Making timeCreating resource capacitywithout hiring by Chris VandersluisProject Management 2012: Findings of the year
Chris Vandersluis, President HMS   Mr. Vandersluis is the president and founder    of HMS Software based in Montreal, Can...
HMS Software History 1984          HMS Software founded. First project: automating the project office at Philips          ...
The Project Management Triangle                s             ce                            Tiim                           ...
How to solve Capacity challenges In theory are three ways to solve a  resource capacity planning challenges:        1. Ad...
The Resource Challenge No one has an abundance of resources …nor should they          “Project Management is doing a      ...
Project Management is working In the last 30 years project  management has advanced as a  discipline and it makes a diffe...
So problem solved… yes? Unfortunately… no Resource Capacity Planning remains  one of the most significant  organizationa...
What organizations try Yet the resource challenge remains.  How do organizations try to solve this  challenge?        1. ...
The untapped resource Project management personnel tend  to focus on improving efficiency within  their scope of influenc...
Where does the time go? Some common categories where time is spent excessively include: Bureaucracy Maintenance Legacy ...
Example 1: Inter-office transport© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca   Project Management 2012: Fi...
Management decisions 1. “Starting immediately all project    personnel will be co-located to the    maximum extent possibl...
TimeControl charge breakdown
TimeControl timesheet example
Results of less inter-office travel                          Total savings: for 1 year: $4,471,667                       O...
Example 2: Reduce bureaucracy  In a 6000 person staff, 1/3 of the workers   were sub-contractors  Approving timesheet in...
Management decisions Deploy a single timesheet  (TimeControl) and have all workers  use it including both internal and  e...
Results of one timesheet Sub-contractor invoice approvals  reduced to less than 5 days Company therefore negotiated an  ...
Example 3: Excessive “Maintenance” A US university did an assessment of  its portfolio of IT projects It determined that...
Overloaded project staff
Current only: Resource Leveled
Maintenance dominates    Projects                Admin      Maintenance
Maintenance details
Management Decisions Reduce supported databases to 3 Outsource email for free to EDU  (over 15,000 email addresses) Red...
With new resource capacity!                     Before new capacity                       After new capacity
Other places to “create” time Portfolio Selection through stage  gating to work only on the best  projects Cancelling ba...
Cancelling bad projects Objective: What has projects end up in  management review? Discovery: Projects which would  ulti...
Stage Gating Project Review     Project has     exceeded a      threshold   Does the project       Cancel the      still m...
Example 4: Data-mining the timesheet  Objective: Which projects had the least staff   turnover and what information in th...
TimeControl Key Features Easy web interface             Vacation Approvals and a mobile Interface         Links to Pro...
Links to Project Management
TimeControl Mobile Blackberry iPhone Android Windows7 Mobile© 2011 Heuristic Management Systems Inc. www.hmssoftware.c...
Links to HR, Project Mgt and Finance HMS Software is a Technology Alliance  Partner with Primavera and a Gold Certified  ...
Some more HMS clients
TimeControl works in manyindustriesEngineering/Construction   Defense / Aerospace          TelecommunicationsAecon Constru...
Conclusions There is often resource capacity that  can be capitalized on internally Start by using a single timesheet fo...
Thank you! For more information:To find out more about TimeControl:                                                       ...
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Управление ресурсами проекта: опыт Северной Америки. Making time. Creating Resource capacity without hiring.

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Как увеличить число сотрудников проекта, не нанимая их (зарубежный опыт сокращения издержек проекта)

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Управление ресурсами проекта: опыт Северной Америки. Making time. Creating Resource capacity without hiring.

