# IT capacity planning for the public sector

> Steer the capacity of a public sector IT department: annual budgets, public procurement, political trade-offs, contractors. Challenges, KPIs, and workflow.

- HTML: https://www.simpleworkload.com/en/industries/public-sector
- Markdown: https://www.simpleworkload.com/en/industries/public-sector.md

## What are the capacity challenges of a public sector IT department?

A public sector IT department plans under constraints: annual budgets, contractor use governed by public procurement, priorities set by decision-making bodies, and an obligation to account for resources. Internal capacity must therefore be compared with what will be outsourced, and trade-offs made readable for elected officials or non-technical committees.

## Sector-specific constraints

- Budgets voted per fiscal year, with little flexibility mid-year.

- Contractor use goes through procurement, with lead times.

- Priorities shifting with the decisions of governing bodies.

- A requirement for transparency on the use of resources.

## Capacity use cases

- Compare internal capacity with workload to size what must be outsourced.

- Prepare quantified trade-offs for decision-making bodies.

- Track the split between civil servants and contractors.

- Anticipate procurement needs several months ahead.

## Useful indicators

- **Internal vs outsourced workload** : Split of work between staff and contractors.
- **Capacity / workload gap at 6 months** : Anticipated need to launch a procurement on time.
- **Budget consumption per project** : Forecast and actual cost against the voted budget.
- **Allocation rate per department** : Planned workload ÷ capacity of each department.

## Typical workflow

1. Model departments, staff, and contractors.
2. Plan project workload over the fiscal year.
3. Identify capacity gaps to size procurements.
4. Present quantified scenarios to decision-making bodies.

## FAQ

### Does Workload manage public procurement?

No. Workload plans capacity and assignments; awarding contracts belongs to your procurement processes.

### Can you track the budget?

Yes, by valuing assignments at the daily cost and contractor daily rates, with forecast and actual tracking.

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