This document discusses how strategic resource planning can lower costs and increase ROI. It introduces a resource management solution that brings all work together in a common system. This includes resource capacity planning, allocation, work management, collaboration, and task management. The solution analyzes resource needs, tracks work assignments, and provides reporting to make better decisions. Implementing this holistic resource management approach can increase efficiency over separate applications and retired legacy systems.
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Lower Costs and Increase ROI with Strategic Resource Planning
1. Lower Costs and Increase ROI
With Strategic Resource Planning
Empowering PPM Work Management Success
Jim Patterson
Webinar Series jpatterson@epmlive.com
2. What is Resource Management?
The efficient and effective deployment for an
organization’s resources when they are needed
Right
Resources
Right Right
Time Work
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3. Resource Management Lifecycle
• Long-range, strategic planning
Capacity Planning
• Organization/Department
Program & Project • Identification of projects/programs
Resource Allocation • Prioritization and scheduling
Operational Work • “Keep-the-lights-on” activity management
Management • Support, internal group projects
Task Management • Individual task assignments
& Collaboration • Skills assessment
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4. Work is Everywhere
Action
Application
Project Tasks Items
Issues Backlog
Documents
Defects Approvals
User Recurring
Stories Maintenance
Incidents
Changes
Deliverables
Testing Bugs
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5. Disconnected Systems & Processes
Service Application Project
Management Management Management
• Requests • User Stories • Tasks
• Problems • Defects • Issues
• Changes • Tasks • Changes
• Testing • Actions
• Maintenance
• Work is managed by parallel processes
• Multiple entry points of work that is associated
• Departmental silos enforcing their own
processes, priority and deployment
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6. The Solution
Schedule
Enterprise Work
Capabilities
Portfolio Managemen Resource Financial Time Business
Management t Management Management Management Intelligence
Project Portfolio IT Service Application Lifecycle Asset
Management Management Management Management
Site Apps
(Work Processes)
Build Your Own
Projects Accounts Opportunities Contracts Incidents Maintenance
To-dos Actions Approvals Changes Bugs Tasks Backlogs
Issues Applications Deliverables Documents Service Requests Defects Work Features
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7. All IT Work Together
Business Value
Applications
Services
Projects
Incidents Service Portfolio
Projects Incidents, Changes, Problems
Reporting
Changes
Metrics
Dashboards
Select Application Portfolio Status Reports
Work Releases, Backlog, Test Cases
Execution
Demand Resource
Management
Work Management
Time Management
Project Portfolio
Projects, Tasks, Issues, Risks
Funnel All Work Through a Common Governance and
Control Structure.
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9. Resource Capacity
Capacity Planning
Program & Project Resource Allocation
Operational Work Management
Task Management, Collaboration, Progress Reporting
Determine Identify Analyze Finalize
Identify
Estimated Potential and Adjust Plan for
Generic
Usage for Resource Resource Resource
Roles
Each Role Constraints Plan Allocation
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14. Resource Allocation
Capacity Planning
Program & Project Resource Allocation
Operational Work Management
Task Management, Collaboration, Progress Reporting
Match Potential Confirm Project or Work Verify Resource
Manage Future Shifts in
Candidates with Needs Assign Named Resources Assignment and Assignment with
Resource Assignments
(skills, availability, etc.) Duration Necessary Parties
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18. Resource Work Management
Capacity Planning
Program & Project Resource Allocation
Operational Work Management
Task Management, Collaboration, Progress Reporting
Resolve
Provide
Manage Track Issues and Respond to
Continuous
Work Resource Mitigate Resource
Feedback
Assignments Performance Potential Changes
and Status
Risks
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19. Work is Everywhere
Collect Select Plan Execute Track
Actions Requests Risks
Tasks Backlog
Issues
Documents Maintenance
Incidents Defects
Approvals
Changes
Problems Opportunities
Changes
Deliverables Punch Lists
Bugs
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25. Resource Collaboration
Capacity Planning
Program & Project Resource Allocation
Operational Work Management
Task Management, Collaboration, Progress Reporting
Provide
Define Shared Track Status
Teams
Goals and and Real Time
Efficient Tools
Objectives Updates
to Collaborate
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28. Time Management
Report time-phased
actual work on any
Understand Where People Are
SharePoint Work Really Spending Their Time
item
Save, Submit, Select
Period, Add, Remove
Timesheet Items
Capture special time
categories such
as billable, non-
billable, regular, over
time, and more
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32. Resource Task Management
Capacity Planning
Program & Project Resource Allocation
Operational Work Management
Task Management, Collaboration, Progress Reporting
Monitor
Gather Work Provide Status Overall Health
Assignments and Updates of all Work and
Dependencies
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33. My Work
Increase the
effective working
Manage and Track All Your Work
time Demands In Your Organization
Increase team
members’ Initiate Plan Execute Control Close
ownership and Tasks
Actions Risks
accountability of ECM
this process Issues Documents
Punch Lists
Contracts
Increase control
over the execution Meetings Defects
of work Deliverables
Bugs Approvals
Changes
Invoices
Managers have Procurements
more visibility into
work priorities
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36. Reporting
Gauge overall Make The Right Decisions On
progress of the
various work
Data You Can Trust
investments
throughout their
lifecycle
Identify trends over
time to understand
