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AI prompts for project managers

AI prompts for project and resource planning: prerequisites, results, methods and limits using Rillsoft Project.

Every prompt here is a question in the user’s own words that an AI assistant puts to the project open in Rillsoft Project. The prompt page states what you need, what you get, how the answer is produced and where its limits are. The AI reads the answer from the calculated view or conflict list in Rillsoft Project – the calculating happens there.

The prompts are grouped in five areas: resources (who is free, who fits), capacity (demand against supply per skill and period), project management (dates, risks, status, baseline), portfolio and workforce (several projects, staffing across sites), and dashboard (reports for management in chapters).

Resource planning

Who is overloaded next week? “Who is overloaded next week? For each person, list the affected tasks and the hours above capacity.” Changes · undo Find available resources for Project X “Find available resources for the project "ERP-Modul Rechnungswesen" (ERP module accounting): which tasks are not fully staffed yet, and who fits each of them?” Read-only Licence Which skills are missing for the scheduled work? “Which skills are missing for the scheduled work? Show me the tasks with an open balance per role.” Read-only Which suitable candidates are available for this task? “Which suitable candidates are free for the task "Fire walls and partitions"? State availability, free capacity and cost.” Read-only Licence Staff the open roles in the project “Staff the open roles in the project “Packaging cell P-80” with suitable people. For each task, tell me whom you suggest and why, and assign only after I confirm.” Changes · undo Licence

Capacity planning

Capacity report per role: trend, shares, demand and supply “A capacity report per role in four parts: trend, shares as a pie chart, demand and supply per role and per interval.” Changes · undo Check SAP order capacity with an AI prompt “Fetch SAP production or maintenance orders read-only, schedule them in Rillsoft Project on a pool copy, reconcile, report bottlenecks per work centre, restore Rillsoft.” Changes · undo With video Capacity bottlenecks for the next three months “Show capacity bottlenecks for the next three months, per skill and week.” Changes · undo With video Compare demand with available capacity by week “Compare demand with available capacity by week for the next eight weeks, per skill.” Changes · undo Which shared machines create the largest bottleneck? “Which shared machines create the largest bottleneck? Compare demand and units per machine type.” Changes · undo How does the capacity view change if work is rescheduled? “Move the conveyor assembly two weeks later and show me how the capacity view for mechatronics changes.” Changes · undo

Project

Which tasks are delayed or have no free float left? “Which tasks are delayed against the status date, and which have no free float left?” Read-only What are the biggest risks for Project X? “What are the biggest risks for the project "Montagelinie MX-200" (assembly line MX-200)? For each risk name the task, the reason and the effect on the finish date.” Read-only Summarize the current project status “Summarize the current project status: dates, progress, open conflicts and variance from the baseline, in five paragraphs for management.” Read-only Compare the current plan with the selected baseline “Compare the current plan with the selected baseline: where do dates, effort and cost deviate most?” Changes · undo What happens in Project X if phase Y starts two weeks later? “What happens in the ERP project if data migration starts two weeks later? Name the shifted follow-on dates, the new finish date and new conflicts – and take the change back afterwards.” Changes · undo Turn my Excel sheet into a project in Rillsoft Project “Turn my Excel sheet into a project in Rillsoft Project – ask me whatever you need.” New project Create a plan from this project description “Create a plan in Rillsoft Project from this project description: phases as subprojects, tasks with duration, dependencies and the roles needed. The project starts on 1 October 2026.” New project With video

Portfolio and workforce

Which projects compete for the same resources? “Which projects compete for the same resources? Show me per skill which projects register demand in the same period.” Changes · undo Find qualified people outside the preferred team “The local crew for "Fire walls and partitions" is fully booked. Find qualified bricklayers outside the preferred crew who are free in the period and fill the open balance.” Changes · undo Licence

Dashboard for management

The prompts in this group answer questions from the catalogue of management questions; it also shows which questions follow. Go to the catalogue of 22 management questions

