Project Portfolio & Resource Planning 2026/2027 – Capacity Check, Prioritization & Dashboard | Excel, Word & PDF

Project Portfolio & Resource Planning 2026/2027 – plan multiple projects in Excel

Consolidate your project portfolio, priorities, project resources, and capacity planning into a structured document package for Swedish companies, associations, and organizations. You receive an editable Excel workbook with eight sheets, as well as professional Word and PDF documents for proposals, decisions, resource allocation, and follow-ups.

The product helps you see which projects are competing for the same resources and when planned hours exceed available capacity. It is particularly useful for project managers, portfolio managers, smaller PMO functions, consulting firms, and development teams who need a clear, shared working foundation without a subscription.

Format: Word (DOCX) + PDF + Excel (XLSX). Language: Swedish main templates as well as an English working form and English quick guide. Price: 79 SEK.

What is included in the package

A total of 13 files in a ZIP package: 6 Word, 6 searchable A4 PDFs, and 1 Excel. The files are editable and can be used offline with compatible office software.

Excel – portfolio dashboard, resource allocation, and prioritization

• Dashboard: number of projects, ongoing projects, planned hours, over-allocated resource months, assignments with unknown IDs, and open risk/decision items.
• Project Register: space for 50 projects with unique project ID, owner, period, status, priority, budget framework, and decision reference.
• Resource Register: 20 resources or roles, with available project hours per month after manual consideration of line work and absence.
• Assignments: 200 rows for project ID, resource ID, month, and planned hours, with automatic reference checks.
• Capacity: 240 prepared resource months with automatic SUMIFS calculations, variance, and status in case of over-allocation.
• Prioritization: 50 project rows with five assessment criteria and guiding total scores.
• Risks and decisions: 60 item rows with status, responsible party, deadline, and planned actions.
• Guide and sources: separate instructions and relevant information sources.

How to use the template – step by step

1. Establish the planning year and determine portfolio owners, decision forums, and prioritization criteria.
2. Register each project with a unique project ID in the Projects tab.
3. Register available resources or competence roles with a unique resource ID and actual available monthly capacity in hours.
4. Create assignments per project, resource, and month. Check that project and resource IDs are correct.
5. Review Capacity and Dashboard for over-allocated months and other control signals.
6. Use the prioritization form and Excel scores as a decision basis. Always establish actual decisions manually.
7. Document resource changes and decisions in the Word forms, save a dated version, and follow up at the next portfolio meeting.

Example – when resources are insufficient

A resource has 120 hours available for projects during a certain month. Two projects have together assigned the resource 140 hours. Excel then shows a 20-hour capacity shortage and the status OVER-ALLOCATED. The person responsible then needs to manually decide on reprioritization, rescheduling, changing the scope, or allocating more resources.

Legal issues, workload, and GDPR

There is no general Swedish legal requirement that all businesses must use a specific systematic project portfolio template. However, an organization's work environment liability, contracts, delegation, and data protection may affect how planning needs to be carried out. Planned hours are not the same as actual working time, and Excel does not replace separate labor law assessments.

If a resource can be linked to an identifiable person, the processing of personal data must have a clear purpose, a legal basis, and meet the requirements for data minimization. The template is therefore structured so that internal resource IDs or roles can be used instead of, for example, personal identity numbers or other irrelevant data.

Sources: Svenskt Projektforum – project capability and portfolio management · IMY – data minimization.

Frequently asked questions

What is project portfolio management?

Consistently prioritizing, deciding upon, and following up on multiple projects based on strategic goals, capacity, and risk, rather than only managing each project separately.

Can Excel show resource conflicts?

Yes, assigned hours are compared against the available monthly capacity you have entered yourself. Multiple projects can burden the same resource and month.

Does Excel automatically create a finished staffing schedule?

No. It shows planned allocation but does not perform labor law scheduling or automatic staffing optimization.

Can I use the template for several years?

Yes, make a separate copy for each planning year. The month codes 1–12 apply to one calendar year at a time.

Is this a duplicate of Project Budget & Cost Follow-up?

No. Project Budget & Cost Follow-up focuses on finances within a single project. This product focuses on multiple projects, prioritization, capacity, and resource conflicts.

Is an English version included?

An English portfolio meeting form and an English quick guide are included. The entire Swedish package is not fully translated.

Does Excel work with other project tools?

You can use the documents in parallel with other systems, but the package contains no direct integration, automatic import, or API connection.

How are the documents delivered?

Digitally as a ZIP file with 13 documents once the document package is linked to the product variant in Shopify Digital Products. No physical goods are sent.

Format, version, and area of use

Version 1.0. Intended for use during 2026/2027. Professional source check October 13, 2026. Practical support for Swedish companies and organizations; may need to be adapted for extensive PMO operations, public procurement, security-classified projects, or labor-sensitive decisions.