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4th December 2002 Resource Management - Is it worth it? © Catalystix Resource Management Resource Management Is it worth it? Is it worth it? Ian Simpson Ian Simpson

4th December 2002Resource Management - Is it worth it? © Catalystix Resource Management Is it worth it? Ian Simpson

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Page 1: 4th December 2002Resource Management - Is it worth it? © Catalystix Resource Management Is it worth it? Ian Simpson

4th December 2002 Resource Management - Is it worth it? © Catalystix

Resource Resource

ManagementManagement

Is it worth it?Is it worth it?

Ian SimpsonIan Simpson

Page 2: 4th December 2002Resource Management - Is it worth it? © Catalystix Resource Management Is it worth it? Ian Simpson

24th December 2002 Resource Management - Is it worth it? © Catalystix

ObjectivesObjectives

1. Review where Resource Management fits in Project Management

2. To discuss the key issue areas

3. To determine whether Resource Management is worth addressing

Page 3: 4th December 2002Resource Management - Is it worth it? © Catalystix Resource Management Is it worth it? Ian Simpson

34th December 2002 Resource Management - Is it worth it? © Catalystix

Aims Aims

1. To have the right resources working on the right projects

2. To achieve the optimal utilization of IT/business resources

3. To achieve the best productivity levels

To gain the benefits organisations need from their

projects

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44th December 2002 Resource Management - Is it worth it? © Catalystix

Two Aspects of Project DataTwo Aspects of Project Data

Invoicing

Staff Management

Recruitment

Financial Accounts

CorporateCorporate

Assets

TimesheetsPlanning

Estimating

Progress Reporting

ProjectsProjects

Process Managemen

t

Resource Manageme

nt

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54th December 2002 Resource Management - Is it worth it? © Catalystix

Is Resource Management a Is Resource Management a Problem?Problem?

• Budgets are tight

• IT is more than ever a set of specific expert areas

• 44% of IT departments do not measure utilization*

• 29% do no Portfolio Management * (balancing resources and managing contention across projects)

What are your issues?What are your issues?* Gartner/Dataquest 2002

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64th December 2002 Resource Management - Is it worth it? © Catalystix

Issues with Resources Issues with Resources ManagementManagement

1. Defining Roles and Related Activities

2. Aligning People and Projects

3. Unplanned reassignments due to slippage/changes

4. Staff Development

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74th December 2002 Resource Management - Is it worth it? © Catalystix

Defining Roles and Related Defining Roles and Related activitiesactivities

Problems:– Mistrust between Expert-areas and project team– Expert-areas setting up own walls – Plans do not match Expert-areas expectations– Unclear job descriptions/role definitions

Database Administrator

s

Technical Architects

Testing Team

Network Services

Security Operations

End User Reps

Core Project Team

Expert-areas

Developers

Page 8: 4th December 2002Resource Management - Is it worth it? © Catalystix Resource Management Is it worth it? Ian Simpson

84th December 2002 Resource Management - Is it worth it? © Catalystix

Defining Roles and Related Defining Roles and Related activitiesactivities

Planning

Analysis

Design

Test

Build

Implement

Network ServicesOperations Testing Team Security Database AdministratorsTechnical Architects

Expert-areas

AnalystsPMsWeb Designers

Communities of Practice

Interest areas

CoPs define: • Roles• Skills• WBS for their

involvement

Benefits:Process Management can show 30% improvements*

• Reduction of conflict/misunderstandings• Faster planning• Improved estimating *

Gartner

Page 9: 4th December 2002Resource Management - Is it worth it? © Catalystix Resource Management Is it worth it? Ian Simpson

94th December 2002 Resource Management - Is it worth it? © Catalystix

Aligning People and ProjectsAligning People and Projects

Problems:– ‘Hoarding’– New technology– Skills register– Career management– HR Department overlaps

PlaceResources

Review with PM

Time Measured in Hours

Ranked list of options

Project ManagersOr Staffing DepartmentBid for skills

Resource Need Identified by PM

Flow should be:

Resource/Skills Database

(Including External Resources)

Page 10: 4th December 2002Resource Management - Is it worth it? © Catalystix Resource Management Is it worth it? Ian Simpson

104th December 2002 Resource Management - Is it worth it? © Catalystix

Aligning People and Aligning People and ProjectsProjects

Staff Allocations

Staff Availability/ Requirements

Project Plan

Database

Updated plan

Portfolio Management

Resource Management

HR and Learning

Resources:Skills, Certifications, Application experience, Career Interests, Charge Rates, Utilization rate…

