Modern Capacity Planning

www.KeyedIn.com
© 2018 KeyedIn Solutions. All Rights Reserved.
1
MODERN
CAPACITY PLANNING
Putting the Strategy into Resource Management

www.KeyedIn.com
2
KEVIN HURLEY
Chief Technology Officer @ KeyedIn Solutions
• Leadership Roles (Technology & Services) (2012 – Present)
• Product, Services and Technology Leader
• Previously Owner/Partner Healthcare IT consulting and clinical operations
• Pfizer Pharmaceuticals Associate Director and Technology Lead (2000 – 2004)
ANDY JORDAN
President @ Roffensian Consulting
• Named to top list of most inspiring and influential people in project management
• Author of Risk Management for Project-Driven Organizations

www.KeyedIn.com
3
Today’s Agenda
SUMMARYMAKING IT HAPPENBEYOND THE PROJECTBUSINESS INTEGRATION
GAP MANAGEMENTCAPACITY & CAPABILITYMODERN CAPACITY PLANNINGBACKGROUND

www.KeyedIn.com
4
DOES ANY OF THIS
SOUND FAMILIAR?
“We always approve more projects than we can complete.”
“There are never enough people to do all the work.”
“We always struggle to get access to specialist skills.”
“Leadership just doesn’t understand how much project work
we have going on.”
BACKGROUND

www.KeyedIn.com
5
Historically organizations have been very bad at
understanding resource capacity for a variety of reasons
• No overall consideration of organizational capacity –
only addressed at project level
• No accurate allowance for contingency
• No consideration of time to adjust / shift
There hasn’t been effective learning from experience
• Same mistakes made repeatedly
• This time will be different’ mentality
DOES ANY OF THIS
SOUND FAMILIAR?
BACKGROUND

www.KeyedIn.com
6
Modern Capacity Planning
Solutions have long lead times
Capacity is connected to other factors
impacting ability of the business to deliver
It’s a factor of the organization’s overall
ability to deliver
The variables – number of people, budget,
number of parallel projects, etc. are driven by
business factors
Organizations must move beyond
capacity as a project characteristic
Capacity management must
be viewed strategically

www.KeyedIn.com
7
Capacity cannot be
considered without also
addressing capability
Factors must drive portfolio
selection decisions
Elements evolve with
circumstances and must be
reviewed regularly
Multiple approaches to
addressing capacity /
capability gaps
Not all approaches will
generate the same results
Management must
consider portfolio and
enterprise impact, not just
project
Capacity management
requires business partners
to address – Finance, HR,
L&D
Integrating capacity
management into core
business functions elevates
it to a long-term, strategic
function
Day 5
Modern Capacity Planning
Capacity and capability is
impacted by every
completed project
Operational impact also
affected by tolerance for
change
Can be single biggest
determinant of success or
failure
Capacity & Capability
Gap Management
Business Integration
Beyond the Project

www.KeyedIn.com
8
8
Distribution
Single Points
of Expertise
Work Volume
Not just projects
Resource
Flexibility
Number of
Resources
Capacity
Risk
Tolerance /
Capacity
Learning &
Development
Environment
External &
internal job
markets
Culture
Skills
Capability

www.KeyedIn.com
9
Objective analysis drives project selection
• What do we have the skills & numbers to deliver?
• How easy is it to address gaps?
• How willing and able are we to commit with uncertainty?
Regular review of capacity & capability during
portfolio execution
• Internal factors change over time
• Assumptions must be revised and updated
• Operating environment evolves

www.KeyedIn.com
10
10
Gap Management
Combination of
approaches will be
required for
optimal business
results
Gap
Build vs.
Buy vs.
Rent vs.
Outsource
Re-plan
Projects
Rebalance
Project vs.
Operations
vs. Support
Reprioritize
Goals
Accept /
Ignore

www.KeyedIn.com
11
Gap management must be enterprise level
• Manages across entire portfolio, not individual projects
• Manages for long-term needs not immediate problems
• Manages across all business areas and all work types
Multiple approaches can be taken
• Objective analysis required to choose best path
• Fastest solution is obviously not the right solution
Gap Management

