# Capacity planning for an IT department of 20 to 100 people

> When should you move from spreadsheets to a capacity planning tool? Challenges of a 20 to 100 person IT department: fast start, small PMO, controlled budget.

- HTML: https://www.simpleworkload.com/en/it-team-size/it-team-20-100
- Markdown: https://www.simpleworkload.com/en/it-team-size/it-team-20-100.md

## When should an IT department of 20 to 100 people leave spreadsheets?

An IT department of 20 to 100 people should leave spreadsheets when several projects share the same people and consolidation takes longer than analysis: multiple versions, overload discovered too late, committees prepared by hand. At this size, the challenge is to start fast with few dedicated steering resources.

## Challenges at this size

- A PMO of one to three people, or a director handling steering personally.

- Ten to forty projects run by the same teams.

- Little time and budget to roll out a heavy tool.

- Spreadsheets that work until two versions diverge.

## What matters when choosing a tool

- A fast start from a CSV import.

- Public, affordable pricing.

- Assignment conflicts detected without complex configuration.

- Room to grow into Jira, Azure DevOps, or SSO.

## Indicators to track first

- **Allocation rate per team** : Planned workload ÷ available capacity.
- **People above 100%** : A simple measure of overload.
- **Committee preparation time** : Time spent consolidating before each committee.

## Getting started in four steps

1. Import teams, projects, and assignments from your spreadsheet (CSV).
2. Fix the overload that comes to light.
3. Replace manual consolidation with the tool's reporting.
4. Connect time tracking (Jira Tempo, Azure DevOps, Toggl, or Clockify) to track actuals.

## FAQ

### Is a spreadsheet still enough?

Up to 15 to 20 people, often yes. Beyond 30 to 50 people and several parallel projects, a dedicated tool pays off quickly.

### How long does it take to start?

A first setup takes about 30 minutes with a CSV import.

### Do you need a PPM?

Generally not at this size. A capacity layer is enough if the issue is workload and conflicts rather than multi-BU financial governance.

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