With Planner lic level P5 - How do I view and compare how resources are used across projects to optimize assignments?

Question

With Planner lic level P5 - How do I view and compare how resources are used across projects to optimize assignments?

Chuck McKean 5

I purchased the highest level for Planner, P5. It states that I can view and compare how resources are used across projects to optimize assignments.

How do I do this, as I don't notice anything new from my former P3 license? Can someone point me to step by step or a screen shot. And No, I do not have PWA.

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3 answers

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Answer 1

To view and compare how resources are used across projects in Microsoft Planner with a Plan 5 (P5) license, you can utilize the advanced capabilities that come with this license. However, specific step-by-step instructions or screenshots are not provided in the context available.

With a P5 license, you should have access to features such as:

Team workload management: This allows you to see how tasks are distributed among team members across different projects.
Reporting capabilities: You can create reports that help visualize resource allocation and identify any bottlenecks or over-allocations.

If you are not seeing these features, ensure that you are using the correct version of Planner that supports these advanced functionalities. Additionally, if you are not using Project for the web or Project Web App (PWA), some features may be limited.

For detailed guidance, consider checking the official Microsoft documentation or reaching out to Microsoft support for personalized assistance based on your specific setup and needs.

Answer 2

Chris Duong 10,705 Microsoft External Staff Moderator

Hi @Chuck McKean,

Welcome to Microsoft Q&A forum.

Thank you for reaching out, and we truly appreciate your continued investment in Microsoft Planner and Project Plan 5.

Based on your description, I'd like to provide the following information to clarify the resource management capabilities available in your upgraded license:

The feature “view and compare resource usage across projects” in Plan 5 is available through the Resource Center of Project Online (PWA), not directly within the Planner app. However, Microsoft has stopped selling standalone Project Online plans to new customers and will officially retire the service in September 2026.

Therefore, you may want to consider the following alternative options:

1/ Power BI Template for Project for the Web

Provides Resource Allocation dashboards across all projects stored in Dataverse (Planner Premium/Project for the web). It has the following features:

Resource dashboard: tasks per resource, overdue work, effort completed vs. remaining.
Portfolio dashboard: timelines, milestones, and project progress.

References:

If you're interested in this option, I’d recommend posting your query in the Microsoft Power Automate Community. This is a specific channel related to Power Automate. The reason I ask you to post a new topic is that in the Q&A Forum, we have limited resources and very little knowledge about Power Automate, and in Microsoft Power Platform Community Forum Thread, you'll find the most qualified group of respondents, and other partners who regularly read the forums can share their knowledge or learn from your interaction.

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2/ Planner “People” View (per plan)

Shows workload distribution for team members within a single plan. You can see who is over- or under-allocated and drag tasks to rebalance.

Open your plan → Select People tab.
Configure view options (e.g., show effort completed, remaining hours).

Note: It does not aggregate across multiple plans. If your team works on several plans, you’ll need to check each one individually.

Reference: Advanced capabilities with premium plans in Planner and Manage your team’s workloads with People view

3/ Portfolios in Planner

Groups multiple plans into a single dashboard for progress tracking and roadmap visualization.

In Planner (Teams or Web), go to My Portfolios → + New Portfolio → Add plans.
Use Roadmap view for timelines across plans.

Note:

Shows status and timelines, not resource capacity or workload.
Updates in Portfolio view don’t sync back automatically to individual plans.

References:

I hope the information provided proves useful. Please proceed with the outlined steps and let me know whether they resolve the issue. If not, I’ll be glad to continue working with you to find a solution.

If you find my post helpful, kindly consider marking it as the accepted answer. Doing so can assist others in the community who may have similar questions in finding solutions more quickly.
Thank you for your kindness and contributions to the forum.

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Chuck McKean 5 Reputation points

2025-11-06T21:07:18.33+00:00

Since Planner is replacing Project on the Web, when will Planner have these capabilities?
Chris Duong 10,705 Reputation points Microsoft External Staff Moderator

2025-11-06T23:02:19.3266667+00:00
Hi @Chuck McKean,

Thank you very much for your response.

To answer your question, I’d like to share the following information based on what I know:

Microsoft Planner is gradually integrating key features from Project for the Web as part of its transition. These capabilities include:

Gantt chart (Timeline view)

Task dependencies (including lead and lag)

Goals & Sprints

Baselines

Task History

Portfolios

Bulk editing in Grid view

AI-powered status reports (via Project Manager agent)

Copilot and Project Manager agent to help with planning, progress reporting, and task execution

You can refer to Microsoft’s official documentation and roadmap for more details on the feature rollout and transition from Project for the Web to Planner. These resources provide a comprehensive overview of what’s available now and what’s coming soon:

What’s new in Microsoft Planner – August 2025 | Microsoft Community Hub

Transitioning to Microsoft Planner and retiring Microsoft Project for the web | Microsoft Community…

I hope this clarifies the situation. Should you have any other questions or anything else, please feel free to reach out.

