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Project Capacity Management Checklist


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Project Capacity Management Checklist Managing a project’s capacity means ensuring that both usage and loading of available project resources are optimized and aligned with expected performance levels. The following Project Capacity Management Checklist explains how to undertake this activity. It focuses on such aspects as Establishing Capacity Requirements, Analyzing Current Capacity, and Forecasting Future Capacity.

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  1. Establish Capacity Requirements.
    • Understand what kind and amount of work will be performed by your project
    • Quantify requirements and specifications that relate to project work
    • Define performance level that is required to support associated business needs
    • Make stakeholders aware of an impact the project may have on their organization
    • Hold a meeting with stakeholders to agree upon unit of measure for assessing conformance and adherence to required performance level
    • Associate unit of measure with measurable quantity of project work in order to assess resource availability
    • Test your project against defined business requirements and make necessary adjustments and corrections
    • Agree upon minimum level of capacity (outputs and services) the project should provide 
  2. Analyze Current Capacity.
    • Determine how closely current performance of your project meets required performance level
    • Understand current capabilities of the project to assume what additional capacity may be required
    • Review performance of teams to identify whether they remain effective and are capable of accomplishing their tasks and activities
    • Check consumption of project resources that are necessary to support business requirements
    • Be sure that resource consumption remains sufficient at any given point in the project lifetime
    • Understand and evaluate all available (idle) resources and then allocate them to project activities that have lower performance
    • Track and analyze project progress to determine where capacity adjustments need to be made to support activities as defined by the project plan
    • Implement change control to ensure sufficient capacity is met 
  3. Forecast Future Capacity.
    • Evaluate expected workloads (capacity) for a particular period of time
    • Understand how changes in expected capacity affect project activities
    • Identify requirements that should be followed to maintain future performance of your project at a level that satisfies stakeholder needs
    • Plan for future resource usage by developing resource estimates
    • Create a project capacity plan that describes 1) current configuration of resources, 2) required future configuration, 3) steps necessary to make any critical configuration changes
    • Identify key capacity areas that require monitoring and control in order to sustain an expected growth rate of the project
    • Define capacity thresholds that represent maximum and minimum levels of resource usage
    • Develop a risk treatment plan that explains how to mitigate the risk of ...

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