Run smoothly. Change quickly. Achieve more. Cloud-based enterprise work management software Resource Capacity Management Nadia Skira Implementation Consultant

2 To Register for our other webinars please visit: o EclipsePPM.com/webinars o Epmlive.com/community/events/webinars/ Eclipse PPM Demonstrations o Register at EclipsePPM.com/ppm-demos Eclipse PPM Complimentary Online Webinars & Demonstrations

3 The Landscape: learn about resource management challenges What’s a Resource Management Framework / Model? Why you would want to implement an RM model What are the fundamental components of an RM model? What are the requirements? See a Process example in action What are the benefits of doing this? Ask questions!

4 Resource management – HAS TO BE part of governance & portfolio framework Nature of organizational structure makes RM difficult Year-round challenge Introduction

5 Common RM challenges: o More work than resources to perform it o Competing projects & operations o Who’s working on what? Lack visibility allocation/capacity The Landscape

6 Lack of consistent prioritization o Right people on the right projects o Objective & pervasive prioritization o Aligning work with strategies & drivers Ad-hoc (“Drive-by”) requests & “Stealth” projects Lack of validation of ‘actual’ versus ‘plan’ o Inability to support improved forward resource planning o Lack of evidence to justify staff augmentation More Common RM Challenges

7 Survey: IT Workload

8 Survey: Ability to Control Project Flow

9 Survey: IT Capacity

10 What’s an RM Model / Framework? Set of processes: provide visibility, decision support & structure PMBOK: “RM includes the processes required to effectively manage people in a project” Need to go beyond individual projects and into programs, portfolios & operations Enables modelling current work planned & in-progress to determine capacity Adds visibility, objectivity & evidence to decision making

11 Resource Manager Reduce “drive-by” resource requests Increase chance of meeting demand Improve relationship with requestors (ultimately) Resources Increase clarity of expectations & job satisfaction Project Requestors Clear relationship & process with Resource Manager Better match between requests and skills / capacity Senior Management Visibility Evidence-based resource decisions Why Implement an RM Model?

12 Define & categorize work Establish visibility (gather data) o What are people working on? o Do we have capacity? When? o What should people be working on? Establish procedures at appropriate level of control & rigor o “Right-sized” intake process o “Right-sized” selection & prioritization process o “Right-sized” resource requesting & allocation process Fundamentals of a RM Model

13 Must capture all work Frequency of feedback/input needs to be determined o When, Who, How, When? Review over-allocation o Acceptable & sustainable? o What options to change if required? And eventually…review actuals as part of the process More Fundamentals…

14 Executive sponsorship o Initially & Ongoing Process experts, “Evangelists”, “feet in the street” Strong communication plan Formal ‘Review Body’ Requirements: People

15 Intake Prioritization Request & Allocation Provide documented procedural guidance to all involved Considerations o Time Tracking (how much / when) o Use generic resources to identify demand Requirements: Process

16 Select & implement tools to support procedures & desired outcomes Deploy procedures & technology simultaneously Capabilities to consider o Central resource repository o Central project repository o Consolidated resource allocation view o Time capture system Requirements: Toolkit

17 Example: Resource Request, Engagement & Release Process

18 Summary Picture

19 Identify resource constraints & conflicts Make objective decisions about new requests & capacity Avoid unsustainable resource demands & over-allocation Build case for increased headcount / more realistic expectations Improve project success & predictability

20 Questions?

21 Thank You! For more information visit Future Webinars Product Demos White Papers For Questions or Comments: Nadia Skira: PDU Information: Activity number: