How to set up different projects + intake with same resources

Hi there!

I am hoping that Smartsheet will prove to be the solution I am looking for, but I need a bit of help to get set up correctly.

I currently manage a Design team in a tech org, and I resource two types projects with my group:

- Long ongoing projects (these typically have one to two people assigned to them for 3 months at a time)

- Intake projects (these typically have one person assigned to each intake request once reviewed and assigned)

The resource pool is the same across both types of projects.

The way I am setting it up right now is:

- I have my resources/names in Smartsheet

- For the long ongoing projects I have created a sheet for each project and assigned resources to them for a duration of time. There are currently 4 ongoing projects.

- For the intake projects, I have a form set up where I added a few more columns, one of which is assigned to. 

My question is whether I have this set up correctly. And how can I report out things like:

- which resource is working across multiple projects

- which resource is overallocated

- what resource is free in 6 months or even 6 weeks from now

- how many projects am I resourcing my team on

- how can I see what projects come in but _need_ resources, requiring me to kick off a hiring process

The other way I was considering doing it was to have my intake form sheet be the source of truth, and add the long-term projects to that intake form sheet, but that doesn't seem right. 

Please help!

Thanks.