Wishing you a great day.
Chris Duong 10,705 Reputation points Microsoft External Staff Moderator

2025-11-08T16:15:59.84+00:00

Hi @Chuck McKean,

I hope everything is going well on your end.

I’m following up on the support thread we've been working through together. I wanted to check in and see if the information I shared in my previous answer helped resolve the issue you were experiencing.

If you're still experiencing any issues or have further questions, please feel free to reach out at any time. I’m always happy to help if you need anything else.

We want to ensure everything is functioning smoothly and that your experience remains seamless.

Thank you again for your collaboration throughout the troubleshooting process.

I look forward to hearing from you soon.
Emily M 5 Reputation points

2025-11-13T19:52:19.7733333+00:00

The referenced instructions for a solution using PowerBI (which is not a great solution to begin with) are about using Project for the web, not planner
Chuck McKean 5 Reputation points

2025-11-13T20:25:44.2+00:00

When will resource management be added to the Planner roadmap? When should we expect it? This year, 2026 or 2027?
Chris Duong 10,705 Reputation points Microsoft External Staff Moderator

2025-11-14T00:02:58.2366667+00:00
Hi @Chuck McKean,

Thank you for your inquiry regarding resource management in Planner P5.

Currently, Microsoft Planner does not offer native resource management features such as capacity planning or workload balancing across multiple projects, full resource optimization capabilities are still under development.

Microsoft has not yet confirmed a release date for these features. Based on the latest roadmap and community discussions, resource management may be introduced in late 2026 or beyond, but this remains tentative.

For your reference, Microsoft has published guidance on managing multiple plans with Portfolios in Planner, which you can view here:

Manage multiple plans with portfolios in Microsoft Planner

7 hidden gems to effectively manage your tasks in Microsoft Planner

Compare All Planner Options and Prices | Microsoft Planner

If you have any concerns or questions in the future, please don’t hesitate to reach out. Not only will I be happy to assist you, but all moderators in the Q&A forum will also do their best to provide support and guidance.

Thank you once again for your precious time and engagement.

Wishing you a wonderful day ahead.

Answer 3

Chuck McKean 5

Thank you for the link to Compare all Planner options and prices. One of the reasons I bought Level 5 was for "Enterprise resource management and allocation", which appears to be missing. I'm hoping someone can help me understand what additional features come with Level 5 above Level 3.

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Chris Duong 10,705 Reputation points Microsoft External Staff Moderator

2025-11-14T18:28:46.3566667+00:00
Hi @Chuck McKean,

Thank you for your question regarding the additional capabilities in Project Plan 5, specifically around Enterprise Resource Management and Allocation.

With Project Plan 5, you gain advanced tools for managing resources across multiple projects and portfolios. These capabilities allow you to:

Get a single view of all resources across your organization.

Understand capacity and availability for better planning.

Optimize resource assignments across projects to prevent over-allocation.

Use portfolio analysis tools to prioritize initiatives based on resource constraints and business goals.

Below are recommended approaches for resource management with Planner and Project Plan 5:

Option 1: Continue Using Project Online (Current Plan 5)

Project Online and Project Online Desktop Client are still included in Planner and Project Plan 5 for both new and existing customers, and will remain available until September 30, 2026. You can still use the traditional steps (Resource Center, Resource Pool, Resource Leveling) in Project Online if your tenant has not been disabled.

Steps:

1/ Access Project Online
Sign in to Microsoft 365 and open Project Online. Navigate to Project Web App.

2: Configure the Resource Center

Go to Quick Launch > Resources > Resource Center.

Add resources manually or sync with Active Directory groups.

Define resource details such as Max Units, Cost Rates, and Working Time Calendars.

3/ Create a Resource Pool
In the Project Online Desktop Client, use Resource Sheet View to add work, material, and cost resources. Assign attributes like skills, cost rates, and availability.

4/ Assign Resources to Tasks
In your project schedule, select tasks and assign resources from the pool. Use Resource Usage View and Team Planner to monitor workloads.

5/ Optimize and Analyze
Apply Resource Leveling to resolve overallocations. Use Portfolio Analysis in Project Online to model scenarios and choose the best mix of projects.

Official Microsoft Resources

Project Online Service Description

Configure the Resource Center in Project Online

Deployment Guide for Project

Microsoft Project Online is retiring: What you need to know | Microsoft Community Hub

Option 2: Modern Alternative Solutions

The following are recommended alternatives to consider once Project Online is retired:

Power BI Template for Project for the Web: Use Power BI Desktop to connect with your Project data - Microsoft Support

Planner “People” View (per plan): Advanced capabilities with premium plans in Planner - Microsoft Support

Portfolios in Planner: Manage multiple plans with portfolios in Microsoft Planner - Microsoft Support

Please feel free to reach out if you encounter any further difficulties with this issue. I am more than ready to provide any additional support you may need.

If you feel the response was helpful, you’re welcome to mark it as an answer so others in the community can benefit from it as well. That would be greatly appreciated.

Thank you very much, and I wish you a great day.