1. Purpose
Match the right people to the right work with transparency, fairness, and capacity awareness.
2. Scope
All UBC delivery roles and projects.
3. Definitions
- Role catalog — The authoritative list of delivery roles with required skills and seniority.
- Allocation — A named person committed to a project at a % capacity for a period.
- Capacity — Available working time after PTO, training, and non-project overhead.
4. Roles & Responsibilities (RACI)
| Activity | R | A | C | I | Cadence |
|---|
| Maintain role catalog | Resource Manager | PMO Director | Function leads | PMO | Quarterly |
| Publish capacity | Function leads | Resource Manager | HR | PMO | Weekly |
| Request allocations | PM | PMO Director | Function leads | Team | Per project |
| Resolve conflicts | Resource Manager | PMO Director | Function leads, PMs | Steering | As needed |
5. Procedure
- Maintain the Role Catalog with required skills, seniority band, and rate card.
- Function leads publish weekly capacity per person (baseline − PTO − training − run-the-business).
- PMs submit allocation requests specifying role, skills, % capacity, and dates.
- Resource Manager runs the weekly allocation forum to place people to work.
- Assignments are recorded in the Allocation Matrix with % capacity and end date.
- Conflicts (over-allocation, skill mismatch) are resolved using prioritisation rules: contractual > safety > revenue > internal.
- Backfill: for absences > 5 days, propose backfill within 2 business days.
- PTO conflicts: honour submitted PTO; PM re-plans the schedule.
- Quarterly, publish the Utilisation Report (target 75% billable, 80% for contractors).
Inputs
- Role catalog
- Weekly capacity
- Project allocation requests
Outputs
- Allocation matrix
- Utilisation report
- Backfill plan
7. Controls & Metrics
| Metric | Target |
|---|
| Over-allocation events | ≤ 2 per week |
| Utilisation (billable) | ≥ 75% |
| Backfill within SLA (2 business days) | ≥ 90% |
8. Exceptions & Escalation
- Emergency staffing (Sev 1 incident, regulator request) overrides the weekly forum with Resource Manager and Director approval.
- Cross-portfolio conflicts escalate to the Portfolio Steering Committee.
9. Records & Retention
| Record | Retention |
|---|
| Allocation matrix | 3 years |
| Utilisation reports | 5 years |
| Role catalog history | Perpetual |
- SOP-PM-04
- SOP-PM-05
- SOP-QMS-07
11. References
- PMBOK 7 Team
- CMMI-DEV IPM (Integrated Project Management)
12. Revision History
See the Versions tab for the full change history maintained by the Auto-Doc Engine.
Document code: STD-PM-ALLOC · Aligned to PMBOK 7 Team / CMMI OT, IPM. Controlled document — reproduction outside the UBC QMS requires the Quality Manager's approval.