member
def add_active_project(self, id: str, name: str, value: float,
phase: ProjectPhase, start_date: datetime,
end_date: datetime) -> ProjectDemand:
"""Add active project to demand forecast."""
# Calculate resource needs based on value and phase
needs = self._calculate_resource_needs(value, phase)
project = ProjectDemand(
project_id=id,
project_name=name,
value=value,
phase=phase,
start_date=start_date,
end_date=end_date,
probability=1.0,
resource_needs=needs
)
self.projects[id] = project
return project
def add_pipeline_opportunity(self, id: str, name: str, value: float,
win_probability: float,
expected_start: datetime,
duration_months: int) -> ProjectDemand:
"""Add pipeline opportunity to demand forecast."""
needs = self._calculate_resource_needs(value, ProjectPhase.CONSTRUCTION)
opportunity = ProjectDemand(
project_id=id,
project_name=name,
value=value,
phase=ProjectPhase.PURSUIT,
start_date=expected_start,
end_date=expected_start + timedelta(days=duration_months * 30),
probability=win_probability,
resource_needs=needs
)
self.pipeline[id] = opportunity
return opportunity
def _calculate_resource_needs(self, value: float,
phase: ProjectPhase) -> Dict[ResourceRole, float]:
"""Calculate resource needs based on project value and phase."""
needs = {}
for role, ratio in self.STAFFING_RATIOS.items():
base_need = value / ratio
# Apply phase factor
phase_key = role.value.split('_')[0][:3]
factor = 1.0
if phase in self.PHASE_FACTORS:
factor = self.PHASE_FACTORS[phase].get(phase_key, 1.0)
needs[role] = base_need * factor
return needs
def get_current_capacity(self) -> Dict[ResourceRole, float]:
"""Get current capacity by role."""
capacity = {role: 0.0 for role in ResourceRole}
for member in self.staff.values():
if member.availability_date <= datetime.now():
capacity[member.role] += member.capacity
return capacity
def get_capacity_at_date(self, target_date: datetime) -> Dict[ResourceRole, float]:
"""Get projected capacity at future date."""
capacity = {role: 0.0 for role in ResourceRole}
for member in self.staff.values():
if member.availability_date <= target_date:
capacity[member.role] += member.capacity
return capacity
def calculate_demand(self, target_date: datetime,
include_pipeline: bool = True,
pipeline_threshold: float = 0.0) -> Dict[ResourceRole, float]:
"""Calculate resource demand at date."""
demand = {role: 0.0 for role in ResourceRole}
# Active projects
for project in self.projects.values():
if project.start_date <= target_date <= project.end_date:
for role, need in project.resource_needs.items():
demand[role] += need * project.probability
# Pipeline (weighted by probability)
if include_pipeline:
for opp in self.pipeline.values():
if opp.probability >= pipeline_threshold:
if opp.start_date <= target_date <= opp.end_date:
for role, need in opp.resource_needs.items():
demand[role] += need * opp.probability
return demand
def identify_gaps(self, horizon_months: int = 12) -> List[CapacityGap]:
"""Identify capacity gaps over forecast horizon."""
gaps = []
for month in range(horizon_months):
period_start = datetime.now() + timedelta(days=month * 30)
period_end = period_start + timedelta(days=30)
capacity = self.get_capacity_at_date(period_start)
demand = self.calculate_demand(period_start, include_pipeline=True)
for role in ResourceRole:
cap = capacity.get(role, 0)
dem = demand.get(role, 0)
gap = cap - dem
if gap < 0:
severity = "critical" if gap < -1 else "warning"
gaps.append(CapacityGap(
role=role,
period_start=period_start,
period_end=period_end,
demand=dem,
capacity=cap,
gap=gap,
severity=severity
))
return gaps
def can_pursue_project(self, value: float, start_date: datetime,
duration_months: int) -> Dict:
"""Evaluate if organization can pursue new project."""
