The Best Resource Planning Template (Cloud & Excel)
Everything You Need for Waterfall or Agile Resource Planning and Tracking
This guide provides you with everything you need to know about cloud-based and Excel resource planning templates for single or multiple projects. It also includes access to a free template that you can use for your various projects.
Project managers must keep track of several items when seeing a project through from start to finish. This includes deliverables, tasks, milestones, and project resources.
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A resource allocation Excel template makes it easier to keep track of the various resources a project team needs to accomplish the project requirements by the designated timeline.
For example, on your project resource planning template Excel spreadsheet, you might want to include the additional labor you’ll need to complete a large announcement mailing on time.
Get a resource planning Excel template free in OCM Solution’s Project Management Toolkit.
Free Resource Planning Template for Multiple Projects
Free to Use – No Credit Card Needed
OCM Solution has one of the best project management applications that you can use for free! It also has the flexibility of being used to export a resource tracker Excel sheet and can be used across multiple projects and users.
We’ll provide details below on our cloud and Excel project resource allocation template, answer frequently asked questions, and provide step-by-step customization instructions.
Project resources are basically anything you would need that you don’t already have in order to complete your project tasks. They’re often included in budgeting requests for a project, and thus need to be identified at the beginning of a project.
If you don’t have a team resource planning template Excel free download or cloud software, then you can have major issues with a lack of resources or a wasted budget on unnecessary resource items.
Have you been looking for a great project management tool that can also be used as a resource planning Excel template for multiple projects?
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Table of Contents
Keep on scrolling down this page to read each section or click any link below to go directly to that section.
1. What is a Resource Allocation Matrix Template?
2. Why Is It Important to Track Resource Allocation Across Projects?
3. How Do You Create a Resource Plan Using an Excel Resource Planner Template?
4. What are the Key Fields in the OCM Solution Project Resource Planning Template?
5. Step-by-Step: Adding Resource Name & Cost Columns to the OCM Solution Free Project Management Toolkit
6. How Do I Get a Team Resource Planning Template Excel Free Download?
7. Project Management Resource Planning Template Reports & Analytics
8. How to Further Customize Your Free Resource Planning Template for Multiple Projects
9. What Makes a Good Team Resource Planning Template Excel (or Cloud App)?
10. Get OCM Solution Free Project Management Software, including Free Excel Resource Planner Template
11. OCM Solution Resource Planning Excel Template for Multiple Projects FAQs
Do you have any questions about the OCM Solution resource task tracking sheet guide? Please, reach out and let us know.
What is a Resource Allocation Matrix Template?
A project resource schedule template (also known as a resource allocation matrix template) provides an overview of the resources needed for a project and when those resources are needed.
It’s helpful to include your resource allocation along with your project deliverables and tasks schedule so you can keep everything consolidated in the same place.
We’ll explain later in the article how to easily add custom columns to your OCM Solution free project management toolkit so you can also use it as a cloud or Excel resource planning template for multiple projects.
Your IT project resource planning template or matrix should catalog the resources you need at various stages of your project or for specific project tasks.
Resources that are typically included are:
- Equipment needed
- Materials needed
- Labor needed
- Space needed (i.e., a conference room)
For each of the items you’ve noted on your multiple project resource planning Excel template, you should include the estimated cost. This is a key piece of information that will be used to help estimate the overall project budget.
A project resource planning template XLS or PDF is also often used to present to project sponsors to get budget approval for the resources that you’ve listed.
Be sure to include the length of time you will need each item on your project resource planning spreadsheet, as this helps with scheduling the same resource across multiple projects. (Next, we’ll explain why this is important.)
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Why Is It Important to Track Resource Allocation Across Projects?
When an organization is undertaking several projects with overlapping timelines, it’s important that you use a paid or free resource planning template for multiple projects.
This is critical because the organization may have two or more projects that need to use the same resource. For example, the art department may be needed to design a visual display for one project and posters and email graphics for another.