Plans:All current and planned projects

Portfolio:Compare plans to current resource profile

Benefits– Improved utilisation– Reduced staff turnover/less recruitment costs– Effective use of external consultants– Projects waste less time– Projects start earlier

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114th December 2002 Resource Management - Is it worth it? © Catalystix

Reassignments due to Reassignments due to Slippage/ChangesSlippage/Changes

Problems– Members of expert-areas are working

on multiple projects and slippage caused large ripple

– Ripple effect impacts rest of Portfolio

– Extra/replacement resources need time to get to speed

Page 12: 4th December 2002Resource Management - Is it worth it? © Catalystix Resource Management Is it worth it? Ian Simpson

124th December 2002 Resource Management - Is it worth it? © Catalystix

Reassignments due to Reassignments due to Slippage/ChangesSlippage/Changes

Benefits– Early warning allows preplanning and increased

utilisation– Reduced wasted time– Encourages ‘what if’ considerations

Staff Allocations

Re-Plan

Project Manager

Scheduler

Staff Availability

Actuals

Time Recording

Project Plan

Database

Updated plan

Portfolio Management

Resource Management

Project Team

Database:Allows impact of slippage to be seen across projects

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134th December 2002 Resource Management - Is it worth it? © Catalystix

Staff DevelopmentStaff Development

Benefits– Reduced staff turnover– Savings in recruitment– Motivated staff

Personal

plans

Scheduler

Actuals

Time Recording

Project Plan

DatabaseResource

Management

Employee Balanced Scorecard

Project Utilisation

70%

Personal Developme

nt10%

Asset Developmen

t10%

Departmental

Development

10%

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144th December 2002 Resource Management - Is it worth it? © Catalystix

ChallengesChallenges

• Strategic resource management requires strategic project plans

• Skills/Resource data collection and updating

• Plans that reflect real resource needs

• Updating of plans to show slippage early

Page 15: 4th December 2002Resource Management - Is it worth it? © Catalystix Resource Management Is it worth it? Ian Simpson

154th December 2002 Resource Management - Is it worth it? © Catalystix

Implementation ChallengesImplementation Challenges

Consider all aspects– Managerial

• KPIs for managers• Matrix management aspects

– Operational• Resource Manager• Process for working with Resource Manager

– Cultural• Training of staff• Change to shared resources

– Technical• Integration with current tools

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164th December 2002 Resource Management - Is it worth it? © Catalystix

Is it worth it?Is it worth it?

For development dept. of 100 people at £50,000 per year

• Process Management = £250,000 pa• Projects finish 5% earlier = £250,000 pa (+

benefits)• Reduced staff turnover costs = £100,000 pa

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174th December 2002 Resource Management - Is it worth it? © Catalystix

Trends in Tool SupportTrends in Tool Support

Invoicing

Staff Management

RecruitmentFinancial Accounts

CorporateCorporate

Assets

TimesheetsPlanning

Estimating

Progress Reporting

ProjectsProjects

Process Management

Resource Managemen

t

PSA/SPOPSA/SPO

• Tools make it easier and more accurate• Integration needed• Best of breed v Total integration

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184th December 2002 Resource Management - Is it worth it? © Catalystix

Core project management in centre surrounded by PMO and PSA/SPO functionality

Personal

plans

Staff Allocations

Project Team

Risks, Issues, Changes, Defects, Status Reporting etc.

Re-Plan

Project Manager

Templates, Components etc.

Budgets, Forecasts, Invoicing/

Charge back

Financial Systems

Kn

ow

led

ge

Man

ag

em

en

t Plan

Scheduler

Staff Availability

Actuals

Time Recording

Project Plan

Database

Updated plan

Asset Managemen

t System

Dashboard

Basic PMO Functionality

Full P

MO

Functio

nality

Integration with company

systems

Portfolio Management

Process /Method

Repository

Resource Management

Generic model of PM processes/toolset

Page 19: 4th December 2002Resource Management - Is it worth it? © Catalystix Resource Management Is it worth it? Ian Simpson

194th December 2002 Resource Management - Is it worth it? © Catalystix

SummarySummary

• Resource Management has many touch-points with Project Management

• Effective Project Management helps Resource Management and vice versa

• New tools make it easier

• Tools are not the full answer

• Measure your areas for improvement

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204th December 2002 Resource Management - Is it worth it? © Catalystix

www.catalystix.com