1. Learn from 3 Failed Attempts
at Resource Management
Jeff Manhardt | PMP
Fall 2016

2. Resource Capacity Planning
Resource Allocation
Resource Work Management
Resource Collaboration
Resource Task Management
Resource System Implementation
http://epmlive.com/project-management-tools-5-steps-resource-management/

3. Resource Capacity Planning
Identify
Generic
Roles
Determine
Estimated
Usage of
Each Role
Analyze
and Adjust
Resource
Plan
Finalize
Plan for
Resource
Allocation

4. Resource Allocation
Match
Potential
Candidates
w/ Needs
Assign
Names
Resources
Confirm
Project or
Work
Assignment
and Duration
Verify
Resource
Assignment
with
Necessary
Parties
Manage
Future Shifts
in Resource
Assignments

5. Resource Work Management
Manage
Work
Assignments
Track
Resource
Performance
Provide
Continuous
Feedback
and Status
Resolve
Issues and
Mitigate
Potential
Risks
Respond to
Changes

6. Resource Collaboration
Define
Shared Goals
& Objectives
Track Status
& Real Time
Updates
Provide
Teams
Efficient Tools
to Collaborate

7. Resource Task Management
Gather Work
Assignments
Provide Status
and Updates
Monitor Overall
Health of all
Work and
Dependencies

8. Resource System Implementation
Gather
Requirements
Determine
market
options
RFP
Develop
process
around the
system
Implement

9. Taken Together…
Identify Generic
Roles
Determine
Estimated Usage
of Each Role
Analyze and
Adjust Resource
Plan
Finalize Plan for
Resource
Allocation
Match Potential
Candidates w/
Needs
Assign Names
Resources
Confirm Project
or Work
Assignment and
Duration
Verify Resource
Assignment with
Necessary
Parties
Manage Future
Shifts in
Resource
Assignments
Manage Work
Assignments
Track
Resource
Performance
Provide
Continuous
Feedback and
Status
Resolve Issues
and Mitigate
Potential Risks
Respond to
Changes
Define
Shared Goals
& Objectives
Track Status
& Real Time
Updates
Provide
Teams
Efficient Tools
to Collaborate
Gather Work
Assignments
Provide Status and
Updates
Monitor Overall
Health of all Work
and Dependencies
Gather
Requirements
Determine
market
options
RFP
Develop
process
around the
system
Implement

11. • 1st attempt – Implement holistic resource management system
including:
• Project Task Management
• Cost Management
• Resource Management
• Artemis selected
• Technology-wide team included in implementation
• New Generic Roles created
• Process documented
• Training included
Utopia

12. Failed because organization wasn’t mature enough
• Resource Managers didn’t see value, only extra work
• Resource Managers & Project Managers didn’t collaborate on
resource needs
• RMs, PMs, team members – bad at estimating resource time
• Reports didn’t provide value because data entry was lackluster
or not accurate
Utopia
Identify Generic
Roles
Determine
Estimated Usage of
Each Role
Analyze and Adjust
Resource Plan
Finalize Plan for
Resource
Allocation
Match
Potential
Candidates w/
Needs
Assign Names
Resources
Confirm
Project or
Work
Assignment
and Duration
Verify
Resource
Assignment
with Necessary
Parties
Manage Future
Shifts in
Resource
Assignments
Manage Work
Assignments
Track
Resource
Performance
Provide
Continuous
Feedback and
Status
Resolve Issues
and Mitigate
Potential Risks
Respond to
Changes
Define Shared
Goals & Objectives
Track Status &
Real Time Updates
Provide Teams
Efficient Tools to
Collaborate
Gather Work
Assignments
Provide Status and
Updates
Monitor Overall
Health of all Work
and Dependencies
Gather
Requirements
Determine
market options
RFP
Develop
process
around the
system
Implement

14. After 2 years, old PMO disbanded, new PMO introduced
• Listened to complaints, concerns from RMs, PMs, management
• Retooled training
• Addressed software deficiencies
• Management top down focus
The Fix

