A resource requirements template defines the types and quantities of resources — human, physical, and material — needed for each work package and project phase, providing the foundation for resource acquisition, scheduling, and cost estimation. According to the Project Management Institute (PMI), the resource requirements template feeds directly into the Resource Management Plan, schedule development, and cost estimation processes in PMBOK 8. Complete and accurate resource requirements are the prerequisite for building a realistic project schedule and cost baseline — underspecified requirements lead to resource gaps during execution that cause delays, quality problems, and unplanned cost increases. The resource requirements template is the quantified translation of project scope into the human and material assets needed to deliver it.

What are Resource Requirements?

A resource requirements template is a document that identifies what resources are needed to complete each element of the project scope. It specifies the skill sets, quantities, durations, and timing for human resources, as well as equipment, materials, and facilities required — enabling procurement planning and realistic schedule development. Resource requirements are derived from the WBS work packages through a process of analyzing each work package to determine what types and quantities of resources are needed, for how long, and when. The resource requirements template differs from the resource breakdown structure in that the RBS provides the hierarchical taxonomy of resource categories, while the requirements document quantifies how much of each category is needed for each element of the project. In PMBOK 8, resource requirements serve as the input to Estimate Activity Resources and are the basis for developing the resource management plan acquisition strategies and the resource breakdown structure quantities.

What's Included in This Resource Requirements Template?

• Resource Requirements by Work Package — For each WBS work package, the resource types required, the quantity of each type, the duration for which they are needed, and the timing within the project schedule when each resource must be available for assignment.
• Human Resource Requirements — Role title, required skill level, years of experience, specific certifications or qualifications needed, and the estimated effort in hours for each human resource type required to complete each work package.
• Physical Resource Requirements — Equipment type, specifications, quantity, rental or purchase decision, required availability dates, and any special handling, storage, or installation requirements for physical resources needed during project execution.
• Material Requirements — Consumable and supply quantities with specifications, required delivery dates, storage requirements, minimum order quantities, and supplier lead time estimates needed for procurement planning and schedule integration.
• Resource Sourcing Plan — For each resource type, the recommended sourcing approach (internal from existing staff, external contractor, procurement, rental) with the rationale based on availability, cost, capability, and strategic considerations for the organization.
• Resource Gaps and Risks — Identified shortfalls between required resource quantities and currently available or committed resources, with preliminary mitigation strategies and the schedule impact if the gaps cannot be resolved before the resources are needed.

How to Use This Resource Requirements Template (PMBOK 8)

1. Derive from the WBS and activity list — Use the WBS dictionary and activity list as inputs to resource identification, analyzing each work package to determine what resources are needed to complete it within acceptable quality and time parameters.
2. Validate with functional managers and procurement — Confirm that all identified resource types are available or procurable within the project timeline and budget before finalizing requirements. Unvalidated requirements create false planning confidence that collapses during execution.
3. Use as input to the Resource Breakdown Structure and cost baseline — Feed the confirmed quantities from the resource requirements template into the RBS for taxonomy coding and into the cost estimation process for labor rate and material cost calculations.
4. Review when scope changes are approved — Every approved scope change request must trigger a review of the resource requirements template to determine whether the change creates new resource needs, increases existing requirements, or allows reduction in previously planned resources.
5. Document gaps as project risks — Any gap between required and available resources that cannot be resolved through procurement or schedule adjustment must be formally documented in the risk register as a resource availability risk with an assessed impact on schedule and cost.

When to Create This Document (PMBOK 8)

The resource requirements template is created during the Planning Performance Domain, as part of the Estimate Activity Resources process. In PMBOK 8, it is a required output of resource planning that feeds into the resource management plan, schedule development, and cost estimation. The template is reviewed and updated whenever approved change requests modify project scope, when resource availability changes, or when schedule adjustments affect the timing of resource needs.

Related Templates

• Resource Management Plan Template
• Resource Breakdown Structure Template
• Project Team Assignments Template
• Basis of Estimates Template
• Sourcing Strategy Plan Template