  1. 1. Making timeCreating resource capacitywithout hiring by Chris VandersluisProject Management 2012: Findings of the year
  2. 2. Chris Vandersluis, President HMS  Mr. Vandersluis is the president and founder of HMS Software based in Montreal, Canada.  Over 28 years experience in the automation of enterprise project management and enterprise timesheet systems  Economics degree from Montreal’s McGill University  Member of the Project Management Institute (PMI) since 1986  Founder of the Montreal chapter of the Microsoft Project Users Group (MPUG).  Five years on Microsoft’s EPM Partner Advisory Council  Author of the popular blog: EPMGuidance  Writing has appeared in publications including:  Fortune Magazine  Microsoft’s Technet  American Management Association’s Project Management handbook  PMI’s PMNetwork  Computing Canada, and PM Times magazines.© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  3. 3. HMS Software History 1984 HMS Software founded. First project: automating the project office at Philips Information Systems and creating a project timesheet 1985 HMS becomes a Welcom Software alliance partner 1994 HMS releases TimeControl 1.0 1995 HMS releases TimeControl 2.0 for Windows 1995 TimeControl published with links to Microsoft Project 1995 HMS joins Microsoft Project Solution Partner program 1997 HMS becomes a Primavera Technology Alliance Partner 1997 HMS releases TimeControl 3.0 as a client/server product 1999 HMS releases first web timesheet interface for TimeControl 2001 HMS releases TimeControl 4.0, a full web-based version 2004 HMS named as a Premier Microsoft Project Solution Provider 2005 HMS becomes a Microsoft Gold Certified Partner 2006 HMS named as a “First to Market partner” by Microsoft 2007 HMS releases TimeControl Industrial 4.7 2007 HMS releases TimeControl 5.0 2008 HMS becomes Deltek ISV Alliance Partner 2009 HMS releases TimeControl Industrial 5.1 2010 HMS becomes Oracle Gold Partner 2010 HMS releases TimeControl 6.0 2011 HMS releases TimeControl Mobile 2012 HMS releases TimeControlOnline – Hosted TimeControl in the Cloud© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  4. 4. The Project Management Triangle s ce Tiim Tm ur e e so Re Scope
  5. 5. How to solve Capacity challenges In theory are three ways to solve a resource capacity planning challenges: 1. Add capacity hiring/contracting In a challenging economy this is unacceptable 1. Reduce the amount of work When competition is tough, you must add work. Reducing work is unacceptable 1. Do the work slower In a global economy, working slower is unacceptable© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  6. 6. The Resource Challenge No one has an abundance of resources …nor should they “Project Management is doing a defined scope with insufficient resources” – Ken Mattingly, NASA© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  7. 7. Project Management is working In the last 30 years project management has advanced as a discipline and it makes a difference Projects are managed more effectively Staff are allocated more effectively The right projects are often prioritized more effectively© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  8. 8. So problem solved… yes? Unfortunately… no Resource Capacity Planning remains one of the most significant organizational issues and this is regardless of the status of the economy When the economy is challenged, staffing is reduced When the economy is booming, skilled resources are scarce© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  9. 9. What organizations try Yet the resource challenge remains. How do organizations try to solve this challenge? 1. Automate Purchase an EPM or PPM system in the hopes that projects will be more effective 2. Implement EPM/PPM processes Implementing EPM/PPM processes with or without automation will hopefully improve project efficiency 3. Push the staff to overtime/more work© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  10. 10. The untapped resource Project management personnel tend to focus on improving efficiency within their scope of influence There is often a surprising level of effort being expended on non-project activities How can the Project Management Office harness some of this time?© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  11. 11. Where does the time go? Some common categories where time is spent excessively include: Bureaucracy Maintenance Legacy system support (Particularly in IT)© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  12. 12. Example 1: Inter-office transport© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  13. 13. Management decisions 1. “Starting immediately all project personnel will be co-located to the maximum extent possible” 2. “If many project team members must travel to a meeting with one executive then that executive will travel not the entire team”© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  14. 14. TimeControl charge breakdown
  15. 15. TimeControl timesheet example
  16. 16. Results of less inter-office travel Total savings: for 1 year: $4,471,667 Or the equivalent of hiring 156 people!© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  17. 17. Example 2: Reduce bureaucracy  In a 6000 person staff, 1/3 of the workers were sub-contractors  Approving timesheet invoices took 8 weeks and included:  Reconciling sub-contractor timesheet information with internal timekeeping records which arrived in numerous formats  Adjusting sub-contractor invoices to match reconciled timesheet information  This took key project personnel, supervisors and finance personnel© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  18. 18. Management decisions Deploy a single timesheet (TimeControl) and have all workers use it including both internal and external staff Approve time each week and give the sub-contractor companies access to the timesheet data of their own staff© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  19. 19. Results of one timesheet Sub-contractor invoice approvals reduced to less than 5 days Company therefore negotiated an early payment discount of 2% and saved over $2.4 million or the equivalent of hiring over 60 people Company saved 1200 hours per week in more efficient invoice and timesheet approvals or the equivalent of hiring more than 30 additional people© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  20. 20. Example 3: Excessive “Maintenance” A US university did an assessment of its portfolio of IT projects It determined that its current and projected projects for the coming year were the equivalent of approximately two years of resource capacity© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  21. 21. Overloaded project staff