If both projects are scheduling work with the art department at the same time, then that department may not be able to deliver the artwork on time. When using a project and resource management Excel or cloud template that only shows a single project, both teams could easily miss this important overlap.
If using a tool like the OCM Solution Project Management Toolkit, which supports multi-project reporting and task analytics, you can easily see when two projects require the same resource at the same time. This allows you to easily make adjustments as needed and helps you avoid bottlenecks, scheduling problems, and missed deadlines.
See also: free change management and project management templates for managing projects at your organization.
Free Resource Tracking Excel Export & Waterfall and Agile Resource Planning Templates for Free
How Do You Create a Resource Plan Using an Excel Resource Planner Template?
Going into a project without a resource allocation in project management Excel is like going on a space mission without any idea about how much food or fuel you’ll need.
You could end up in the middle of your project without enough HR resources allocated or without another vital asset. This could cause your project to go over budget or deadline.
A resource task tracking sheet that identifies all the materials, equipment, and labor that you’ll need is a proactive step that helps reduce the risk of project failures.
When do you create your resource allocation Excel template?
You’ll want to create your project resource management Excel template or cloud report as soon as you have your project plan and timeline put together. It should be included in the information that you provide to the project sponsor and other key project stakeholders to get sign-off and budget approval.
Steps for creating a project management resource plan:
- Create your project plan.
- Determine your project deliverables and tasks.
- Estimate your task start dates and due dates.
- Identify the resources needed to support your tasks.
- Estimate when resources are needed according to your project timeline.
- Estimate the budget needed for each of the project resources.
- Summarize this information in your project management resource planning template.
To learn more, read: “Step-by-Step Project Management Guide | What You Need for Phases & Deliverables”
OCM Solution Free Project Management Software (Including a resource planning Excel template for multiple projects)
Need a robust project management planner that also includes a project resource allocation template? The OCM Solution Project Management Toolkit offers a hybrid cloud/Excel workflow (work the way you like!). It includes project phases and deliverables, sample data as a helpful reference, and insightful analytics.
Use it right “out of the box” or customize it to add your own columns for your resources and costs, making this the perfect waterfall or Agile resource planning template for your projects.
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What are the Key Fields in the OCM Solution Project Resource Planning Template?
Our project management software and free Excel resource planning template can be accessed as soon as you sign up for a free OCM Solution account. Just create your first project and add the Project Management Template to start using it.
It’s easy to get started with our cloud and Excel resource planning template for multiple projects because it comes pre-populated with 8 project phases and over 25 common project deliverables.
Here are the standard fields that get you started with your project:
- Project Phase
- Deliverables
- Deliverable Tasks
- Task Start Date
- Task Due Date
- Assign Task to:
- Progress Status
- Completion Date
- Notes
- Gantt Chart (there is a Gantt chart that includes daily, weekly, and monthly timeline views)
You may be wondering, why you don’t see “resources” or “resource cost” in those default fields. No worries! We’re going to show you how to add those next, so you can integrate your project resource allocation template with your project task tracking in the same place!
Get your free team resource planning template excel free download.
Is there a best resource tracker Excel document that you have used that you would like to share with other project managers and change leads? Please, reach out and let us know.
Step-by-Step: Adding Resource Name & Cost Columns to the OCM Solution Free Project Management Toolkit
To track your project resources in your project management template from OCM Solution is simple. All it requires is adding two columns that allow you to input the name of the resource and the estimated resource cost.
The addition of those two columns will expand your project management template into a cloud and Excel resource planning template for multiple projects.
Keeping everything in the same place rather than using separate tools for your project management template and your resource tracker Excel template saves you time and effort. It also ties your resource needs directly to the task(s) they are needed for, which is very helpful when explaining why a particular resource is required to a sponsor that approves your budget.
Adding the columns that you need for your project resource schedule template is easy. Just open your free OCM Solution Project Management Toolkit and follow these steps.
