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4th December 2002 Resource Management - Is it worth it? © Catalystix
Resource Resource
ManagementManagement
Is it worth it?Is it worth it?
Ian SimpsonIan 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
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
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
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
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
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
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
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)
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
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
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
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%
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
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
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
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
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
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
204th December 2002 Resource Management - Is it worth it? © Catalystix
www.catalystix.com