Resource Management process is all about ensuring appropriate personnel are made available to the project teams at the appropriate times.  The process starts with forecasting the needs, staffing/assigning full-time and part-time team members, and managing changes to resource needs as the project or program progresses.

  

There are many benefits of Optimal Resource management including:

• Providing a simple and flexible staffing/onboarding process to ensure that appropriate qualified resources are available when needed

• Ensure the right individuals are assigned to right roles 

• Provide an optimal feedback mechanism for input into performance evaluations and identifying PIP opportunities 

• Ensure that evaluations of team members are arranged and their contributions are acknowledged

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At a high-level, the Resource Management Process looks like:

1. Planning and Forecasting 

2. Analyzing Requests and Identifying needs

3. Matching identified resources to matching roles

4. Resources onboarding

5. Resources offboarding

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All the above steps are overlapped with Monitoring and Reporting.

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Planning and Forecasting 

PMO often maintains Resource Staffing Planning sheet at Portfolio/Program/Project Levels. Project resource needs will be captured and incorporated into the this spreadsheet.  The Portfolio/Program/Project controller will own the spreadsheet.  The spreadsheet includes number of resources, target release(s)/team(s), and planned workdays. The spreadsheet often takes inputs from time management tools like workday for planned time-offs.  The Project controller will send out the staffing plan to the Project Managers on a recurring basis to request changes/updates.  The spreadsheet can often be put out as a reference point for all Project Leads to have a realistic outlook on the available resources.

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 Analyzing Requests and Identifying needs

The Portfolio/Program/Project Manager analyzes the resource forecast (based on the needs identified on their respective undertakings) and place a resource request.  The Project Office will track all current resources staffing requests in the Resource Staffing Requests spreadsheet.  It contains role descriptions, required skills, resource level, target start date, Project contact person, etc.  Changes/updates to this spreadsheet to be made by the designated team members.   The controller should be notified of any changes/updates that would affect the Resource Staffing Plan.  

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Matching identified resources to matching roles

Matching the resources to the right roles is tricky, specially when competing projects are demanding the same resources. If resource assignment conflicts occur, priority should be given to the Projects with critical path at line, in support of maintaining the Project schedule.  These conflicts will be resolved by the Program or Portfolio Managers.  Prompt notifications to all the impacted teams is necessary in order for these initiatives to take appropriate actions.

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Resources onboarding

Upon resources assignment confirmation, the Project Manager should get in touch with the resource with logistics and coordinate the exact start date.  If the Program or the Project has dedicated Project Office, the office should roll out common logistical information and a general orientation package to all new resources.  The Project Managers are usually responsible for providing any project specific information.  The roll-on checklist is usually a good idea. 

 

The Project Manager (or designated team member) is responsible for orienting the resource to the project, introducing the resource to other team members, providing the resource with team-specific procedures and standards, and ensuring the resource is appropriately trained.  Additionally, the Project Manager (or designated team member) is responsible for sharing expectations from the individual resource.  

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Resources offboarding

The Project Manager usually controls the off boarding dates of each resource, while ensuring transition is effectively managed.  It can be anticipated that resources will move between projects, leave the Project while it is in progress, and/or join the Project in progress.  Resource/Domain Managers are responsible for ensuring resource transitions are completed.  Some of the attributes to be taken into account while off boarding (conversely while onboarding) are systems accesses, corporate housing, vendor agreements (if contractors). All the attributes should be part of onboarding/off-boarding checklist. 

 

The monitoring aspects includes PMs collecting and processing resources requests and monitoring the outstanding requests on a continuous basis. Performance feedback to the domain managers can be incorporated during the feedback cycles. 

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Key roles that are involved in the resource management are:

• Project/Program/Portfolio managers

• Project controller

• Onboarding Manager (or designated resource)

• Domain Manager (resource managers)

• PMO

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