Step 1: Right-click at the top of a column and choose to add a new column either left or right of that column.
Step 2: Choose your column type (text, date, or dropdown). If you chose dropdown, then enter your dropdown values.
Using a dropdown for this field can help you standardize your list of resources. You can leave this as a text field if you don’t have a standard list.
Step 3: Name your column “Resource” (or another name of your choosing) and click the “Add” button.
Step 4: Repeat Steps 1 and 2 for your 2nd column. This time, name the column “Resource Cost” (or another name of your choosing), and click “Add.”
You now have a project resource planning spreadsheet that also incorporates your project deliverables, tasks, and timeline.
Is there a best resource allocation matrix template that you have used that you would like to share with other project managers and change leads? Please, reach out and let us know.
How Do I Get a Team Resource Planning Template Excel Free Download?
A unique benefit of all OCM Solution free and paid project and change management toolkits is that they allow a hybrid workflow. You can use them in the cloud, and you can also export your cloud template to Excel.
So, if you are looking for an Excel resource planner template, you can easily get one from our online project management toolkit. There are two scenarios for which you can export a team resource planning template Excel free download.
- Scenario 1: Enter your data in the cloud template and then export it.
- Scenario 2: Export the empty template and enter all your data in Excel
To export either an empty cloud template or one that you have entered data into, you would take the same action:
- From the submenu, choose “Export Data.”
This will download a team resource planning template Excel file that includes every column that you currently have in your cloud template. If you’ve added data into the cloud template, it will also be included in the export.
OCM Solution Project Resource Planning Template Excel Worksheet
Exporting from your OCM Solution free cloud Project Management Toolkit allows you to easily work in the resource allocation Excel template offline
Then, when you’re finished working on your resource management plan template Excel sheet, you can import your data back into the cloud template using the “Import Data” option on the submenu.
You may be wondering, “If I already have my resource planning Excel template free export, why would I want to import it back into the cloud tool?”
One reason would be to use automatic real-time analytics reporting. Instead of having to spend hours making your own project management task reporting, you can use the attractive analytics already set up in the online toolkit.
Ready to try the OCM Solution Free Project Management Toolkit w/ Excel resource planner template? Click here to sign up for a free account and get started with this and all our other free templates and toolkits.
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Don’t miss: free resource planning template for multiple projects. Let us know if you have any feedback or questions about our free tools including the resource planning excel template free tool offered in this guide.
Project Management Resource Planning Template Reports & Analytics
One of the compliments we hear the most from people that use OCM Solution software is what a time-saver our analytics reports are for them. Once your data is entered in the project resource planning template, the reporting updates in real-time and provides you with several insightful visuals to help you keep track of your tasks and project progress.
Trying to create your own reports and charts from a homemade Excel resource planner template, could be done, but would take a lot of time. Instead, you can simply use existing data in the OCM Solution Project Management Toolkit cloud template or upload your data from a project resource planner Excel sheet into the cloud template.
Once your data is there, just click the 360° Interactive Reports link to see a meaningful visual representation of your data.
Example of reporting from OCM Solution | Waterfall or Agile Resource Planning Template & Project Management Tool
View tasks related to your resource tracker Excel template by start date, due date, or completion date.
OCM Solution free project management software, including a detailed breakdown of tasks by progress, project phase, and project deliverable.
Upload your multiple project resource planning Excel template into OCM Solution’s online interface and easily jump to tasks for each project phase.
Don’t miss: free resource planning template for multiple projects. Let us know if you have any feedback or questions about our free templates including the team resource planning template Excel free download offered in this guide.
How to Further Customize Your Free Resource Planning Template for Multiple Projects
Beyond adding new columns to the free OCM Solution project management toolkit, as mentioned above, you can also make other customizations to tailor this cloud IT project resource planning template for your needs.
