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How to Identify and Fix Resource Overallocation Using Capacity Management

Learn how to spot overallocated resources in Capacity Management and redistribute planned hours to available team members in PSOhub.

Published: 1 June 2026

Audience

  • Admin
  • Controller
  • Resource Manager

Objective

This article explains how to use Capacity Management in PSOhub to identify and fix resource overallocation by adding an available resource to a project and reassigning planned hours using the Reschedule function.

Prerequisites

You must have Admin or Controller access in PSOhub.

The project must already be set up with contracts, contract lines, and resource                            planning.

Resources should have working hours configured so availability is calculated correctly.

Identify the Overallocation in Capacity Management

Capacity Management gives you a portfolio-wide view of your team's workload. The first step in resolving overallocation is locating where it occurs and which projects are involved.

Steps

  1. Go to Resources → Capacity Management.
  2. Switch to the % view using the Hours / % toggle.
  3. Identify the overallocated resource and the period affected.
  4. Click the resource's row to open their Resource Planning window.
  5. Review the projects and contract lines listed for that resource. Identify which contract line is contributing to the overallocation.
  6. Click the project name to open the project's Resource Planning tab.

💡 Tip: The % view makes it easy to spot resources who have exceeded their capacity —               any value above 100% indicates overallocation. Cells highlighted in orange or red flag            the affected periods.

Choose How to Reschedule

Steps

  1. In the project's Resource Planning tab, hover over the overallocated resource's row and click Reschedule this resource.

  2. The Reschedule modal opens with two options:
    • Replace Resource — Choose a different resource to take over the planned hours on this contract line. Use this option when the work needs to happen in the same period but a different person should do it.
    • Change planning — Reschedule the same resource's planned hours to a different period where they have more availability. Use this option when the same person can still do the work, just at a different time.

💡 Tip: Replace Resource is the right choice when the project deadline is fixed and the                  current resource has no available capacity. Change planning is better when the project          timeline is flexible and the resource is the right person for the work.

Option A: Replace the Resource

Use this option to reassign the planned hours from the overallocated resource to a different team member.

Steps

  1. In the Reschedule modal, click Replace Resource.
  2. The Replace Resource screen displays available resources who match the same role, along with their availability per period.
  3. (Optional) Use the Filter skills and Filter business unit dropdowns to narrow the list to a more specific match.
  4. Review the Availability color indicators to find a resource with enough capacity for the required period.
  5. Select the resource you want to assign the hours to.
  6. Click Confirm & Replace in the confirmation dialog.

The planned hours are reassigned to the new resource and removed from the original resource.

Option B: Change the Planning

Use this option to keep the same resource on the work but move their planned hours to a different period.

Steps

  1. In the Reschedule modal, click Change planning.
  2. The Reschedule screen opens, showing two rows:
    • AVAILABLE HOURS — the resource's remaining capacity per month, after all planned work
    • The contract line row — the resource's currently planned hours per month for this contract line
  3. Review the AVAILABLE HOURS row to identify months where the resource has capacity to take on more work.
  4. Edit the hours in the contract line row to redistribute the planned hours across different months.
  5. Changes save automatically when you click out of a cell. The AVAILABLE HOURS row updates instantly to reflect the new distribution.
  6. Continue adjusting until the planned hours fit within the resource's available capacity.
  7. Close the modal when you are done.

💡 Tip: You can also reduce the total planned hours in this view if the original estimate was          higher than needed. The hours do not have to add up to the original total.

Result

The overallocation is resolved. Returning to Resources → Capacity Management confirms that the resource is no longer over capacity for the affected period.

The change is reflected immediately across PSOhub — in the project's Resource Planning tab, the resource's own My Planning view, and any reports that reference planned hours.

Frequently Asked Questions

When should I use Replace Resource versus Change planning?
Use Replace Resource when the project deadline is fixed and the current resource has no available capacity. Use Change planning when the project timeline is flexible and the original resource is still the right person for the work.

Does rescheduling affect the original resource's logged hours?
No. Both options only affect planned hours. Any time already logged through Timesheets is not changed.

Can I reduce the planned hours instead of redistributing them?
Yes. In the Change planning view, you can lower the total planned hours if the original estimate was too high. The hours do not need to match the original total.

What if no other resource has the same role and availability?
Use the Change planning option to move the work to a later period, or speak with the project manager about adjusting the project timeline or scope.

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