Management dashboard “A management dashboard from the chapters of the catalogue: traffic lights, bottlenecks, priorities – every chapter complete, as a PDF in A4 landscape.” Changes · undo Which projects need attention now? “Which projects need attention now? The projects ranked by traffic lights for schedule, progress, resources and costs, each place explained by figures.” Changes · undo Which project areas are developing critically? “Which project areas are developing critically? Per subproject the delayed tasks, the moving commitments and the tasks without float, with a traffic light.” Read-only Which projects are behind on progress? “Which projects are behind their planned progress? Planned against actual at the status date, the gap in percentage points and hours with a traffic light.” Changes · undo How does the plan deviate from the baseline? “How does the schedule deviate from the baseline? Project end, milestones and tasks with the variance in working days, per project with a traffic light.” Changes · undo Which committed delivery dates are at risk? “Which projects do not keep their committed dates? The fixed milestones that would have to move – with new date, delay in working days and cause.” Read-only Which milestones fall within the period? “Which milestones fall within the period? A timeline per project with the status: reached, holds or moves – with new date and delay.” Read-only Overall project status with traffic lights “Overall project status with traffic lights for schedule, progress, resources and costs – for every non-green light the figure that colours it.” Changes · undo Which tasks lie on the critical path? “Which tasks lie on the critical path? Backwards from every committed date through the tasks without float, per project with the longest chain.” Read-only Demand and supply over time as a chart “Demand and available capacity over time: two columns per interval, the shortfall from daily values and a chart of its own for every role that is short.” Changes · undo Draw the role usage as a stacked column chart “Role usage as a stacked column chart: one column per interval, one coloured segment per role, the total above the column.” Changes · undo Which shift affects other projects? “Which schedule shifts affect other projects? How the projects are coupled through shared roles on bottleneck days, as a matrix.” Read-only What becomes critical in the coming period? “Which critical developments are emerging? Milestones and shortfall per week on one timeline – with the tightest week and the longest bottleneck phase.” Read-only Which roles are overloaded? “Which roles are overloaded? The capacity comparison per role at day scale – shortfall in hours, percent and days, one chart per role.” Changes · undo Which roles have spare capacity? “Which roles have spare capacity? The spare hours per role from the daily values, with share of supply, days and a weekly chart per role.” Read-only When and where are the largest bottlenecks? “When and where do the largest capacity bottlenecks occur? The shortfall per role and week as a heat map, plus the ten largest bottlenecks.” Changes · undo Which project has the highest schedule risk? “Which projects have the highest schedule risk? Ranked by the shift of commitments, tasks without float on the critical path and the shortfall share.” Changes · undo Resource conflict matrix: which project carries which bottleneck? “Which projects compete for the same roles? The missing hours of every bottleneck day spread by demand share, as a role × project matrix.” Changes · undo Which projects are hit by the bottlenecks? “Which projects are affected by resource bottlenecks? The share of the shortfall per project and role, ranked by hours and coloured by percent.” Read-only Which move would ease the bottleneck? “Which resource move would ease the largest bottleneck? People in the bottleneck role with spare capacity, those without a schedule conflict first.” Read-only Licence Which projects exceed their planned costs? “Which projects exceed their planned costs? The cost variance against the baseline per project with a traffic light and the tasks behind the overrun.” Changes · undo Draw baseline and current plan costs as a bar chart “Costs against the baseline as a bar chart: baseline and current plan side by side per project, with the variance in amount and percent.” Changes · undo Which actions should be initiated now? “Which actions should be initiated now? An action plan from the dashboard traffic lights – each action with its triggering figure, rank and suggestion.” Changes · undo Licence Draw baseline and current plan costs for a period “Costs for a period as a column chart: baseline against current plan per project, spread by working time, with the extra cost above each pair.” Changes · undo Show the cost trend baseline and current plan per week “Cost trend per week: baseline and current plan as columns, below them both cumulative as lines on the same weekly axis.” Changes · undo