Ihor Pavlenko: PMO Resource Management (UA) Lemberg PMO School 2024 Website – https://lembs.com/pmoschool Youtube – https://www.youtube.com/startuplviv FB – https://www.facebook.com/pmdayconference

2. 9 years in IT, 6 of them in management
positions.
Currently work at AltexSoft - a consulting and
technical solutions company.
Lecturer of PMO school for the last year.
Let’s connect

3. WE HAVE PROJECTS
WE DON’T HAVE
ANY PROJECTS
2 PROBLEMS OF
RESOURCE MANAGEMENT

4. HOLISTIC
APPROACH
The holistic approach to Resource Management is crucial for its
success in terms of the organization. It is about seeing the whole
picture of business, taking into account external threats, market
conditions, other departments, and strategy.

5. ITIL SERVICE VALUE SYSTEM

6. ITIL SERVICE VALUE CHAIN

7. SUPPORTIVE Can’t influence resource management due to
the limited responsibilities of PMO.
Still can barely handle resource management
due to the lack of responsibilities. But can
provide valuable suggestions to those who are
actually doing resource management.
That’s it! The Directive PMO can control
resource assignments, and update its own
processes and capabilities to make this
process more effective.
PMO TYPES
CONTROLLING
DIRECTIVE

8. STRATEGIC Affects our decision-making process because
of extra conditions and decisions to be made.
The normal planning horizon for any business.
We should carefully think about the possible
actions, and outcomes and regularly review
these projects. ,
Here and now. Usually, these objectives are
aimed at increasing effectiveness at a specific
point.
BUSINESS OBJECTIVES
LONG-TERM
SHORT-TERM

9. RESOURCE
MANAGEMENT
FRAMEWORK
Resource Management Framework is a structured approach and
set of processes designed to effectively allocate, manage, and
optimize the utilization of resources (human, financial, material,
etc.) across multiple projects or initiatives within an organization.

10. THE PLANNING PROCESS
There should be a certain process of planning of new
projects, sales opportunities, resources, profit & loss,
salaries, etc.
If you don’t have such a process - the first thing to do
is to create it, and then improve it. The resource
management process without planning is pure chaos.

11. EXTERNAL HIRES Time consumable. We can’t hire a good
PM/Dev/QA/etc. very quickly.
Hires from other departments. Also time
consumable, but can be more predictable.
Optimizing existing resources on existing
projects. Trying not to lose in quality while
filling new opportunities.
OPTIONS FOR THE RESOURCE ASSIGNMENT
ROTATIONS
CONTRACTORS
INTERNAL HIRES
It’s like a kebab in the middle of the night. You
neve know the quality and price, but it is a
good option when you need it quick.

12. KNOW YOUR CUSTOMERS AND KNOW YOUR
TALENTS
It is essential to understand the needs of
your customers. What technologies do
they need? What is popular today? What
is the UVP of your
company/service/unit?
What are the strengths of your team?
What is their current load? Do they have
enough
resources/motivation/time/knowledge
for new projects? What are the weak
points?

13. KEY METRICS TO TRACK
To understand whether the resource management
process is effective or not, you should track key
metrics, that are important to your kind of business.

14. PM JS DevOps Data Science
0
20
40
60
80
Q4 2023 Q1 2024 Q2 2024
UNTILIZATION
Resource utilization is a key metric in
resource management. It allows you to
understand what % of employee(s) time
is assigned to billable activities.
The utilization can vary from department
to department, but it directly shows the
effectiveness of your framework.

15. New hires, FTE Layoffs, FTE Total, FTE
0
10
20
30
40
50
Q4 2023 Q1 2024 Q2 2024
EMPLOYEE
TURNOVER
More an HR metric, but shows how effectively
people management is performed and how good
the RM solutions are.

16. Jun Mid Sr
0
500
1000
1500
2000
2500
3000
Q4 2023 Q1 2024 Q2 2024
AVERAGE SALARY
Average salary shows us whether we are
capable of providing services at a
reasonable price, and whether we, as a
business, are effective.
We can track and measure
everything, like GP, GPM, etc. It is
important to track this in a dynamic,
so you can make corrective
decisions.

17. APPROACHES FOR
EFFECTIVE RESOURCE
MANAGEMENT

18. CENTRALIZED POOL
MANAGEMENT
Maintain a centralized resource pool that
includes details about the skills, availability, and
allocation of all resources (e.g., project
managers, developers, analysts) across various
projects.
RESOURCE
BALANCING
RESOURCE
PORTFOLIO
ANALYSIS
Continuously monitor the workload of
individual resources and balance their
assignments across multiple projects to
prevent overallocation or underutilization.
Evaluate the resource demand and capacity
across all projects in the portfolio. Identify
resource constraints and allocate resources
strategically.

19. REVIEW THE
HISTORICAL DATA
Review the data from previous assignments,
projecs, and opportunities to identify zones of
effectiveness and possible improvements.
MONITOR METRICS
SCENARIO
PLANNING
Make your decisions based on data and
metrics.
Consider 2-3 scenarios while planning resource
allocation and/or optimization of processes.

20. RESOURCE SKILL
DEVELOPMENT
Make sure that your resources are highly
qualified, have proper skills, and are
competetive.
REPORTING
CAPACITY REVIEW
MEETINGS
Consider additional people management and
performance metrics to have up-to-date
information regarding your resources.
Conduct periodic meetings with project
managers to review resource needs,
challenges, and adjustments required to
optimize resource allocation.

21. RESOURCE
OPTIMIZATION
Explore opportunities for resource
optimization, such as sharing specialized
resources among projects or leveraging cross-
functional teams.
CONTINUOUS
IMPROVEMENT
Continuously assess and refine capacity
planning processes based on feedback and
lessons learned from previous projects.

22. SUMMARY
PMO role is important in the company’s Resource Management
processes.
The process of “assignment” is not complex at all. But to make it
effective on the company scale, it requires a holistic approach,
understanding of the company’s strategy, UVP, analysis of
historical data, and competitors.
And it is about People Management, of course.

23. THANK YOU
Any questions? Feel free to contact me.