# Calculate needs for potential project
needs = self._calculate_resource_needs(value, ProjectPhase.CONSTRUCTION)
end_date = start_date + timedelta(days=duration_months * 30)
# Check capacity over project duration
can_staff = True
bottlenecks = []
current_date = start_date
while current_date <= end_date:
capacity = self.get_capacity_at_date(current_date)
demand = self.calculate_demand(current_date)
for role, need in needs.items():
available = capacity.get(role, 0) - demand.get(role, 0)
if need > available:
can_staff = False
bottlenecks.append({
"date": current_date,
"role": role.value,
"needed": need,
"available": available,
"gap": need - available
})
current_date += timedelta(days=30)
# Determine recommendation
if can_staff:
recommendation = "GO - Sufficient capacity"
elif len(bottlenecks) <= 2:
recommendation = "CONDITIONAL - Minor gaps, consider hiring"
else:
recommendation = "CAUTION - Significant capacity constraints"
return {
"can_staff": can_staff,
"recommendation": recommendation,
"resource_needs": {r.value: v for r, v in needs.items()},
"bottlenecks": bottlenecks[:10],
"actions_required": self._suggest_hiring(bottlenecks)
}
def _suggest_hiring(self, bottlenecks: List[Dict]) -> List[str]:
"""Suggest hiring actions based on gaps."""
if not bottlenecks:
return []
# Aggregate gaps by role
role_gaps = {}
for b in bottlenecks:
role = b['role']
if role not in role_gaps:
role_gaps[role] = 0
role_gaps[role] = max(role_gaps[role], b['gap'])
actions = []
for role, gap in sorted(role_gaps.items(), key=lambda x: -x[1]):
hires = int(gap) + 1
actions.append(f"Hire {hires} {role}(s) - Gap: {gap:.1f} FTE")
return actions
def generate_forecast(self, horizon_months: int = 12) -> CapacityForecast:
"""Generate capacity forecast."""
gaps = self.identify_gaps(horizon_months)
# Calculate totals
capacity = self.get_current_capacity()
demand = self.calculate_demand(datetime.now())
total_capacity = sum(capacity.values())
total_demand = sum(demand.values())
utilization = (total_demand / total_capacity * 100) if total_capacity > 0 else 0
# Generate recommendations
recommendations = []
if utilization > 90:
recommendations.append("High utilization - consider hiring")
elif utilization < 60:
recommendations.append("Low utilization - review project pipeline")
# Role-specific recommendations
critical_gaps = [g for g in gaps if g.severity == "critical"]
gap_roles = set(g.role.value for g in critical_gaps)
for role in gap_roles:
recommendations.append(f"Critical gap in {role} - immediate action needed")
return CapacityForecast(
forecast_date=datetime.now(),
horizon_months=horizon_months,
total_demand_fte=total_demand,
total_capacity_fte=total_capacity,
utilization_pct=utilization,
gaps=gaps,
recommendations=recommendations
)
def generate_report(self) -> str:
"""Generate capacity planning report."""
