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Lower Costs and Increase ROI with Strategic Resource Planning
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Lower Costs and Increase ROI with Strategic Resource Planning

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  • Before we get into all the various levels of resource management, let’s touch on the basics. What is resource management? Wikipedia defines resource management as the efficient and effective deployment for an organization's resources when they are needed. The term “resources” does not always refer to human resources, but all resources that need to be considered when scheduling a project activity. For the purpose of this webcast we are going to be referring to the management process for human resources and the five areas within it.
  • Capacity planning helps to ensure that resource capacity meets current and future business requirements in a cost-effective manner. In the Capacity planning stage you will need to identify all the roles needed for the given project or work effort at hand. For example, which organizations or departments will be involved in your project? This will help you establish the structure for your project and potentially how your tasks will be organized and even identify security constraints. What disciplines and skill sets are required to complete your project? Without the proper skill sets and expertise, particular tasks may require more training, longer term times, possibly even result in rework. Effective resource management relies on the fact that these factors have all been considered prior to selecting your resources. Once you have determined your generic roles, you will need to determine the quantity of each role needed as well as the timeframe. As this information is obtained, you will then be ready to analyze your plan, make adjustments and prepare for actual named assignments. Let’s take a look at how you can accomplish Resource capacity in SharePoint.
  • Here you will notice that we are leveraging SharePoint’s new 2010 ribbon to initiate our resource planning process. As you (click) on “edit resource plan” your resource plan will be launched. Any work item or project in SharePoint can have a resource plan assigned. You can then assign roles or generics to your project or work item. Associated with your role can be any other attribute defined such as the department field you see here. You can plan your resources using hours or FTEs. At the bottom of the resource plan you will see capacity hours as well as hours overallocated against capacity. In this example you can also see various candidates that are potential matches for the roles needed.
  • You can also use a resource modeler to analyze different scenarios by performing what if analysis and shifting project and work schedules to find the perfect project sequencing.
  • You can also use a resource modeler to analyze different scenarios by performing what if analysis and shifting project and work schedules to find the perfect project sequencing.
  • If you are looking for a more visual presentation of resource capacity data, you can leverage resource capacity reports built directly in SharePoint to analyze your current resource needs and all potential risks associated.
  • Now it’s time to assign your project team. Before we do, we must look at all factors involved in this process. Who is available and when are they available? What competencies or expertise does the resource possess? Have they worked on a similar project in the past and if so how well did they perform? Are they interested in working on the defined project and finally how much will it cost to obtain the resource for the project? In addition to the environmental factors a roles and responsibilities document should be completed prior to assigning resources. An org. chart will also aid in this process when determining the resource assignments as well as the preliminary project schedule to view when each resource is needed and for how long. In many cases the project team members are known in advance. In other instances you may need to be prepared to enter a negotiation process with functional managers or maybe even other project managers should the resource be currently working on other projects. In this case, project priorities and benefits may be weighed to determine which project has the greater need for the requested resource. In many cases, if project teams are already over allocated, there may be a need to consider acquiring resources from a 3rd party vendor or consulting firm. You may also consider whether or not having a virtual team will be adequate for your resource management needs. After resources are assigned and confirmed you will need to be prepared to manage all future changes that could potentially come into play to ensure your plan is flexible and scalable to handle unexpected shifts in resource demand and allocation. Let’s look at some of the tools that can help you in the resource allocation process.
  • Here you can see the projects the resources are assigned to in your resource plan and how they are measuring against capacity. If you notice in the bottom right hand corner of the capacity view you see a dropdown menu with the word “remaining” in it. You can create multiple views to show the information that is important to you when making your allocation decisions. You can also view the % match information when determining how well resources fit into the initial resource requirements.
  • In addition to SharePoint and WorkEngine, your project teams may also be leveraging scheduling tools such as Microsoft Project to manage their schedules. WorkEngine supports the use of Microsoft Project to create detailed resource allocations.
  • Resource Management is an ongoing process in the resource management life cycle that begins with allocation and ends at the completion of the final project or work deliverable. This stage in the life cycle is typically managed by the project manager. This process includes managing all assignments, tracking team member performance, providing project feedback and status, resolving issues and risks, and coordinating changes to enhance project performance. All of these tools necessary for project execution and management are also essential to your resources. As with any work or project deliverable, time, resources and costs must all be considered together in order to effectively and successfully deliver a project. Let’s take a look at some of the tools available to assist with this stage in the life cycle.
  • You can also leverage a SharePoint-based resource planner to combine resource workload on both project and non-project work in a single dynamic view. All resource assignments in this view can be created through a Microsoft project schedule, an online work planner, or any list in SharePoint. This allows Resource Managers and Project Managers to have a true picture of resource workload across all their projects and work items in SharePoint. You can also view Resource Availability by Time-phase, perform What-If Analysis on Resource Workload and Availability, and group resources by various Attributes such as Department, Skill, Role, etc.  
  • If you are using Microsoft Project to assign your resources, you can leverage WorkEngine’s Project Publisher tool that allows you to take your schedules, built in Microsoft Project, and publish them directly to SharePoint. For less complex projects, you can usethe online work planner tool to createyour tasks directly into SharePoint.
