The document discusses resource management best practices for project and portfolio management. It covers the four As of resource management: availability, allocations, assignments, and actuals. Availability refers to how much time a resource can work. Allocations represent the agreement between resource and project managers. Assignments are estimates of work. Actuals reconcile time spent against estimates. The document provides examples and recommendations for effectively using these aspects of resource management.

1. World®
’16
CA Project & Portfolio Management
Resource Management Best Practices
Alyson Poston
CA Technologies
AMX67E
AGILE MANAGEMENT

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For Informational Purposes Only
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Abstract
Understanding what your people are working on and what their capacity
really is can be a struggle for even the most mature organization.
Allocations vs. Assignments? Actuals vs. Availability? How do
organizations drive value with CA PPM and unlock the resource
information they are looking for?
In this session, we will cover Resource Management best practices
including real-world examples of different resource management
models.
Alyson
Poston
CA Technologies

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Agenda
THE “4 A’S OF RESOURCE MANAGEMENT”
AVAILABILITY –NOT ALWAYS THE EASIEST
THE PLANNING HORIZON – HOW THEY ALL WORK TOGETHER
ALLOCATIONS – THE “HANDSHAKE”
ASSIGNMENTS – WHERE THE “RUBBER MEETS THE ROAD”
ACTUALS – DRIVING VALUE
1
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3
4
5
6

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Resource Management 101 – the 4 A’s of Resources
Availability
How much time a
resource can work
Actuals
“Trueing Up”
against the other 3
A’s
Allocation
The “Handshake” of
the resource
manager with the
project manager
Assignment
The “true estimate”
of the work

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Perceptions of Availability vs. Reality - Informal Poll
Time Spent
Meetings vacation/holiday project work other
Time Spent
Meetings vacation/holiday project work other

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Availability – The “Starting Point”
§ Client “A” - - Started everyone with a 6.5 hours of availability
– PROS
§ Assumed that everyone spends an hour and a half doing administrative work
§ Eliminates the need to identify “What” administration work looks like
– CONS
§ When everyone was putting an additional 2 hours to “admin” time, there
was lost visibility
§ Leadership grew frustrated and changed mind
§ Hard to reconcile against agile-type work
Client Use Cases

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Better Practice?
§ Realistic Availability?
§ Better Defined “Administrative buckets” - i.e. time to
applications, assets or an “other” list that is more
encompassing?
§ Using “To Be Hired” placeholders and requisitions in
planning?
§ Discussion – Best practices around sub-contractors?

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Allocations – Often the Most Misunderstood “A”
§ Traditional Project Management processes generally
recommend allocations as a way to formally drive resource
insight
§ But, that often doesn’t happen as folks just don’t know what
the work really looks like
§ When going with agile techniques, this becomes even more
complicated
“THE HANDSHAKE”

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Allocations - - a Better Practice?
§ Use % of FTE vs. Hours?
§ Drive a planning horizon where allocations are leveraged?
§ Don’t use allocations - just copy from assignments?
§ Discussion – What are you doing regarding
allocations?/customer examples

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Assignments – “Estimates to Complete”
§ Best Practices, Templates, and Estimates - - Oh my!
– Why templates help - - and when they don’t
– Working with Agile/Scrum and points?
§ Sometimes needs a “Wizard” approach - -
– Or a PMO to help get started
§ Drives Status - - and is essential to progress insight
“HOW LONG DOES IT REALLY TAKE?”

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Assignments – Better Practices?
§ Training folks on ETCs – How to use and how to update
– Training not working? Then do templates work?
§ Do you apply experience and actuals to future projects?
§ Why are assignments important?
§ How do you use estimates/assignments?
§ Does your leadership use assignments for insight?
§ How do you reconcile with agile/scrum work?

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Actuals – “Trueing up” against the other A’s
§ Here is the timesheet – not popular but necessary
§ The way to know you will survive an audit
§ Is still the best way to know how much time was truly spent
on the work
BUT – Folks don’t like doing time. - -Discuss?
“WHAT IT TOOK?”

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The Planning Horizon
FTEs
Often a head-count
swag “3 people” needed
Allocations
More information – “2
java developers and a
project manager”
Assignments
After estimates – drive
the assignments for
each team member
Actuals

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Recommended Sessions
SESSION # TITLE DATE/TIME
AMT02S CA PPM Vision & Roadmap 11/16/2016 at 12:45 pm
AMT03S Seven elements for strategic portfolio management
success: How and why Agile plays a key role in investment
strategies and portfolio management.
11/17/2016 at 12:45 pm
AMT07S
Pleasing customers with portfolio management that is
both strategic and agile
11/17/2016 at 4:30 pm

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Management
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Connect Strategy to
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Align Strategy &
Portfolios

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Questions?

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