Absence Rates Project Time (Annual) Calculator Examples
Worked annual absence-rate examples showing project hours lost, remaining team time, person-days, and FTE capacity impact.
These examples show how different team sizes, working patterns, and absence rates affect annual project capacity. They are planning illustrations rather than forecasts of actual attendance.
Small project team with a low absence allowance
Small delivery team planning a modest absence contingency.
Input Summary
Team size
5 employees
Working days per employee
220 days
Project hours per day
7.5 hours
Annual absence rate
3%
Calculation Breakdown
- 1Planned annual project hours5 × 220 × 7.58,250 hours
- 2Project hours lost to absence8,250 × 3 ÷ 100247.5 hours
- 3Available project hours8,250 − 247.58,002.5 hours
- 4FTE capacity lost5 × 3 ÷ 1000.15 FTE
Result Summary
FTE capacity lost
0.15 FTE
Absence Rates Project Time (Annual) Calculator
The team retains about 8,003 project hours after allowing for approximately 248 hours of absence.
Ten-person team with a typical planning allowance
Medium-sized team estimating annual delivery capacity.
Input Summary
Team size
10 employees
Working days per employee
220 days
Project hours per day
7.5 hours
Annual absence rate
5%
Calculation Breakdown
- 1Planned annual project hours10 × 220 × 7.516,500 hours
- 2Project hours lost to absence16,500 × 5 ÷ 100825 hours
- 3Project days lost825 ÷ 7.5110 person-days
- 4Available project hours16,500 − 82515,675 hours
Result Summary
Available project hours
15,675 hours
Absence Rates Project Time (Annual) Calculator
The annual absence allowance is 825 hours, leaving 15,675 hours available for project work.
Larger team with a higher absence rate
Larger cross-functional team with a 7% absence assumption.
Input Summary
Team size
30 employees
Working days per employee
215 days
Project hours per day
6 hours
Annual absence rate
7%
Calculation Breakdown
- 1Planned annual project hours30 × 215 × 638,700 hours
- 2Project hours lost to absence38,700 × 7 ÷ 1002,709 hours
- 3Available project hours38,700 − 2,70935,991 hours
- 4FTE capacity lost30 × 7 ÷ 1002.10 FTE
Result Summary
FTE capacity lost
2.10 FTE
Absence Rates Project Time (Annual) Calculator
The team loses an estimated 2,709 project hours and retains 35,991 hours, with lost capacity equal to 2.10 FTE on average.
Part-time project allocation with a short daily project window
Team members split their time between a project and operational responsibilities.
Input Summary
Team size
8 employees
Working days per employee
200 days
Project hours per day
4 hours
Annual absence rate
4%
Calculation Breakdown
- 1Planned annual project hours8 × 200 × 46,400 hours
- 2Project hours lost to absence6,400 × 4 ÷ 100256 hours
- 3Project days lost256 ÷ 464 person-days
- 4Available project hours6,400 − 2566,144 hours
Result Summary
Available project hours
6,144 hours
Absence Rates Project Time (Annual) Calculator
The team retains 6,144 project hours after allowing for 256 hours, or 64 person-days, of absence.
How to Read Your Results
Project time lost to absence is the estimated annual number of planned hours that may be unavailable.
Available project time is the planned annual total after the absence allowance has been deducted.
Person-days show lost hours using the daily project-hours input; they are combined team days, not calendar days.
FTE capacity lost shows the average annual capacity equivalent, not a prediction that a particular employee will be absent.
Use the results as an input to scheduling and resource planning alongside role coverage and timing considerations.
Assumptions & Important Notes
- The stated absence percentage applies to the planned project time for every team member.
- Working-day inputs already exclude planned non-working days.
- The same productive project hours per day are used for all people in each example.
- No additional capacity from overtime, contractors, or temporary cover is included.
Related Examples
Frequently Asked Questions
Can I use different project hours per day for different employees?
This calculator uses one average daily project-hours figure. For teams with very different allocations, calculate groups separately and combine the results.
How can I estimate absence impact for a part-time project?
Enter the average hours each person is actually planned to spend on the project per working day, rather than their full contracted hours.
Does a larger team always lose more time to absence?
At the same working pattern and absence rate, a larger team has more total planned hours and therefore more total hours lost, although the percentage loss is unchanged.
Why does the person-days result change when daily project hours change?
Person-days are calculated by dividing lost hours by project hours per day. The same hours represent more person-days when fewer project hours are planned each day.
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