Project Management Central
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Keith Novak
Tukwila, Wa, USA
Hi Trish,
I don't have a template I can share as that sort of thing is limited information but I can explain the process for a large matrix organization. Cost is estimated for each task in the project work breakdown structures, and that breakdown is organized by group. It can be organized different ways as long as it there is a way to assign the work by performing team. Ideally each task has both hours required and duration. With hours, when those hours are spent, and performing organization you can create a "sand-pile" chart that shows planned work for the whole organization, and by sub-team. Actual spending is entered into our time tracking system where groups charge their time to specific codes for each project. The staffing levels by team can be assembled in a sand-pile chart as well to show total staffing levels by team and organization. That can be compared to the planed work knowing that there is an additional factor for training, performance reviews etc. Often it's 80% planned, 20% overhead. Then there needs to be a reserve for emergent work at a level determined by the executive team. Now with both planned work and headcount, you can slice and dice the numbers many ways. That includes both looking forward, and comparing plan to actuals. We extract the data from our planning, scheduling, and timekeeping systems using SQL and put that in Excel to manipulate it. We then use Tableau as a visualization tool for the data since it's much better for building various types of graphs and charts than Excel itself. Keith 
Hi Trish,
it looks like you need to implement portfolio management software that can calculate portfolio schedule taking into account resource constraints and project priorities, collect actual data on activity execution, analyze and simulate project and portfolio risks and uncertainties. The problem cannot be solved just collecting CSV;Excel/google/numbers. Reliable forecasts of future dates, costs and resource requirements must be based on regular portfolio rescheduling. 
Trish, excel would work good for small portfolio/projects. But from my experience, to manage projects/resources at this scale I agree with Vladimir to analyse PPM tool that matches your requirement. :) It will significantly boost the efficiency.
Hi Trish, Project EMC2 looks ahead 6 weeks at total number of assignments and hours of planned effort across the entire portfolio. This is especially useful if resources are working on multiple projects.
https://www.projectemc2.com 
Hi Trish,
I am managing a Portfolio like yours in excel and I do confirm I struggle to get everything aligned and running. I recommend a ppm tool, So far, the best trade off is given by Wrike. Best 
Sergio Luis Conte
Helping to create solutions for everyone| Worldwide based Organizations
Buenos Aires, Argentina
Long time I used an excel spreadsheet. From last 20 years ago I am using MS Azure (before it had other name). And Jira too (not from 20 years). In MS Azure you can set up different type of life cycle. It helps to manage capacity but at the end is a matter of your strategical definition of capacity of all type of resources assigned to initiatives. When I used excell I have to program it in visual basic, mainly specific macros. MS Project could help if you are using the server.
That’s true. Excel requires the implementation of macros and this becomes a problem when part of the team wants to access with the iPad (macros not working on offices for IPad).
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