1. Tips for effective resource management and planning
Judi Martin

2. what is a project? a project is an activity that: is unique
is temporary
brings about change
has unknown elements
has an outcome or a product

3. definition: resource
pronunciation: [ree-sawrs, -sohrs, -zawrs, -zohrs, ri-sawrs, - sohrs, -zawrs, -zohrs]
‘a stock or supply of money, materials, staff, and other assets that can be drawn on by a person or organization in order to function effectively’

4. ‘the ability to find clever ways to overcome difficulties’
definition: resource
‘personal attributes and capabilities regarded as able to help or sustain one in adverse circumstances’
‘the ability to find clever ways to overcome difficulties’

5. resources: what are they?

6. whom, how much and when? the most qualified people
team members know what to contribute
a single owner for each task
develop accurate and realistic schedules
monitor resource expenditures
ensure people are on hand when needed
know your project objectives

7. remember… resources are often in short supply

8. in organisations, trade offs can and will happen

9. resource allocation plan
some organisations track and detail every resource
others don’t plan or track resources at all
it is in your best interest to track and monitor resources for your projects success

10. project schedule achievable responsive
understood and supported by project team
realistic and attainable

11. how do you eat an elephant?

12. work break down structure (WBS)
identify all required activities and tasks
allow no gaps (100% rule)
allow no overlaps

13. WBS

14. WBS

15. remember… projects are about people
‘if an individual is juggling more than three tasks simultaneously, the efficiency of his/her work is significantly hampered’
‘if there is no prioritisation people work on the task they feel most comfortable with first’

16. match people to tasks
determine the skills and knowledge of each activity
confirm required skills and knowledge
better to have people interested and skilled

17. skills, knowledge and interests

18. estimate required work effort
duration and effort
consider history
qualifications
experience
facilities, equipment and technology available
lessons learnt

19. productivity, efficiency and availability

20. efficiency and personal work effort
organisations level of efficiency
estimate 70-75% level of efficiency
include any time spent on BAU
involvement in other projects

21. planning and scheduling
use your WBS
estimate effort and duration of each task
put tasks in order, checking dependencies
create a network diagram, then a gantt chart

22. scheduling

23. schedule: handy tips
consider both duration and interdependencies of tasks
identify your strategy for performing each activity before you estimate its duration
factor in the availability of resources
identify all assumptions related to your project
identify and plan for all significant schedule risks
reexamine and revise, if necessary, your original schedule after your project is approved and before you start work on it
involve your stakeholders.

24. representing schedule

25. spread sheet (excel)

26. other software

27. coordinating people across multiple projects
Person loading chart

28. the other resources

29. budget detailed plan and schedule (WBS)
estimates / assumptions / ranges
use work break down structure
create baseline of expenditure and income and report against it

30. equipment must be planned and scheduled (wbs)
depends on nature of project
right equipment, right time, right place
must operate properly and safely

31. time critical path method / gantt chart list all activities/tasks
duration and effort
crashing / fast tracking
understand your tasks

32. facilities use wbs for timeline appropriate for project needs
understand your project needs and requirements

33. knowledge communicate with stakeholders use lessons learnt
examine history
put the right people in the right place

34. contracts

37. manage change use your WBS to schedule identify any risks
complete a gap analysis
communicate this to stakeholders
use your project sponsor
use your networks

38. triple constraint

39. manage risks understand risks use WBS
risk and identification and planning
communicate, communicate, communicate
use your project sponsor

40. dealing with unknowns

41. And finally…