Learn from 3 Failed Attemptsat Resource Management

Jeff Manhardt | PMPFall 2016

Resource Capacity PlanningResource Allocation

Resource Work ManagementResource CollaborationResource Task ManagementResource System Implementation

http://epmlive.com/project-management-tools-5-steps-resource-management/

Resource Capacity Planning

Identify Generic Roles

Determine

Estimated Usage of

Each Role

Analyze and

Adjust Resource

Plan

Finalize Plan for

Resource Allocation

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

Resource Work Management

Manage Work

Assignments

Track Resource

Performance

Provide Continuous Feedback and Status

Resolve Issues and

Mitigate Potential

Risks

Respond to Changes

Resource Collaboration

Define Shared Goals &

Objectives

Track Status & Real Time

Updates

Provide Teams

Efficient Tools to

Collaborate

Resource Task Management

Gather Work Assignments

Provide Status and Updates

Monitor Overall Health

of all Work and

Dependencies

Resource System Implementation

Gather Requirement

s

Determine market options

RFP

Develop process

around the system

Implement

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

CollaborateGather Work Assignments

Provide Status and Updates

Monitor Overall Health of all Work and DependenciesGather

Requirements

Determine market options

RFP

Develop process

around the system

Implement

An imagined place or state of things

in which everything is

perfect

• 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

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

CollaborateGather 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

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

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

CollaborateGather 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

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

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

CollaborateGather 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

Portfolio Management

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

CollaborateGather 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

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!