  22. 22. Current only: Resource Leveled
  23. 23. Maintenance dominates Projects Admin Maintenance
  24. 24. Maintenance details
  25. 25. Management Decisions Reduce supported databases to 3 Outsource email for free to EDU (over 15,000 email addresses) Reduce legacy applications Use Portfolio prioritization to gateway new projects Results: increase of project resource by over 50%!© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  26. 26. With new resource capacity! Before new capacity After new capacity
  27. 27. Other places to “create” time Portfolio Selection through stage gating to work only on the best projects Cancelling bad projects Data mining timesheets for non-productive bureaucracy e.g.: Reporting that serves on purpose Excessive meetings that are not effective© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  28. 28. Cancelling bad projects Objective: What has projects end up in management review? Discovery: Projects which would ultimately fail were identified early and more latitude was available to cancel them. Result: Staff were able to move onto more successful projects and an increase in resource capacity of over 10% was realized© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  29. 29. Stage Gating Project Review Project has exceeded a threshold Does the project Cancel the still meet project business criteria? Pause project for Make project staff rework and available for other re-assessment projects
  30. 30. Example 4: Data-mining the timesheet  Objective: Which projects had the least staff turnover and what information in the timesheet could be correlated  Change: An increase in internal training resulted in higher employee satisfaction lower staff turnover and an increase in the productivity of staff who were more experienced and did not need to spend time training new staff.  Result: An increase in over 10% of resource capacity© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  31. 31. TimeControl Key Features Easy web interface  Vacation Approvals and a mobile Interface  Links to Project Mgt Install on premises or  Microsoft Project subscribe to hosted service  Project Server online  Oracle-Primavera Multi-browser support  Deltek OpenPlan & Cobra Multilingual  Links to ERP/Finance Flexible architecture  SAP Supports SQL Server,  Oracle Financials MySQL, Oracle  Dynamics Expense tracking  Others… Matrix Approvals  Government compliance  DCAA Automated Approvals  European Time Directives Flexible Reporting  SOX, FMLA, Others…
  32. 32. Links to Project Management
  33. 33. TimeControl Mobile Blackberry iPhone Android Windows7 Mobile© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  34. 34. Links to HR, Project Mgt and Finance HMS Software is a Technology Alliance Partner with Primavera and a Gold Certified Microsoft Partner TimeControl includes direct integration with popular project management systems such as Microsoft Project and Project Server, Deltek Open Plan and Cobra and Primavera. You can move data on a scheduled or on-demand basis Supports multiple project management systems and versions simultaneously Customizable import/export function to interface with virtually any finance or ERP system including SAP, Oracle Financials, PeopleSoft, Microsoft Dynamics and other HR and Finance systems© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  35. 35. Some more HMS clients
  36. 36. TimeControl works in manyindustriesEngineering/Construction Defense / Aerospace TelecommunicationsAecon Construction Bombardier Inc. Cable & Wireless BartelAeroInfo CAE Electronics EricssonKoch Business Solutions General Motors Diesel EXFOKongsberg Devotek Lockheed Martin MotorolaThompson Beta Rolls Royce Philips Semiconductors SAAB SARA AmsterdamGas / Utilities Stratos GlobalGulf South Pipeline GovernmentAcergy Dutch Railways FinancialPetrocon Government of Saskatchewan Standard LifeVenCorp Railway Procurement Agency Development Bank of One (UK)Manufacturing Health/PharmaceuticalAlcan Technology Boehringer IngelheimParker Hannifin Arivia Azko Nobel (Organon)Dofasco CSI Piemonte RTS ThurnallGeorgia Pacific DRS Power Control Tech UK National Health ServiceJohn Deere EDS (NHS)Magneti Marelli Face Technology Canadian Institute for HealthMercury Marine Fuel Plus Software InfoTennant GE Access IogenWagner Spray Tech Lockheed Martin RegistratVision Systems Positron Psion Techlogix DRUCK Ltd
  37. 37. Conclusions There is often resource capacity that can be capitalized on internally Start by using a single timesheet for both project and non-project work Look for: Big slices of time then drill down for detail Excessive bureaucracy Also consider Stage gating to catch failing projects Portfolio selection of the best projects© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year
  38. 38. Thank you! For more information:To find out more about TimeControl: www.timecontrol.comTo find out more about our hosted TimeControlOnline: www.timecontrol.netTo try TimeControl for free: Freetrial.timecontrol.comTo reach HMS Software: info@hmssoftware.caChris Vandersluis’s blog: www.epmguidance.com© 2011 Heuristic Management Systems Inc. www.hmssoftware.ca Project Management 2012: Findings of the year

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