15. Failed because software was still too difficult to use
• Wasn’t end-user friendly
• Report generation required BA & developer assistance
• Wasn’t upgraded over 8 years
• In the end, only used for time reporting of actuals, not resource
management
The Fix
Identify Generic
Roles
Determine
Estimated Usage of
Each Role
Analyze and Adjust
Resource Plan
Finalize Plan for
Resource
Allocation
Match
Potential
Candidates w/
Needs
Assign Names
Resources
Confirm
Project or
Work
Assignment
and Duration
Verify
Resource
Assignment
with Necessary
Parties
Manage Future
Shifts in
Resource
Assignments
Manage Work
Assignments
Track
Resource
Performance
Provide
Continuous
Feedback and
Status
Resolve Issues
and Mitigate
Potential Risks
Respond to
Changes
Define Shared
Goals & Objectives
Track Status &
Real Time Updates
Provide Teams
Efficient Tools to
Collaborate
Gather Work
Assignments
Provide Status and
Updates
Monitor Overall
Health of all Work
and Dependencies
Gather
Requirements
Determine
market options
RFP
Develop
process
around the
system
Implement

18. It must be the tool!
• Artemis version was end of life
• Company moving from Novell to Microsoft
• MS EPM server software license low cost
• MS Project the de-facto desktop project management software
• 18 month project implemented MS EPM
• Customized with project status information and reporting
• Resource Management structured for PMs and RMs to
collaborate
• User interface already familiar

19. Failed because people weren’t incented
• Resource Managers weren’t incented to ensure consistent
resource estimation
• RMs & PMs were at odds for resource estimation
• RMs were incented to show all resources were fully allocated
• PMs were incented to show less resources than were used
to show reduced costs
• Reports didn’t provide value because data entry was constantly
shifting Identify Generic
Roles
Determine
Estimated Usage of
Each Role
Analyze and Adjust
Resource Plan
Finalize Plan for
Resource
Allocation
Match
Potential
Candidates w/
Needs
Assign Names
Resources
Confirm
Project or
Work
Assignment
and Duration
Verify
Resource
Assignment
with Necessary
Parties
Manage Future
Shifts in
Resource
Assignments
Manage Work
Assignments
Track
Resource
Performance
Provide
Continuous
Feedback and
Status
Resolve Issues
and Mitigate
Potential Risks
Respond to
Changes
Define Shared
Goals & Objectives
Track Status &
Real Time Updates
Provide Teams
Efficient Tools to
Collaborate
Gather Work
Assignments
Provide Status and
Updates
Monitor Overall
Health of all Work
and Dependencies
Gather
Requirements
Determine
market options
RFP
Develop
process
around the
system
Implement

20. Portfolio Management

22. It must be the tool!
• MS EPM didn’t provide for true portfolio management
• What-if technology investment scenarios needed
• Project business case, charter and selection criteria needed
• Focus on resource capacity & resource collaboration
• 24 month project
• Will it be successful?
It’s the Tool
Identify Generic
Roles
Determine
Estimated Usage of
Each Role
Analyze and Adjust
Resource Plan
Finalize Plan for
Resource
Allocation
Match
Potential
Candidates w/
Needs
Assign Names
Resources
Confirm
Project or
Work
Assignment
and Duration
Verify
Resource
Assignment
with Necessary
Parties
Manage Future
Shifts in
Resource
Assignments
Manage Work
Assignments
Track
Resource
Performance
Provide
Continuous
Feedback and
Status
Resolve Issues
and Mitigate
Potential Risks
Respond to
Changes
Define Shared
Goals & Objectives
Track Status &
Real Time Updates
Provide Teams
Efficient Tools to
Collaborate
Gather Work
Assignments
Provide Status and
Updates
Monitor Overall
Health of all Work
and Dependencies
Gather
Requirements
Determine
market options
RFP
Develop
process
around the
system
Implement

24. People do what they are incented to do
• Software needs to be user friendly & intuitive
• Process needs to be stream-lined and efficient
• Training needs to be on process & software; also why
• Resource management metrics are needed and be tied to
annual evaluations
We the People!