  • You can also leverage a SharePoint-based resource planner to combine resource workload on both project and non-project work in a single dynamic view. All resource assignments in this view can be created through a Microsoft project schedule, an online work planner, or any list in SharePoint. This allows Resource Managers and Project Managers to have a true picture of resource workload across all their projects and work items in SharePoint. You can also view Resource Availability by Time-phase, perform What-If Analysis on Resource Workload and Availability, and group resources by various Attributes such as Department, Skill, Role, etc.  
  • At the highest level, you can take any work item or task in SharePoint and utilize various resource tools to ensure your resources are available. Once assigned you can also check resources for overallocation and adjust assignments where needed.
  • Once again if you are looking for a more visual presentation of resource data, you can leverage resource capacity reports built directly in SharePoint to analyze your current resource assignments and all potential risks associated.
  • Resource collaboration is a key practice in the way organizations work today.  Working together to deliver project and work deliverables that otherwise may not be reached by working alone, allow organizations to streamline work, deliver services and increase overall productivity across the organization. Resource collaboration is a critical stage in resource management. If your resources aren’t communicating and they aren’t working towards a shared understanding of goals, carefully putting together a resource plan pre-execution will be less productive. Resources must communicate in order to keep projects and work on track. When defining the tools to implement for resource management, ease of use and flexibility are essential to ensure high user adaption and effective collaboration. Let’s take a look at some of the various ways teams can collaborate using SharePoint.
  • WorkEngine has pre-built SharePoint project workspace templates that help teams Manage all project work in one central location. These collaboration workspaces are available for various verticals and multiple methodologies to ensure there is a solution that is right for every team. These templates bring best practice project and work collaboration disciplines to all team members and ensures that all teams have the tools needed to keep control of deliverables to help ensure successful delivery on all work items.
  • Schedules can be updated and shared via SharePoint for familiar, easy to use schedule collaboration . Schedules can be updated directly in SharePoint and then fed back to your Microsoft Project schedule. You can also share your online work planner schedules for the same easy to use collaboration.
  • Teams can also use a SharePoint based time tracking tool that will allow them to update % complete and actual hours in one location making time reporting and statusing a simple, centralized task. Any work item or list item in SharePoint can be added to timesheets. Project managers can then use that information to update their schedules and keep all teams updated with current status and potential risks. (click) you can also open the work log and add additional notes to ensure that all critical information is shared and visible for the required audience.
  • All lists that contain critical tasks or work items can be rolled up from all of your SharePoint sites and shared in one location regardless of the type of work. This gives teams first hand visibility into current status or state of all work assigned to their team, making collaboration with team members even easier.
  • The last stage of the resource management life cycle focuses on those accountable for individual work items. We all have project work or various work items that we must complete and most likely that work is combined with our own personal to do list as well. In order to be the most productive, resources need a tool that will handle all of their work tasks and any personal tasks they may have in one location. In SharePoint you can do just that. Gather your work, update your work and monitor all related work and dependencies in one system.
  • Resources can also use the reminder webpart to get an overall view of all work and status. They can also set up their own individualized alerts to receive status on any list in SharePoint that they want to track.
  • At the highest level, you can take any work item or task in SharePoint and utilize various resource tools to ensure your resources are available. Once assigned you can also check resources for overallocation and adjust assignments where needed.
  • Add other reports here
  • In today’s webcast we covered all the different stages of the resource management life cycle as well as the various tools to implement them including Microsoft SharePoint, Microsoft Project, Microsoft SharePoint and WorkEngine.

