Rediflow: a proposal for your organisation

Capacity and project planning can be demanding. Scattered spreadsheets, manual updates, and the constant question “who's doing what, and when?” — we get it. Here's what Rediflow offers and the impact you can expect.

Challenges you may recognise

If you manage projects or portfolios:

• Scattered data — Plans here, capacity there, reporting somewhere else. Reconciling takes time and invites errors.
• Uncertainty about capacity — Hard to see at a glance whether you have enough people, or where the gaps are.
• Manual, repetitive work — Copying figures, chasing updates, rebuilding reports when something changes.
• Limited visibility — Units or organisations in silos; cross-project planning is difficult.
• Staff in the dark — Employees can't easily see their own allocations; they rely on others to answer "where am I allocated?"

These challenges affect both efficiency and confidence in your plans.

What Rediflow offers

One place for project flow, portfolio flow, and one flow.

• Project flow — Work packages, tasks, milestones, deliverables, and capacity — everything for a project in one place.
• Portfolio flow — Demand and capacity across all projects and people in one view. No more hunting through files.
• One flow — A single source of truth. Update once; it flows through everywhere.

Feature flags — Using feature flags allows spot-on features for your organisation. Turn on person capacity when you track people, organisation visibility when you need role-based access, or keep the app focused on project-level planning when that's enough. See Feature flags for how to configure them.

A columnar web app that runs on your infrastructure (Podman or Docker + PostgreSQL). Most organisations already use these — no new stack required. No SaaS lock-in; your data stays with you.

Who Rediflow supports

Rediflow is designed for organisations that plan and track R&D or project portfolios. Different roles use different parts of the system.

Director (unit director)

A unit director (e.g. 200 people) needs to ensure everyone has work for the next year and to see demand vs capacity gaps during budgeting.

What Rediflow offers:

• Budgeting at a glance (Home) — When person capacity is enabled: quick links to underallocated people for next year, sales pipeline (pre-running projects), projects closing soon (capacity freed), and projects starting soon (capacity consumed).
• People with no work — One-click access to the People capacity view filtered for underallocated persons, with base month set to January of next year.
• Organisation capacity & demand — Per-organisation view of total person-months, free person-months, and non-done person-months; filter by organisation and use budget year presets (Current year, Next year).
• Budget year presets — On People (capacity table, by-project) and organisation capacity-demand: one-click “Current year” or “Next year” to jump to January of that year.

Directors typically use editor or admin permissions and, when visibility is enabled, organisation-scoped access to their unit’s projects and people.

RDI portfolio manager

A portfolio manager oversees multiple R&D projects across the organisation and coordinates capacity between units.

What Rediflow offers:

• Demand — Monthly person-months across all projects in one chart; filter by organisation (projects where organisation is Project Owner Organisation (POO) or partner).
• Upcoming — Milestones and deliverables across projects; filter by organisation.
• Projects list — Create, clone, filter by state and organisation; see lifecycle, dates, Project Owner Organisation (POO).
• Organisation capacity & demand — Aggregated Project plan (PROJPLAN), Estimated (EST), Actual; allocation periods and month lock when enabled.
• Portfolio role demand — When enabled: Full-time equivalent % by role across the organisation's projects.
• Capacity requests — Request capacity from another organisation (same legal entity); accept/reject workflow.

Portfolio managers typically use editor or admin permissions. With project visibility enabled, they see projects where their organisation is Project Owner Organisation (POO) or partner.

Project manager

A project manager plans and tracks a single project: work packages, tasks, milestones, deliverables, and capacity.

What Rediflow offers:

• Project → Settings — Duration, dates, project owner organisation (POO), lifecycle state, data quality check.
• Project → Work packages, Work breakdown structure, Work packages+Tasks — Structure, tasks, awarded person-months, lead organisation, POO role.
• Project → Milestones, Deliverables — Due months, types.
• Project → Capacity demand — Project plan (PROJPLAN), Estimated (EST), Actual person-months; chart; copy from PROJPLAN to Estimated.
• Project → Team — Assign persons to the project with allocation %; monthly overrides; team matrix.
• Project → Role demand — Plan Full-time equivalent (FTE) % by role per month (when enabled).
• Project → Roles capacity — Compare demand vs allocated by role.

Project managers use editor permissions. When visibility is enabled, they see only projects where their organisation is Project Owner Organisation (POO) or partner.

Employees (staff)

Employees are the persons in the system: their capacity, absences, and project assignments. Rediflow gives staff visibility into their own workload — no more asking "where am I allocated?"

How Rediflow supports them:

• My allocations — When OIDC (OpenID Connect) is enabled and a user is linked to a Person, they can log in and view their own rolling 12 months of capacity and project assignments. Staff see their workload at a glance.
• Assignment-only visibility — When enabled, a user linked to a Person sees only projects they are assigned to. Limited, read-only access to their own assignments.
• As data — Employees are modelled as persons with organisation, Full-time equivalent, employee group, and assignments. Project managers and directors manage this data.
• Person detail — When a user has access, they can view a person’s organisation periods, Full-time equivalent, assignments, and absences. No self-service by default; admins or managers maintain the data.

Employees who are linked to a user account can log in to use My allocations. In many deployments, project managers and directors manage allocation data; staff may also log in to view their own workload.

Estimated impact

Indicative estimates — your mileage will vary with setup and scale. Use these to assess value.

In practice

• Faster planning cycles — Update once; it propagates everywhere. No more "update the spreadsheet, then the deck, then the tracker."
• Earlier visibility into gaps — See when demand exceeds capacity before it becomes a crisis.
• Less frustration — Fewer "where is that number?" moments. Fewer late-night reconciliations.
• Stronger collaboration — Request/respond workflow keeps units aligned when sharing capacity.

Next steps

If this resonates:

1. Overview — What Rediflow is and how to get started.
2. Deployment overview — Run with Podman or Docker on your infrastructure.
3. Initial data entry — Step-by-step setup and first data.

Questions? support@rediflow.eu

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