forecast = self.generate_forecast()
lines = [
"# Capacity Planning Report",
"",
f"**Organization:** {self.organization_name}",
f"**Report Date:** {forecast.forecast_date.strftime('%Y-%m-%d')}",
"",
"## Executive Summary",
"",
f"| Metric | Value |",
f"|--------|-------|",
f"| Active Projects | {len(self.projects)} |",
f"| Pipeline Opportunities | {len(self.pipeline)} |",
f"| Total Staff | {len(self.staff)} |",
f"| Current Capacity (FTE) | {forecast.total_capacity_fte:.1f} |",
f"| Current Demand (FTE) | {forecast.total_demand_fte:.1f} |",
f"| Utilization | {forecast.utilization_pct:.0f}% |",
"",
"## Capacity by Role",
"",
"| Role | Capacity | Demand | Gap |",
"|------|----------|--------|-----|"
]
capacity = self.get_current_capacity()
demand = self.calculate_demand(datetime.now())
for role in ResourceRole:
cap = capacity.get(role, 0)
dem = demand.get(role, 0)
gap = cap - dem
gap_icon = "✅" if gap >= 0 else "⚠️" if gap > -1 else "🔴"
lines.append(
f"| {role.value} | {cap:.1f} | {dem:.1f} | {gap:+.1f} {gap_icon} |"
)
# Active projects
lines.extend([
"",
"## Active Projects",
"",
"| Project | Value | Phase | End Date |",
"|---------|-------|-------|----------|"
])
for p in sorted(self.projects.values(), key=lambda x: x.value, reverse=True):
lines.append(
f"| {p.project_name} | ${p.value:,.0f} | {p.phase.value} | "
f"{p.end_date.strftime('%Y-%m-%d')} |"
)
# Pipeline
if self.pipeline:
lines.extend([
"",
"## Pipeline",
"",
"| Opportunity | Value | Probability | Expected Start |",
"|-------------|-------|-------------|----------------|"
])
for p in sorted(self.pipeline.values(), key=lambda x: -x.probability):
lines.append(
f"| {p.project_name} | ${p.value:,.0f} | {p.probability:.0%} | "
f"{p.start_date.strftime('%Y-%m-%d')} |"
)
# Gaps
critical_gaps = [g for g in forecast.gaps if g.severity == "critical"]
if critical_gaps:
lines.extend([
"",
f"## Critical Capacity Gaps ({len(critical_gaps)})",
"",
"| Role | Period | Gap |",
"|------|--------|-----|"
])
for gap in critical_gaps[:10]:
lines.append(
f"| {gap.role.value} | {gap.period_start.strftime('%Y-%m')} | "
f"{gap.gap:.1f} FTE |"
)
# Recommendations
if forecast.recommendations:
lines.extend([
"",
"## Recommendations",
""
])
for rec in forecast.recommendations:
lines.append(f"- {rec}")
return "\n".join(lines)
Quick Start
from datetime import datetime, timedelta
Initialize planner
planner = CapacityPlanner("ABC Construction")
Add staff
planner.add_staff("PM-001", "John Smith", ResourceRole.PROJECT_MANAGER) planner.add_staff("PM-002", "Jane Doe", ResourceRole.PROJECT_MANAGER) planner.add_staff("SUP-001", "Mike Johnson", ResourceRole.SUPERINTENDENT) planner.add_staff("SUP-002", "Bob Williams", ResourceRole.SUPERINTENDENT) planner.add_staff("SUP-003", "Tom Brown", ResourceRole.SUPERINTENDENT) planner.add_staff("PE-001", "Sarah Davis", ResourceRole.PROJECT_ENGINEER) planner.add_staff("PE-002", "Chris Wilson", ResourceRole.PROJECT_ENGINEER)
Add active projects
planner.add_active_project( "PRJ-001", "Downtown Tower", value=25000000, phase=ProjectPhase.CONSTRUCTION, start_date=datetime(2024, 6, 1), end_date=datetime(2025, 12, 31) )
planner.add_active_project( "PRJ-002", "Hospital Wing", value=40000000, phase=ProjectPhase.CONSTRUCTION, start_date=datetime(2024, 9, 1), end_date=datetime(2026, 6, 30) )
Add pipeline opportunities
planner.add_pipeline_opportunity( "OPP-001", "Office Complex", value=30000000, win_probability=0.6, expected_start=datetime(2025, 3, 1), duration_months=18 )
Check if can pursue new project
evaluation = planner.can_pursue_project( value=20000000, start_date=datetime(2025, 6, 1), duration_months=12 ) print(f"Recommendation: {evaluation['recommendation']}") for action in evaluation['actions_required']: print(f" - {action}")
Generate forecast
forecast = planner.generate_forecast() print(f"Utilization: {forecast.utilization_pct:.0f}%") print(f"Critical gaps: {len([g for g in forecast.gaps if g.severity == 'critical'])}")
Generate report
print(planner.generate_report())
Requirements
pip install (no external dependencies)