These customizations include the following:
- Change column names
- Change the Template and Dashboard Name
- Choose your desired date format
- Choose your time zone
- Add your own dropdown options to columns
- Change the background and text color of most dropdown options
- Change column widths
If you prefer to work in a team resource planning template Excel free spreadsheet rather than the cloud, you can use the cloud to easily arrange and name your columns and edit the dropdown options. (Many people find the cloud version easier to work with than Excel for these types of customizations.).
Next, just export the project management resource planning template to Excel, and it will have your customizations already included.
What Makes a Good Team Resource Planning Template Excel (or Cloud App)?
Hallmarks of a good project management resource planning template Excel or cloud include the ability to use it right away without needing to spend a lot of time setting up all your different tasks and deliverables.
Another trait of a helpful project resource planning template Excel is that it’s easy to customize for your needs. You want to have the ability to add your own dropdown options, delete options you don’t need, and add your own columns and column headers.
Having a hybrid template that allows collaborative online work and solo-offline work in Excel is also a bonus. When working with a hybrid cloud or Excel resource planning template for multiple projects, you can work the way you like and save a lot of time generating meaningful reports and analytics.
Get OCM Solution Free Project Management Software, including Free Excel Resource Planner Template
Sign up for a free account with OCM Solution today (no credit card needed) to begin using our Project Management Software with resource allocation Excel template export. You will also gain access to other great OCM Solution free tools, for change and project management (roadmaps, strategic playbook, change management workflow, etc.).
Features to Boost Project Success
8 project phases and 29 deliverables to get you started. Plus, you can customize your dropdowns and project resource planning template xls.
Multi-Project Tracking
Use this free resource planning template for multiple projects to see when you have resource allocation conflicts.
Instant Analytics
Input your data or upload your project and resource management Excel sheet and get instant task-related analytics to chart project progress.
Best Project Management Hybrid (Excel & Cloud)
Whether you prefer working in an online resource task tracking sheet for anywhere access, or a resource planning project management Excel template, you can do both!
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Let us know if you have any questions about this free project management tool or the resource planning Excel template free export.
OCM Solution Resource Planning Excel Template for Multiple Projects FAQs
What is a resource planning chart?
A project resource planning template provides an overview of the resources needed for a project and when those resources are needed.
It’s helpful to include your resource allocation along with your project deliverables and tasks schedule so you can keep everything consolidated in the same place.
Resources that are typically included are:
• Equipment needed
• Materials needed
• Labor needed
• Space needed (i.e., a conference room)
How do I create a resource plan in Excel?
Create your project resource management Excel template as soon as you have your project plan and timeline put together. It should be included in the information that you provide to the project sponsor and other key project stakeholders to get sign-off and budget approval.
Open your project resource management Excel template and create the following columns:
• Project Phase
• Project Deliverable
• Project Tasks
• Resource
• Resource Cost
• Task Start Date
• Task Due Date
• Task Completion Data
• Add columns for any other data that you’d like to include
Review the free OCM Solution Project Management Template for ideas: https://www.ocmsolution.com/project-plan-template/
How do you estimate project resources?
You first need to understand the full scope of the project and what may be needed to complete it. You next, need to look at currently available resources (materials and people) and look for gaps that you may need to fill with resources not currently on hand.
Draft up an initial resource allocation in project management Excel and socialize that with project leads and sponsors to get their input and adjust your estimate of project resources accordingly.
How do you do resource planning?
While creating a whole resource management plan template Excel may seem daunting, if you take your planning one step at a time, it is much less overwhelming.
Begin by listing out the resources needed for the project and the estimated timeframe that each is needed.
Next, look at resources on hand and estimate which resources will need to be purchased/rented, etc.
Create an estimated budget for your project resources so you can get the necessary approvals.
Use a resource allocation Excel template or cloud-based project management resource planning template and create a schedule for your needed resources. It’s a good idea to include these along with your project phases, deliverables, and tasks.
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