Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project Management Chapter 8 Project Resource Management Resource Planning

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project resource management What is resource planning The nature of human resources planning Organisational resource planning and inputs Tools and techniques

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project resources You need 7 resources in a project….. What are they? People Money Equipment Facilities Materials & Supplies Information Technology You need to estimate your project resources before you can complete the project plan

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project resource management Projects are carried out by people Often regarded as the most important resource in a project……. Project human resource management includes the processes required to make the most effective use of people involved with the project.

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project HR management..includes all stakeholders such as sponsors, customers, contributors (staff) and others It consists of the following major processes: organisational planning staff acquisition team development

Dr. Jana Jagodick Polytechnic of Namibia, 2012 The Nature of Planning Planning is future orientated - it is concerned with what is to be achieved and how it is to be achieved Plans can be strategic, tactical and operational and are contained in a written document 4 major components: objectives actions resources implementation

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Human Resources Planning “the systematic and continuing process of analysing an organisation’s human resources needs under changing conditions, and developing personnel policies appropriate to the longer term effectiveness of the organisation.”

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Organisational Resource Planning Takes place during the early project phases and is closely linked to communications planning for structures and channels of authority/ communications

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Organisational Resource Planning Inputs 1.Project interfaces 2. Staffing requirements 3. Constraints Tools & techniques 1.Templates 2. Human resources practices 3. Organisational theory 4. Stakeholder analysis Outputs 1.Role & responsibility assignment 2. Staffing management 3. Organisation chart 4. Supporting detail

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Organisational Planning - Inputs Inputs 1.Project interfaces 2. Staffing requirements 3. Constraints Tools & techniques 1.Templates 2. Human resources practices 3. Organisational theory 4. Stakeholder analysis Outputs 1.Role & responsibility assignment 2. Staffing management 3. Organisation chart 4. Supporting detail

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project Interfaces Inputs 1.Project interfaces 2. Staffing requirements 3. Constraints Project interfaces are where diverse, independent groups interact These interfaces can be of an organisational, technical and/or interpersonal nature e.g. a technical interface in computer science is the point of communication between a computer and a human being – keyboard, mouse etc

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Staffing Requirements Inputs 1.Project interfaces 2. Staffing requirements 3. Constraints This is concerned with deciding what types of skills are required for the project (job descriptions), from what types of people and in what time frame

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Constraints Inputs 1.Project interfaces 2. Staffing requirements 3. Constraints Constraints which might be encountered are the organisational structure of the performing organisation, trade union agreements, preferences by the management team and skills and competencies of staff members

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Tools & Techniques Tools & techniques 1.Templates 2. Human resources practices 3. Organisational theory 4. Stakeholder analysis Many projects have areas of commonality and using a template can help make sure you don’t miss anything HR practices – policies, guidelines and procedures From books, internet, journals etc to understand stakeholder needs

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Outputs 1.Role & responsibility assignment 2. Staffing management 3. Organisation chart 4. Supporting detail Most important outputs are: role and responsibility assignments by using WBS and RAM (responsibility assignment matrix) a staffing management plan an organisation chart supporting detail such as an evaluation of the impact on the organisation, job descriptions and training needs

Dr. Jana Jagodick Polytechnic of Namibia, 2012 R&R Responsibility Assignment Often conducted using RASIC, RASCI or RASI matrix Tool to establish roles and responsibilities on a project esponsible pproving upporting informed onsulted

Dr. Jana Jagodick Polytechnic of Namibia, 2012 RASIC R - Responsible: solely and directly accountable for creating a work package or task A - Approving: and needs to review and assure the quality of the deliverables from that work package or task S - Supporting: any and all individuals or groups who help create the deliverables from the work package I - Informed: any and all people who need updated during the creation of the deliverables C - Consulted: any and all who help define the deliverables or quality review criteria Every ‘deliverable’ in the project must have a 'Responsible' person and an 'Approving' person

Dr. Jana Jagodick Polytechnic of Namibia, 2012 RASIC exercise Create a RASIC chart for the ‘Project Management course’ you are doing Stakeholders to be listed Activities /deliverables to be defined Allocate RASIC responsibilities

Dr. Jana Jagodick Polytechnic of Namibia, 2012 RASIC exercise – stakeholders Come up with a list of stakeholders

Dr. Jana Jagodick Polytechnic of Namibia, 2012 RASIC exercise – deliverables Initiation – objectives/outline of the course Planning – lesson plan, lesson preparation, assignment, test and exam setting Execution and control – delivery of lessons, conducting and marking assignment, test and exam Closure – completion of semester marks, exam marks, lessons learned Now that you have the deliverables and the stakeholders, you can complete the RASIC chart

Dr. Jana Jagodick Polytechnic of Namibia, 2012 RASIC exercise – deliverables Deliverable ACclassschoolPoly Course outline/objectives Lesson plan & prep Assignment, test and exam plan Carry out lessons Carry out assign, test & exam & record results Complete final marks Lessons learned

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Staff Acquisition Acquiring the right people is vital to the success of a project The main objective of staff acquisition is to obtain the best people to fill project posts Before the acquisition a post analysis has to be done to evaluate what the post entails that needs to be filled Once the analysis has been done, a post description (title, duties, resources, working conditions etc) and post specification (qualifications, experience and skills required) must be drawn up

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project Staff Acquisition Getting the human resources needed assigned to and working on the project Not always possible to attract the desired level of skills, where functional and project managers compete for staff members

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project Staff Acquisition Inputs 1.Staffing management plan 2. Staffing pool description 3. Recruitment Practices & policies Tools & techniques 1.Negotiation with functional managers 2. Pre-assignment or Project specification Outputs 1.Project staff Assigned 2. A project staff directory or database

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Resource planning summary Each person to come up with 3 important things you remember from this session that will help your understanding of “project resource planning”