All people, companies and projects shown are synthetic Rillsoft sample data – from the shipped industry packages or, where stated, from a test project.
The prompt
When and where do the largest capacity bottlenecks occur? Read the staff capacity comparison per role at day scale in Rillsoft Project. First ask me for project or portfolio, period and unit. Calculate the shortfall per role and day and show it as a heatmap role × calendar week in one colour from light to dark, plus the ten largest bottlenecks and, per role, the longest phase with a shortfall. Summarise the result in three to five sentences with figures.Changes the project (one undo step)
Show the detailed prompt
Create a time-based bottleneck analysis per job role from Rillsoft Project.
First ask me for:
- Scope: project or portfolio (name the open one and let me confirm),
- Period: start and end (if I give none, suggest the next three months from the status date),
- Grouping: week, month for more than about 30 weeks,
- Unit: hours or person-days (name the one set).
Data:
- Staff capacity comparison, flat by role, absolute with capacity, time filter on the period, day scale.
- Per role and day the shortfall: demand minus supply, only if positive; summed per calendar week, plus the number of days.
- Check that the sum of all cells equals the shortfall over all roles and days.
- Do not recalculate anything from the plan; no statements about people.
Report:
1. Header with scope, period, unit and source.
2. Three to five key findings with figures: the largest bottleneck and its phase, the tightest week over all roles, where the ten largest bottlenecks lie, shortfall per month.
3. Heatmap: rows roles with a shortfall, largest first; columns calendar weeks with months above; cell with hours, one colour from light to dark, empty cell without shortfall; row and column totals; legend.
4. Table of the ten largest bottlenecks: role, week, hours, days.
5. Table of the bottleneck phases per role: from–to, weeks, hours, share.
6. Data basis and rules.
Reset the view afterwards and save nothing.In your words
- Winter half-year: Where and when are we shortest of capacity between November and February? Per role and week, please.
- Annual planning: Show me next year's bottlenecks as a heatmap per role and month.
- Project start: In which weeks and for which roles does it get tight if the new project starts in January?
What you need
- An open project or portfolio whose tasks carry job roles, and a resource pool with people in these roles.
- Answers to the AI’s questions: scope, period, grouping and unit.
- An AI client that can draw coloured tables or charts. Rillsoft Project supplies the figures.
- Read-only mode is not enough: the AI switches view, time filter and time scale – one undo step each; business data stays untouched, and at the end it resets the view.
What you get
A heatmap role × week, the ten largest bottlenecks, the bottleneck phases per role and key findings. In the test portfolio Machinery and plant engineering (five projects, status date 16 Nov 2026 and a backlog in two projects set for the test) the largest bottleneck is Electrical design in week 45/2026 with 160 hours; the role is short without a break from week 45 to 51, 7 weeks and 784 hours. The tightest week is week 50 with 296 hours in four roles.
The ten largest bottlenecks all lie between week 45 and week 52/2026. Per month, 800 hours are short in November, 768 in December, 360 in January and 88 in February. Assembly – Mechatronics technician has a short, hard bottleneck: 136 hours in week 52, three quarters of its whole shortfall. Before reporting, the AI checks that all cells together add up to the shortfall of all roles – 2,016 hours.
Why it is useful
Knowing that a role lacks capacity is not enough for a decision. Management needs to know when: a bottleneck over seven weeks calls for a different answer than one in a single week. Rillsoft Project calculates demand and supply per role and day; the heatmap turns that into one picture showing time and role together.How the answer is produced
The AI reads the staff capacity comparison per role at day scale with a time filter, calculates the shortfall per role and day and sums it per calendar week. From that it builds the heatmap, the ranking of the largest bottlenecks and, per role, the longest run of weeks with a shortfall. The totals per role are the same as in the overview Which roles are overloaded?.rillsoft_project_tree_get rillsoft_view_state_get rillsoft_view_state_apply rillsoft_timescale_apply rillsoft_analysis_report_get
Limits
The analysis describes roles, not people, and gives no reasons for a bottleneck. Supply counts qualification capacity, not heads. The shortfall of a week is the sum of its bottleneck days, not demand minus supply of the week. A list of bottlenecks per qualification and week comes from the prompt Capacity bottlenecks for the next three months; all 22 questions are in the catalogue. The product page of Rillsoft Project describes capacity planning. Related prompts:Try it
Get started- Industry package
Machinery and plant engineering.rpp- Product version
- Rillsoft Project 10 (Build 10.0.625)
- Last verified
- 2026-10-16
- Verification
- Figures and statements verified on the named sample package against the named product build – MCP session, view and report; German and English package with identical figures.