Lower Costs and Increase ROI with Strategic Resource Planning Lower Costs and Increase ROI with Strategic Resource Planning Presentation Transcript

  • Lower Costs and Increase ROIWith Strategic Resource PlanningEmpowering PPM Work Management Success Jim PattersonWebinar Series jpatterson@epmlive.com
  • What is Resource Management?The efficient and effective deployment for anorganization’s resources when they are needed Right Resources Right Right Time Work Confidential
  • Resource Management Lifecycle • Long-range, strategic planning Capacity Planning • Organization/Department Program & Project • Identification of projects/programs Resource Allocation • Prioritization and scheduling Operational Work • “Keep-the-lights-on” activity management Management • Support, internal group projects Task Management • Individual task assignments & Collaboration • Skills assessment Confidential
  • Work is Everywhere Action ApplicationProject Tasks Items Issues Backlog Documents Defects Approvals User Recurring Stories Maintenance Incidents Changes Deliverables Testing Bugs Confidential
  • Disconnected Systems & Processes Service Application ProjectManagement Management Management • Requests • User Stories • Tasks • Problems • Defects • Issues • Changes • Tasks • Changes • Testing • Actions • Maintenance • Work is managed by parallel processes • Multiple entry points of work that is associated • Departmental silos enforcing their own processes, priority and deployment Confidential
  • The Solution Schedule Enterprise Work Capabilities Portfolio Managemen Resource Financial Time Business Management t Management Management Management Intelligence Project Portfolio IT Service Application Lifecycle Asset Management Management Management Management Site Apps (Work Processes) Build Your Own Projects Accounts Opportunities Contracts Incidents Maintenance To-dos Actions Approvals Changes Bugs Tasks Backlogs Issues Applications Deliverables Documents Service Requests Defects Work Features Confidential
  • All IT Work Together Business Value Applications Services Projects Incidents Service Portfolio Projects Incidents, Changes, Problems Reporting Changes Metrics Dashboards Select Application Portfolio Status Reports Work Releases, Backlog, Test Cases Execution Demand Resource Management Work Management Time Management Project Portfolio Projects, Tasks, Issues, RisksFunnel All Work Through a Common Governance and Control Structure. Confidential
  • Enriched Feature Set Confidential
  • Resource Capacity Capacity Planning Program & Project Resource Allocation Operational Work Management Task Management, Collaboration, Progress Reporting Determine Identify Analyze FinalizeIdentify Estimated Potential and Adjust Plan forGeneric Usage for Resource Resource Resource Roles Each Role Constraints Plan Allocation Confidential
  • Resource Capacity Plan Confidential
  • Resource Analyzer Confidential
  • What-If Modeling Confidential
  • Resource Capacity Reports Confidential
  • Resource Allocation Capacity Planning Program & Project Resource Allocation Operational Work Management Task Management, Collaboration, Progress Reporting Match Potential Confirm Project or Work Verify Resource Manage Future Shifts inCandidates with Needs Assign Named Resources Assignment and Assignment with Resource Assignments(skills, availability, etc.) Duration Necessary Parties Confidential
  • Resource Allocation Confidential
  • Resource Allocation Create Task ListBuild Your Team Assign Resources Confidential
  • Resource Allocation Confidential
  • Resource Work Management Capacity Planning Program & Project Resource Allocation Operational Work Management Task Management, Collaboration, Progress Reporting Resolve Provide Manage Track Issues and Respond to Continuous Work Resource Mitigate Resource FeedbackAssignments Performance Potential Changes and Status Risks Confidential
  • Work is EverywhereCollect Select Plan Execute Track Actions Requests Risks Tasks Backlog Issues Documents Maintenance Incidents Defects ApprovalsChanges Problems Opportunities Changes Deliverables Punch Lists Bugs Confidential
  • Waterfall Projects Confidential
  • Microsoft Project Plans Confidential
  • Agile/Scrum Projects Confidential
  • Unstructured Work Items Confidential
  • Resource Work Management Confidential
  • Resource Collaboration Capacity Planning Program & Project Resource Allocation Operational Work Management Task Management, Collaboration, Progress Reporting ProvideDefine Shared Track Status Teams Goals and and Real Time Efficient Tools Objectives Updates to Collaborate Confidential
  • Resource Collaboration Confidential
  • Resource Collaboration Confidential
  • Time Management Report time-phased actual work on any Understand Where People Are SharePoint Work Really Spending Their Time item Save, Submit, Select Period, Add, Remove Timesheet Items Capture special time categories such as billable, non- billable, regular, over time, and more Confidential
  • Work Log Confidential
  • Resource Collaboration Confidential
  • Social Collaboration Keeping Everyone Informed & Up-to-Date Confidential
  • Resource Task Management Capacity Planning Program & Project Resource Allocation Operational Work Management Task Management, Collaboration, Progress Reporting MonitorGather Work Provide Status Overall HealthAssignments and Updates of all Work and Dependencies Confidential
  • My Work Increase the effective working Manage and Track All Your Work time Demands In Your Organization Increase team members’ Initiate Plan Execute Control Close ownership and Tasks Actions Risks accountability of ECM this process Issues Documents Punch Lists Contracts Increase control over the execution Meetings Defects of work Deliverables Bugs Approvals Changes Invoices Managers have Procurements more visibility into work priorities Confidential
  • Resource Task Management Confidential
  • All Work Assignments Confidential
  • Reporting Gauge overall Make The Right Decisions On progress of the various work Data You Can Trust investments throughout their lifecycle Identify trends over time to understand and improve your business Review comprehensive, real- time information to ensure effective decision making Confidential
  • Demodemo Confidential
  • Resource Management Resource Capacity Resource Allocation Resource Work ManagementResource Collaboration & Task Management Confidential
  • Resource Management Get People Working On The Right Work Analyze and assign At The Right Time resources to work based on skill, availability, and location More accurately forecast staffing needs Understand current and long-term skill gaps View strategic resource utilization Confidential
  • Business Value Proposition No need for separate, expensive applications Generate increased value from the investment in SharePoint Increased efficiency by workers getting all work in a single solution Opportunity to retire multiple solutions that can be handled in one Confidential
  • Next Steps Get Started Today Visit epmlive.com today Contact us at info@epmlive.com Toll free: 1-855-EPM-Live Confidential
  • App Marketplace Introducing the First PPM App Marketplace on the Market with Fully Integrated Work Solutions to Meet Every Business NeedService Management Program Management Product Management IT Management Confidential
  • Thank youEnterprise Project Portfolio & Work Management for Everyone