Your IT PMO and Project-level Resource Management and Enterprise-level Resource Planning

Your IT Project Management Office needs people, processes, and technology working together to deliver on the three primary goals of a PMO: enabling executives to build and manage portfolios, spotting and fixing project problems, and helping project teams to be successful.  One ingredient to this success is Resource Management – both at the project-level, and rolling up to the enterprise-level.

One of the most complicated problems for an organization is ensuring that they have the right number and skills of resources to manage both projects and operations.

An Enterprise Project Management system rolls up the resource load from all planned and active projects so that you can see what types or role, or specifically “who” is needed on a project and how they are allocated across time.  For this to work, you need to have:

  • Business processes and standards around consistent resource scheduling practices
  • Resource loaded schedules (at an appropriate level)
  • Resource calendars that provide for planned availability (e.g. versus operational roles)
  • Project management system that supports scheduling people and roles
  • Enterprise project management system that provides visibility of people and their assignments across projects
  • Reports that provide current allocation and future needs, as well as historical usage
  • Analytics which help to forecast future needs.

Most often, the root problem for resource management and planning can be found in the first two bullet points above – the PMO and project community don’t have consistent resource scheduling practices and schedules aren’t resource loaded.  There are a variety of reasons for this, which boil down to “it’s hard to do”.  Well, yes, it does require some effort, but the payoff is dramatic in the long-run in two ways:

  • You will have operations people available to make sure your day-to-day operations are done, and
  • Projects have a substantially better chance of finishing on-time and on-budget.

With the resource information, management can make decisions such as:

  • How can we staff the project so that we can best ensure success?
  • How can we maintain operations during the project?
  • How many people do we need in the long-term and can we afford that versus the project loads?
  • Should we backfill with contractors or assign them to the project?
  • Should we delay the project(s), allow overtime & overallocation, hire more people, or contract?

PMO Enabling Resource Management Requirements:

  • One scheduling tool with integrated resource management for the Executive, Project Managers, and Project Team Members (and the PMO), with one single source of truth
  • Automated reports and dashboards that roll-up resource details
  • Flexible organization of resources
  • Named resources and roles
  • Project resource allocation reports for Project Managers
  • Enterprise resource capacity reports for Executives

Benefits

Benefits from a single integrated scheduling management solution includes:

  • Increased visibility of resources and their availability to get work done
  • Improved work-life balance and improved corporate culture
  • Increased on-time and on-scope performance
  • Less waste
  • Improved time to ROI
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