and improve your
business
Review
comprehensive, real-
time information to
ensure effective
decision making
Confidential
39. Resource Management
Get People Working On The Right Work
Analyze and assign At The Right Time
resources to work
based on
skill, availability, and
location
More accurately
forecast staffing
needs
Understand current
and long-term skill
gaps
View strategic
resource utilization
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40. Business Value Proposition
No need for separate, expensive
applications
Generate increased value from the
investment in SharePoint
Increased efficiency by workers getting all
work in a single solution
Opportunity to retire multiple solutions
that can be handled in one
Confidential
41. Next Steps
Get Started Today
Visit epmlive.com today
Contact us at info@epmlive.com
Toll free: 1-855-EPM-Live
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42. App Marketplace
Introducing the First PPM App Marketplace on the
Market with Fully Integrated Work Solutions to Meet
Every Business Need
Service Management Program Management Product Management IT Management
Confidential
Before we get into all the various levels of resource management, let’s touch on the basics. What is resource management? Wikipedia defines resource management as the efficient and effective deployment for an organization's resources when they are needed. The term “resources” does not always refer to human resources, but all resources that need to be considered when scheduling a project activity. For the purpose of this webcast we are going to be referring to the management process for human resources and the five areas within it.
Capacity planning helps to ensure that resource capacity meets current and future business requirements in a cost-effective manner. In the Capacity planning stage you will need to identify all the roles needed for the given project or work effort at hand. For example, which organizations or departments will be involved in your project? This will help you establish the structure for your project and potentially how your tasks will be organized and even identify security constraints. What disciplines and skill sets are required to complete your project? Without the proper skill sets and expertise, particular tasks may require more training, longer term times, possibly even result in rework. Effective resource management relies on the fact that these factors have all been considered prior to selecting your resources. Once you have determined your generic roles, you will need to determine the quantity of each role needed as well as the timeframe. As this information is obtained, you will then be ready to analyze your plan, make adjustments and prepare for actual named assignments. Let’s take a look at how you can accomplish Resource capacity in SharePoint.
Here you will notice that we are leveraging SharePoint’s new 2010 ribbon to initiate our resource planning process. As you (click) on “edit resource plan” your resource plan will be launched. Any work item or project in SharePoint can have a resource plan assigned. You can then assign roles or generics to your project or work item. Associated with your role can be any other attribute defined such as the department field you see here. You can plan your resources using hours or FTEs. At the bottom of the resource plan you will see capacity hours as well as hours overallocated against capacity. In this example you can also see various candidates that are potential matches for the roles needed.
You can also use a resource modeler to analyze different scenarios by performing what if analysis and shifting project and work schedules to find the perfect project sequencing.
You can also use a resource modeler to analyze different scenarios by performing what if analysis and shifting project and work schedules to find the perfect project sequencing.
If you are looking for a more visual presentation of resource capacity data, you can leverage resource capacity reports built directly in SharePoint to analyze your current resource needs and all potential risks associated.
Now it’s time to assign your project team. Before we do, we must look at all factors involved in this process. Who is available and when are they available? What competencies or expertise does the resource possess? Have they worked on a similar project in the past and if so how well did they perform? Are they interested in working on the defined project and finally how much will it cost to obtain the resource for the project? In addition to the environmental factors a roles and responsibilities document should be completed prior to assigning resources. An org. chart will also aid in this process when determining the resource assignments as well as the preliminary project schedule to view when each resource is needed and for how long. In many cases the project team members are known in advance. In other instances you may need to be prepared to enter a negotiation process with functional managers or maybe even other project managers should the resource be currently working on other projects. In this case, project priorities and benefits may be weighed to determine which project has the greater need for the requested resource. In many cases, if project teams are already over allocated, there may be a need to consider acquiring resources from a 3rd party vendor or consulting firm. You may also consider whether or not having a virtual team will be adequate for your resource management needs. After resources are assigned and confirmed you will need to be prepared to manage all future changes that could potentially come into play to ensure your plan is flexible and scalable to handle unexpected shifts in resource demand and allocation. Let’s look at some of the tools that can help you in the resource allocation process.
Here you can see the projects the resources are assigned to in your resource plan and how they are measuring against capacity. If you notice in the bottom right hand corner of the capacity view you see a dropdown menu with the word “remaining” in it. You can create multiple views to show the information that is important to you when making your allocation decisions. You can also view the % match information when determining how well resources fit into the initial resource requirements.
