Learn what it takes to have a comprehensive resource plan (and why that's not as easy as it sounds) - How project managers and resource managers can work together for a resource plan that works - The benefits of a successful resource plan

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PRIORITIZE
YOUR
PEOPLE!
Best Practices for
Allocating
Resources

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Background / Resource Planning Overview
The Future of Innovation
Five Resource Planning Best Practices for
Everyone
Additional Tips and Tricks Utilizing
RPM/PPM Solutions
Today’s Agenda
Summary Wrap Up / Q&A

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“We always have far more approved projects than
resources.”
“I keep getting stuck with junior resources.”
“I’m afraid this project is going to slip – we’re still waiting
on a UX designer to be assigned.”
“He lacked basic people skills and didn’t mesh with the
team.”
DOES ANY OF THIS
SOUND FAMILIAR?
BACKGROUND

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It’s Not Just You!
According to PMI*,
ineffective resource
planning is a common root
cause of project failure.
*2018 PMI Pulse of the Profession – page 25

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Resource Planning Overview
Resource Demand
Planning
Resource Capacity
Planning
Resource Planning
Work Management
& Execution
Measurement &
Feedback
Resource planning: the process of coordinating and allocating named resources to projects
“Assigning the right people to the right work at the right time”
Objectives
• project success
• resource engagement and satisfaction
• overall portfolio-level ROI and goal attainment

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This is Challenging
- Scarcity of talent
- Computational complexity of
optimization
- Dynamic nature of people, projects, and
organizations

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Polling Question #1
Which of the following responses best describes the technology used to capture
your resource allocation decisions?
54%
22%
16%
8%
Poll Results
Spreadsheets and/or other disparate desktop tools An off-the-shelf RPM/PPM/PSA application
A custom homegrown-developed application Other

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Focus
Seek to Understand
Know your Supply
Beyond Hard Skills
Soft-allocate and Iterate
Best Practices
for Everyone
1
2
3
4
5

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Focus
Focus (with resolve) on
highest priority projects
Align staffing time/effort
to ”ABC” priority
categories
Assess interproject
dependencies and effects
on downstream projects
Often linked to latest
technologies
Small number of specific
roles & skills will generate
the majority of your
resource constraints
Be proactive – initiate the
discussions with PMs
Day 5
Get clear and monitor staffing
SLAs and impact of delays
Collaborate with PMs to
quantify the impacts on
schedule, costs & benefits
realization
Quickly resolve or escalate
highest impact issues
Priority Projects
Resources/Skills in Short Supply
Impact of Staffing Delays

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Collaboration with PMs is key
Eliminate artificial constraints
Confirm the latest:
• Project goals & objectives
• Project risks
• State date flexibility
• Project float/slack
• Work plan alternatives
• Staffing plan alternatives
• Competency vs. role requirements
Seek to Understand

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Current Project
Allocations &
Future
Commitments
Productive
Capacity
PTO, Training,
Admin, other
Locations
Onsite/Remote
Travel
Competencies
Financial –
Costs &
Charge/Market
rates
Visibility into
Labor Pools
with Externals
& Lead Times
Know your Supply
True View
of Capacity

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Beyond Hard Skills
2019 RMI Skills Tracking and Management Survey

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A soft-allocation (or soft-booking) is simply a
tentative (vs. confirmed) resource ‘reservation’
or commitment
Helps bridge the gap from role-based demand to
named resource assignments
Accelerates draft plans for discussion, analysis
& optimization
Can be implemented without advanced
technology – a simple flag on the allocation will
do
Soft-allocate & Iterate

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Polling Question #2
Which of the following data sources do you regularly rely upon to inform
resource allocations decisions:
35%
21%
31%
13%
Poll Results
Hard-skills and Certifications Hard-skills, Certifications, and Soft-skills
Hard-skills, Certifications, Soft-skills, and Areas of interest None of the above.

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How RPM/PPM tools can further help
• Automated prioritization of allocation requests and staffing issues
• Automated resource matching recommendations and scoring
• Access to actual and projected utilization rates to help avoid long-term
under- and over-allocations
• What-if scenario analysis to test and predict outcomes
• Analytics across all resource and project dimensions

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The Future of Innovation
• AI/ML-driven resource matching & assignments
• Predictive analytics on potential skill shortages against forecasted
demand
• Sourcing and reallocation recommendations across projects and
resource pools
• Automated delivery of targeted training from skills gap analysis and
career interests

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Summary
Focus your efforts on the key resource decisions that matter most
Prioritization
Work closely with PMs to understand requirements for personnel and project
success
Collaboration
Think broadly. Gain picture of true capacity across available labor pools
Holistic Approach
Use soft-bookings and impact analysis to refine and optimize the allocation
plan
Iteration
Leverage technology to link planning with execution for automated insights the
drive more effective and efficient staffing decisions
Automation

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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

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Top Down
•Strategic Alignment
•Prioritization of projects and
requests
Bottom Up
•Usability & Adoption
•Collaboration
The KeyedIn Difference
Making projects work for you
The “Why”
• Portfolio Level Planning
• Centralized Resource Staffing
• What-If Scenario Planning
• Project Workflows
• Task Management and
Execution
• Gantt Charts and Scheduling
• Reporting and Dashboards
The “How”

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Resource Management Solutions
Forecast Resource NeedsCapacity AnalysisCentralized Inventory of Resource Data & Skill
Direct Resource Assignment Identify and Resolve Potential Conflicts What-If Scenario Modeling

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?QUESTIONS?
Contact KeyedIn
E-mail – info@keyedin.com
Phone – 877.932.4402
https://www.keyedin.com/contact-us

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THANK YOU