Hello everyone! Welcome to our presentation today…..The Resource Management Life Cycle – Effective Planning for Maximum Utilization. We have a few quick logistics to cover before we get started:First off- We are expecting a large audience today so we will not be able to open the line for questions; however, our webinar facilitator Morgan Meyer will be monitoring today’s presentation and will be answering questions via the chat module should you have any questions. You can also feel free to either reply to the webinar emails you have been receiving via gotowebinar or send an email to me directly and I will be happy to answer your questions as well. You can see my contact information at the bottom of the slide.That being said, all lines will be muted throughout the presentation.If for some reason you get distracted or pulled away during the webinar, no need to worry, we will be distributing the recording of today’s presentation to all registrants following the webinar. And finally, for those of you who need PDU information, we will be giving you that information at the conclusion of the presentation today.And with that, let’s get started!
For today’s agenda we will be covering the following topics:First and foremost, what is resource management and who is involved in the discipline?Once we cover the basics of resource management we will move on to the resource management life cycle and the five levels within it.And lastly, we will touch on some effective resource management tools that you can leverage within your organization to improve the resource management discipline, align to the resource management life cycle, and maximize resource utilization so that you can get more done successfully. Ok, so with that, let’s get into the details!
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 of 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 webinar I’m going to be referring to the management process for human resources and the five levels within it.
Unlike some project management processes, in order to complete the resource management life cycle, all resources must play a role. Each part of the life cycle could be owned by a different stakeholder and will vary from organization to organization. (click)Executive Management will play a key role in identifying and selecting the RIGHT work and projects for the organization to execute. In many cases, Executive Management will only be involved in resource management from a reporting and analytics standpoint. For example, which projects and work to include in the business portfolio based on resource management metrics and data?(click)In many organizations the PMO will be in charge of inputting resource data into the resource management tool. The PMO will play a key role in the first two steps in the resource management life cycle including planning resource roles and identifying which resources will fill them.(click)The project manager will be involved primarily with execution rather than the planning stage of resource management. Once the resources are assigned, the project manager will be accountable for resource performance. (click)The project team’s role is to collaborate with each other to foster a positive team environment. Shared knowledge and expertise will be a critical factor in delivering work successfully. (click)Team Member – The team member’s main role will be to get the work done!
Let’s take a look at the full resource management life cycle. As you can see in the graphic, this is a top down approach to managing your resources. To truly accomplish full resource management within your organization, all areas must be considered and accommodated. That being said, it is always wise to consider organizational maturity as it relates to resource management to ensure you are adopting the right amount of discipline and functionality at the right pace to ensure you are not introducing unnecessary risks. BTW, It is very common for users within your organization to be at different levels of maturity. One of the most important aspects of implementing and executing a new tool or discipline is that you understand your audience and their needs as well as their current processes in place to ensure that new technologies introduced will be easily adapted. Let’s touch on each level of the life cycle.
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, potentially establish 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.
Now it’s time to assign your project team. Before we do, we must look at all the factors involved in this process. Who is available and when? What competencies or expertise do the resources 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 resources for the project? In addition to the environmental factors, a roles and responsibilities document should be completed prior to assigning resources. An organization chart will also aid in this process when determining the resource assignments and when viewing the preliminary project schedule to see 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.
Resource Work 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.
Resource collaboration is a key practice in the way we work today. Working together on work deliverables allows us to streamline our work, deliver services, and increase overall productivity across the organization. It’s simple math really, more experienced resources working together equals less time. 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.
The last level 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. Resources must be able to gather their work, update their work, and monitor all related work and dependencies in one system.
Now that we’ve covered the discipline of Resource Management and the various levels within the life cycle, I’m going to go ahead and hand it over to Matthew Willey to discuss various Resource Management Tools that can be leveraged to help your organization effectively implement the resource management process. The tools will include: Resource PlannerResource AnalyzerResource GridFull Resource NegotiationsAssignment PlannerResource ReportsIt’s all yours Matt!
Great, thanks Matt! Thank you again for joining us for today’s presentation. If you would like to learn more about EPM Live, we welcome you to visit epmlive.com to access trials, webinars, white papers and videos. If you have questions regarding today’s webinar, please don’t hesitate to reach out to me directly, my contact information is listed on the screen. For those of you who need PDU information, the number is listed on the screen as well. With that we’ll say goodbye and we look forward to next time, have a great day!
The Resource Management Life Cycle-Effective Planning for Maximum UtilizationEmpowering Business Success Heather Champoux, PMP Director of EPM Live Marketing firstname.lastname@example.org
Agenda What is Resource Management? Who is Involved? The Resource Management Life Cycle Resource Management Tools
What is Resource Management?“Resource Management isthe efficient and effectivedeployment of anorganizations resourceswhen they are needed.” - Wikipedia
Who is Involved? Executive Management- Identifying and selecting the RIGHT work PMO- Planning and assigning resources Project Manager- Execution of work, controlling of resources Project Team- Collaboration and knowledge share Team Member – Get the work done!
Resource Management Life Cycle Resource Capacity Resource Allocation Resource Work Management Resource Collaboration Resource Task Management
Resource Capacity Planning Determine Identify Analyze Finalize Identify Estimated Potential and Adjust Plan for Generic Usage for Resource Resource Resource Roles Each Role Constraints Plan Allocation
Resource Allocation Match Verify Potential Confirm Resource Manage Candidates Assign Project or Assignment Future Shifts w/Needs Named Work with in Resource (skills, Resources Assignment Necessary Assignments availability, and Duration Parties etc.)
Resource Work Management Resolve Provide Manage Track Issues and Respond to Continuous Work Resource Mitigate Resource Feedback Assignments Performance Potential Changes and Status Risks
Resource Collaboration Define Shared Track Status Provide Teams Goals and and Real Time Efficient Tools Objectives Updates to Collaborate
Resource Task Management Monitor Overall Gather Work Provide Status Health of All Assignments and Updates Work and Dependencies
Thank You! For more information visit epmlive.com – Future webinars – Trial – White Papers – Video Overview For questions or comments: Heather Champoux, PMP email@example.com PDU information: PDU # = 2750-022113