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Implementation of Integrated Project and Resource Management System
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Agenda
» Introduction to Psion
» Why resource planning is important
» The Past
» Steps taken so far Setting up to do resource planning
• How projects are organized
• Who we view and see our resources
• Who controls what
• Subtitles in set up How do we plan?
• How
• Horizons
• Refinements
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Global Markets Serviced
Psion is a leading global manufacturer of Rugged Handheld and Vehicle-Mounted Computers, with a rich history of mobile innovation
SUPPLY CHAIN &LOGISTICS
1980
Air, Ports & RailYards
Cold Chain
Warehouses &Distribution Centers
Including…
…And Many More!
BUSINESS & ENTERPRISE MOBILITY
1998
Field Service &Asset Management
Courier & Postal
Retail & Direct StoreDelivery
Including…
…And Many More!
Psion is a leading global manufacturer of Rugged Handheld and Vehicle-Mounted Computers, with a rich history of mobile innovation
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IKÔNWORKABOUT PRO 3
NEO 7535 7530
For light industrial, retail data collection
Flexible, adaptable Mobile Computer for a variety of applications
Rugged PDA, ideal for mobile delivery, field service and more
IP65, rugged mobile computer suited to the toughest environments
Ultra-rugged to operate in freezers and other
extreme environments
OUR SUITE OF HAND HELD COMPUTERS
Omnii
Our most modular rugged product with dozens of
flexible options
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85308515 8525
Small form-factor computer for use where space is an
issue
IP66 and hardened against extreme temperatures, for use onboard fork trucks any place from warehouses to ports and beyond
85908580
Full PC Power running WindowsTM XP, with the rugged reliability and flexibility of a VMT
VEHICLE-MOUNT COMPUTERS
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Resource Planning why is it Important
» Profits and growth are driven by new products The key is knowing when to commit to new projects
• Standing AssumptionPsion is people constrained and not expense/capital
constrained
Requires• Clear, consistent, reliable identification of resource
supply and demand issues well in advance
• Single reliable and well-understood cross-functional process for allocation of resources to projects
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The Distance Past
» 2007 and earlier Solution Characteristics
• Excel
• Functional orientation
» Challenges Spreadsheet nightmare
• Everyone else’s spreadsheet is wrong!
• Project estimates ≠ Functional estimatesNo concept of supply and demand
• Updating nightmare
• Done once a year
• Painful to set up
• Time to run a what if scenario – 5 to 7 days
Project Resource Summary
Capacity Planning
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The Near Past
» IT to the rescue with MS Project Server Common resource database and project definition!! Initial introduction of supply and demand
» Challenges Batch operation – cube build Updates take a long time
• Data is spread across individual projects Still needed Excel to run what if scenarios both for
budgeting and resources Stability issues
Project FG PersonFun Person Project
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Today – Integrated Database Solution
» Along comes P6
» Major Concern P6 has the capability with real time results! The question:
• How do we use it without creating a monster!We don’t have an army of planners!
• Company characteristicsManagers like to be in control
Make things complex Stress the uniqueness of their function over other functions
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Solution – How do we organize and analyze our projects?
» Stared with the way we organize our projects and how we want to analysis them EPS node primary structure
• Based on how we organize our projects which is the opposite how we analyze the business
• Allows for easier maintenanceStructure is repeated over and over
Project Codes – slice and dice the projects for analysis • Limited the number – total 9
Goes against Psion belief’s
• Focused on the key ways we analyze the business
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Solution – How do we view our resources?
» Resource Structure – Start simple with the goal of finding common structure between all groups Roles
• Reduce the number of roles from 96 to 14191 in the Engineering Group
• Resource codesUsed in place of roles
Reduced the number of roles to reduce and Increased our ability to do across group analysis
• Introduce generic role for planning
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How do we see our resources
» Provide standard views and reports to promote consistency in approach Overview Views
• Overload and under-load reports Assignment Views
• FunctionalPerson, ProjectProject, Person
• ProjectFunction, Person
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Overview of Resources – Functional/Project
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Functional View – Person Project
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Functional View – Project Person
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Project View – Project, Function, Person
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Determining who does what
» Who has access to which projects OBS in P6 controls who can see what projects
• We kept things simple it’s the same as our EPSAssign users project access based on the EPS levels
they work with
» Determine who controls the data in a project Default anyone can view Use security profiles to control who can change the
data in a project and to make it seamless to the organization• This is not a trivial task!
Too easy to make too complex when coupled with the OBS
Creating an administrative nightmare!!
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OBS
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Security Profiles
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Subtleties in Setting up Resource Planning
» Calendars Global vs Project vs Resource
• Provide a board suite of global calendarsAvoided project and resource specific calendars
» Time Need to understand the number of hours in a year,
week, month and its impact when calculating FTEs
» Project Settings Agree as to how progress is tracked when using
resources
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Calendars
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Setting Project and Enterprise Options
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Solution – How do we plan resources?
» Purpose: Define resource demand at the appropriate levels of
detail through the life-cycle of a project Describe resources in the supply pool to enable
matching of supply to demand most effectively
» Approach Develop a rolling wave planning philosophy for
resources - labour, expense and capital Foster collaborative planning – force the discussions
• Clear communication of demand / supply requirements and status
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Resource Demand Planning - Portfolio Perspective
+3 mths > 24 mths
Planning Horizon+15+12+9+6Today
Act
ive
Pro
ject
sP
lan
ned
P
roje
cts
Bu
dg
etar
y P
roje
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+18 +21
Legend
Resource Specific
Functional Generic
Function-Role Generic + Resource Specific
Budgetary Projects: Projects are included in PDV
budgetary plans – not yet approved to proceed
Resource demand estimated to Functional Generic level
Planned Projects: Projects are approved to proceed
but have not yet started
Resource demand estimated to Functional-Role Generic level, and, selectively to the Resource Specific level
Active Projects: Projects are in progress
Short-term (0-3 mths) Resource demand is expressed as Resource Specific
Longer-term (>3 mths) Resource demand
is planned at Functional-Role Generic level, and, selectively at the Resource Specific level
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Planning Refinements
» What about non-development project work? Solution
• Level of Effort and/or Constrained projectOverheadLevel R&D – floating time linesSustaining – capped at with dedicated people
• Few people are actually allocated to the projects
• Everyone can charge in to the project for unplanned work
» How do you show long term demand?? Generic Resource
» What about unplanned work in a project? Activity to capture the hours between time reports
• Adjust schedules once identified
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Resource Management - Short-Term Process Overview
Planning HorizonNovember
Dec Jan FebWeek-1 Week-4Week-3Week-2
Step 1: Project Managers … review and confirm resource
demand for Planning Horizon;
identify supply issues in Planning Horizon
Step 2: Functional Managers … review and confirm resources
planned for all Platform Projects in
Planning Horizon;
Step 3: PMO … identifies Resource Management
planning issues during Planning Horizon:
Generic resources not assigned;
Specific resources over-assigned.
communicates these issues to PM’s and
FM’s
Step 4: PMO …
convenes meeting to resolve Resource Management planning issues identified in Step 3.
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Summary
» Need to take your time and think about How to organize your projects How to view the information Who gets to change the data Dealing with subtleties
• You have to have a consistent and simple approach on how to deal with exceptions