Portfolio Capacity Calculator
Calculate Portfolio Capacity step by step: Balance = capacity − (sum of project demand + business-as-usual demand).
In short
Formula: Balance = capacity − (sum of project demand + business-as-usual demand). Load = demand ÷ capacity.
What this calculator does
Calculate Portfolio Capacity step by step: Balance = capacity − (sum of project demand + business-as-usual demand). Worked example, questions and limitations included.
Use it to turn Available capacity, Demand — project 1, Demand — project 2, Demand — project 3, and the other shown inputs into a checked result you can compare, copy, or rerun with different assumptions.
The page shows the formula, a numeric worked example, and the assumptions that affect this pmo calculation.
Inputs and what they mean
- Available capacity
- — number value.
- Demand — project 1
- — number value.
- Demand — project 2
- — number value.
- Demand — project 3
- — number value.
- Demand — project 4
- — number value.
- Business-as-usual demand
- — number value.
How to use it
- Enter each value in the unit shown next to the box (use the unit converter first if your numbers are in other units).
- Check the breakdown to see every intermediate step.
- Read the limitations before relying on the result.
Formula
Capacity-versus-demand balancing from portfolio resource management practice (PMI Standard for Portfolio Management).
Run it per skill group; total hours can balance while one skill is overloaded.
Business-as-usual work is included because it competes for the same people.
Balance = capacity − (sum of project demand + business-as-usual demand). Load = demand ÷ capacity.
Inputs used: Available capacity, Demand — project 1, Demand — project 2, Demand — project 3, Demand — project 4, Business-as-usual demand.
Worked example
Quarterly view
- Demand = 4,300 h.
- Balance = −300 h; load 107.5%.
Reading the result
The headline figure is the main answer. Any breakdown underneath shows the parts that make it up, so you can check the working and see what changes when you adjust an input.
Limitations and assumptions
- Hours are treated as interchangeable.
- One period at a time.
- Four project lines plus BAU.
- Results are planning estimates built only from the figures you enter. They are not a guarantee of cost, schedule or delivery, and they do not replace your organisation's own project controls.
- The result depends on the values you enter for this portfolio capacity calculator; it does not supply missing rates, rules, prices, dates, or assumptions for you.
Common questions
What load is healthy?
Planning to 100% leaves no room for surprises; many PMOs aim lower, but the right level is your organisation's choice. Check the formula, example, and limitations on this page before using the result for a real pmo decision.
Where does capacity come from?
Use the resource capacity calculator for each team. Check the formula, example, and limitations on this page before using the result for a real pmo decision.
What if we are over 100%?
Prioritise: the project prioritization calculator can help decide what to defer. Check the formula, example, and limitations on this page before using the result for a real pmo decision.
How do I use the Portfolio Capacity Calculator?
Enter the required values for Available capacity, Demand — project 1, Demand — project 2, Demand — project 3, Demand — project 4, and the other fields shown. The calculator applies the formula on this page and shows the main result with any supporting breakdown so you can check the arithmetic.
What formula does the Portfolio Capacity Calculator use?
Balance = capacity − (sum of project demand + business-as-usual demand). Load = demand ÷ capacity. The visible formula section above lists the calculation path and the edge cases the page handles, so the result can be checked without relying on the form alone.
Can the Portfolio Capacity Calculator be used for exact decisions?
Use it as a calculation aid, not as a substitute for checking the underlying rule, contract, policy, or professional advice that applies to your situation. When a result depends on local rules, personal details, prices, or dates, enter those values yourself and confirm them before acting.
Related tools
Calculate Portfolio Cost step by step: Portfolio cost = sum of project costs + shared portfolio costs.
Calculate Project ROI step by step: ROI = (benefits − ongoing costs − investment) ÷ investment.
Calculate Project Prioritization step by step: Weighted score = Σ (weight × score) with weights summing to 100%.
Calculate Project Budget Variance step by step: Budget variance = budget − actual (or forecast).