www.KeyedIn.com
12
Human Resources
Finance
Learning/Development
Procurement
Content Management
Strategy Office
Portfolio Management

www.KeyedIn.com
13
Capacity management is a complex discipline
• Long lead times to address
• No ‘impact free’ solutions – there’s a price for everything
Effective and efficient solutions require collaboration
• Multiple business areas involved
• Long term vision and approach
• Objective analysis of options including cause and effect

www.KeyedIn.com
14
14
Direct &
Indirect
Change
Tolerance
Impact
Duration
Timing &
Sequencing
Post project impacts must be planned for at
portfolio and project levels
Impacts will reach beyond direct project work
areas / customer groups
Operational & support impacts must be
managed across entire portfolio to minimize
disruption
Beyond the Project

www.KeyedIn.com
15
Disruption to operations and support areas is often
greater than projects
• Lower capacity for change
• Less commitment to the changes occurring
• Potential for impact with no perceived benefits
Collaboration required between portfolio and business
functions
• Sequencing and scheduling of change implementation
• Maximum capacity for change with minimal disruption
Beyond the Project

www.KeyedIn.com
16
Capacity issues in
projects
Challenges
implementing project
outputs
Lack of skills when &
where needed
Separate symptoms
from problems
Conduct root cause
analysis
Identify areas of
over and under
performance
Where are the
biggest impacts?
What are the biggest
issues?
What are the
simplest solutions?
Making it Happen
Recognize the Need
Understand the Causes
Prioritize Solutions
Invest in expertise –
consultants and
employees
Invest in structure –
software solutions to
integrate and manage
Build an Infrastructure
Day 5
Monitor for
variances & correct
Expect challenges
and adjust
Commit to a long
term investment
Measure & Adjust

www.KeyedIn.com
17
Summary
Creating a strategic model takes time and commitment
• Fundamental change to how organizations operate
• Integration of capacity management into every aspect of business
Capacity management must be a strategic discipline
• Managed at the business and portfolio levels
• Addressed as part of a long-term plan that incorporates capability
Capacity management must be integrated
• Only one resource pool – the employees
• Cause and effect occurs at every level – change is disruptive

www.KeyedIn.com
18
Specializing in Project/Portfolio
and Resource Management
PPM / PSA
Founded by George & Lauri
Klaus (Epicor CEO & SVP)
FOUNDED 2011
Acquired Atlantic Global
now (KeyedIn Projects)
ACQUIRED SAAS SOLUTIONS - 2012
2
3
1
Work Smarter. Not Harder.
KeyedIn simplifies and
automates the work of PS and
PMO teams, so they can be
more efficient and deliver
better results

www.KeyedIn.com
19
Centralized System
Single solution with capabilities for integration to existing
tools.
Central View of all Resources
Single view of all resource across all programs and
projects, enhancing the teams ability to supplement
contract staff vs. cost overruns and late delivery.
Powerful Metrics
Key metrics tracked and reporting in a single solution.
Cost & Resource Problems
Client was experiencing challenges of cost overruns, projects
not having the right resources at the right time.
Unpredictable Scheduling
Volatile Resourcing Schedules that were hard to predict.
Disconnected Tools
Tracking key delivery metrics was across multiple tools and
lots of excel
Case StudyHealthcare Technology Provider
SOLUTIONCHALLENGES

www.KeyedIn.com
20
?QUESTIONS?
Contact Andy Jordan
E-mail – andy.jordan@roffensian.com
Twitter - @RoffensianPM
www.roffensian.com
Contact KeyedIn
E-mail – info@keyedin.com
Phone – 877.932.4402
https://www.keyedin.com/contact-us

www.KeyedIn.com
21
THANK YOU

Modern Capacity Planning

Recommended

Recommended

More Related Content

What's hot

What's hot (20)

Similar to Modern Capacity Planning

Similar to Modern Capacity Planning (20)

More from KeyedIn Projects

More from KeyedIn Projects (16)

Recently uploaded

Recently uploaded (20)

Modern Capacity Planning