In addition to SharePoint and WorkEngine, your project teams may also be leveraging scheduling tools such as Microsoft Project to manage their schedules. WorkEngine supports the use of Microsoft Project to create detailed resource allocations.
Resource Management is an ongoing process in the resource management life cycle that begins with allocation and ends at the completion of the final project or work deliverable. This stage in the life cycle is typically managed by the project manager. This process includes managing all assignments, tracking team member performance, providing project feedback and status, resolving issues and risks, and coordinating changes to enhance project performance. All of these tools necessary for project execution and management are also essential to your resources. As with any work or project deliverable, time, resources and costs must all be considered together in order to effectively and successfully deliver a project. Let’s take a look at some of the tools available to assist with this stage in the life cycle.
You can also leverage a SharePoint-based resource planner to combine resource workload on both project and non-project work in a single dynamic view. All resource assignments in this view can be created through a Microsoft project schedule, an online work planner, or any list in SharePoint. This allows Resource Managers and Project Managers to have a true picture of resource workload across all their projects and work items in SharePoint. You can also view Resource Availability by Time-phase, perform What-If Analysis on Resource Workload and Availability, and group resources by various Attributes such as Department, Skill, Role, etc.
If you are using Microsoft Project to assign your resources, you can leverage WorkEngine’s Project Publisher tool that allows you to take your schedules, built in Microsoft Project, and publish them directly to SharePoint. For less complex projects, you can usethe online work planner tool to createyour tasks directly into SharePoint.
You can also leverage a SharePoint-based resource planner to combine resource workload on both project and non-project work in a single dynamic view. All resource assignments in this view can be created through a Microsoft project schedule, an online work planner, or any list in SharePoint. This allows Resource Managers and Project Managers to have a true picture of resource workload across all their projects and work items in SharePoint. You can also view Resource Availability by Time-phase, perform What-If Analysis on Resource Workload and Availability, and group resources by various Attributes such as Department, Skill, Role, etc.
At the highest level, you can take any work item or task in SharePoint and utilize various resource tools to ensure your resources are available. Once assigned you can also check resources for overallocation and adjust assignments where needed.
Once again if you are looking for a more visual presentation of resource data, you can leverage resource capacity reports built directly in SharePoint to analyze your current resource assignments and all potential risks associated.
Resource collaboration is a key practice in the way organizations work today. Working together to deliver project and work deliverables that otherwise may not be reached by working alone, allow organizations to streamline work, deliver services and increase overall productivity across the organization. Resource collaboration is a critical stage in resource management. If your resources aren’t communicating and they aren’t working towards a shared understanding of goals, carefully putting together a resource plan pre-execution will be less productive. Resources must communicate in order to keep projects and work on track. When defining the tools to implement for resource management, ease of use and flexibility are essential to ensure high user adaption and effective collaboration. Let’s take a look at some of the various ways teams can collaborate using SharePoint.
WorkEngine has pre-built SharePoint project workspace templates that help teams Manage all project work in one central location. These collaboration workspaces are available for various verticals and multiple methodologies to ensure there is a solution that is right for every team. These templates bring best practice project and work collaboration disciplines to all team members and ensures that all teams have the tools needed to keep control of deliverables to help ensure successful delivery on all work items.
Schedules can be updated and shared via SharePoint for familiar, easy to use schedule collaboration . Schedules can be updated directly in SharePoint and then fed back to your Microsoft Project schedule. You can also share your online work planner schedules for the same easy to use collaboration.
Teams can also use a SharePoint based time tracking tool that will allow them to update % complete and actual hours in one location making time reporting and statusing a simple, centralized task. Any work item or list item in SharePoint can be added to timesheets. Project managers can then use that information to update their schedules and keep all teams updated with current status and potential risks. (click) you can also open the work log and add additional notes to ensure that all critical information is shared and visible for the required audience.
All lists that contain critical tasks or work items can be rolled up from all of your SharePoint sites and shared in one location regardless of the type of work. This gives teams first hand visibility into current status or state of all work assigned to their team, making collaboration with team members even easier.
The last stage of the resource management life cycle focuses on those accountable for individual work items. We all have project work or various work items that we must complete and most likely that work is combined with our own personal to do list as well. In order to be the most productive, resources need a tool that will handle all of their work tasks and any personal tasks they may have in one location. In SharePoint you can do just that. Gather your work, update your work and monitor all related work and dependencies in one system.
Resources can also use the reminder webpart to get an overall view of all work and status. They can also set up their own individualized alerts to receive status on any list in SharePoint that they want to track.
At the highest level, you can take any work item or task in SharePoint and utilize various resource tools to ensure your resources are available. Once assigned you can also check resources for overallocation and adjust assignments where needed.
Add other reports here
In today’s webcast we covered all the different stages of the resource management life cycle as well as the various tools to implement them including Microsoft SharePoint, Microsoft Project, Microsoft SharePoint and WorkEngine.