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Resource Management Overview
Presenters: Jerry Dolak and Karl Lockwood
Agenda
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Overview of Resource Management
Value of Resource Management
Challenges
Rego Keys to Success
Questions
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Resource Management
• Right People – Right Time – Right Projects
– Finding qualified, available people
– Finding people with the skills needed
• Planning and Forecasting
– Determining the total work across projects (demand)
– Determining overall resource availability (capacity)
– Determining future staffing needs
• Tracking and Billing
– Recording actual work performed
– Requests for additional/fewer hours as needed
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Resource Management Definitions
• Availability – The number of hours a resource is available to
work on any given day. By default, 8 hours per day.
• Allocation – The hours or % of time a resource is designated to
perform work on a specific project.
• Assignments – The amount of work designated for a resource
on a specific task.
• ETC – Estimate to Complete. The number of hours it will take
the resource to complete work on the task. As actual time is
tracked against the assignment, the ETC will decrement.
• Actuals – Actual work (in hours) the resource has booked on a
specific task via timesheets.
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Resource Management Roles & Responsibilities
Resource Manager (RM)
Project Manager (PM)
• Maintain Resource Roles
• Determine the roles/skills needed to
perform project tasks
• Maintain Resource Allocations
• Monitor Resource Availability (Vacation
Calendar)
• Monitor Resource Utilization
• Monitor Project Performance data
• Work with Project Manager to review
and update/resolve resource allocations
as needed
• Communicate resource risks and issues
to PMs & IT Leadership
• Ensure Resource Allocations are
sufficient to meet Project Demand
• Work with Resource Manager to get the
right resources on the project
• Communicate resource issues to the
Resource Manager & IT Leadership
Team Member (TM)
• Enter timesheets in a timely manner
• Update ETCs via timesheets if/as
necessary
• Maintain non-working days in personal
calendar
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How Would You Like to Fulfill Demand?
• Which Demand management model would work best for you?
– Centralized Resource management (to RM/Booking manager)
– Resource Management by department (to area of organization)
– Resource Management by function (to development, dba, etc.)
• CA PPM offers options to fulfill each demand management
option.
• CA PPM offers flexibility for staffing of projects
– Manual staffing
– Resource requisitions
– Combination of the two options
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Staffing Methods
• Manual Staffing is a Project Manager adding team members directly
to the project
– Add a role or named resource directly to the project
– Use booking status to determine which allocations have been
approved by Resource Management
• Requisitions allow a Project Manager to send a more formal request
to have a resource assigned to fill a role
– Route a request to a booking manager
– Booking manager is notified of pending request
– Booking manager determines best candidate for requisition using
Resource Finder
– Historical requisition requests are stored in CA PPM
• Both of these methods can be used at the same time.
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Value of Resource Management
• Resource Management will lower external consulting costs
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Understanding future resource needs will allow an organization to avoid finding
external resources at the last minute to complete work
• Resource Management will move labor costs from lower value add
activities to high value add activities
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The natural tendency of a project manager is to overestimate the resources
needed to perform work. Resource management monitors this to allow an
organization to plan more accurately and reduce “filler” work by resources
• Utilization of CA PPM to manage resources real-time, increasing visibility
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Demand and Allocation management within CA PPM allows for direct updates,
reducing management by email and spreadsheets. The data is consistently current
with CA PPM
• Resource Management will improve customer satisfaction by providing
more accurate project dates
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Accurate estimation of hours needed will help project managers more accurately
predict the finish dates of tasks, milestones, and projects
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Challenges
• Capacity and Demand is reviewed in roles. Too many roles
within an organization can make that analysis overly
complex
• OOTB skills does not allow capacity and demand
reporting
• Readiness of the organization should be at all levels, to
begin managing resources within CA PPM
• How do I enforce having RMs and PMs keep their data
current? How do I get them to talk to each other?
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Challenges – Open Mic
• Have you implemented resource management within
CA PPM?
• What Goals did you intend to Achieve?
• What issues did you have in implementation or use?
• Did you have an existing process you were expecting
to map to the system?
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Keys to Success
• Minimize roles and use other identifiers – department
OBS, primary application, primary skill
• Support multiple demand fulfillment models
• Encourage RMs and PMs to TALK and give them more
rights in Clarity to update after the conversation
• Lots of Training and Mentoring
• Lots of views to help RMs and PMs see issues
• Measure the Effectiveness of RM Post Implementation
(Rego Adoption Metrics)
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Adoption Metrics
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Project Commitment Metric Example
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Purpose/Description
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Selection Criteria
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Provides a measurement for the Hard Allocations at the project level over a 2 week timeframe
Active projects only (active/approved/started)
Excludes programs and templates
Roles are not included in the analysis
Can also opt to choose based on project stage
Calculations
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5 – Project Commitment for named resources in the next 14 days between 80% and 100%
4 – Project Commitment for named resources in the next 14 days between 60% to 80%
3 – Project Commitment for names resources in the next 14 days between 40% to 60%
2 – Project Commitment for named resources in the next 14 days between 20% to 40%
1 – Project Commitment for named resources in the next 14 days between 1% to 20%
0 – Project Commitment for named resources in the next 14 days less than 1%
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Formula – Project Commitment = Hard Allocation Hours / Total Allocation Hours
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Variations – Percentages and timeframes
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Resource Lowest / Highest Adopters
Provides a view into which resource managers have the highest
or lowest adoption scores by looking at an average overall score
for all Resource metrics or by an individual metric.
• Selection Criteria
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Resource is Active
Resource is Open for time
entry
• Calculations
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0 – Null values are not
calculated into the averages
• Formula: A= Sum of all
Individual Resource metric
Values ÷ the Number of
Resource metric values
• Variations: None
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Resource Allocation Metric Example
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Purpose/Description – indicates if the Resource Manager is keeping total
resource allocations within the expected range for future time periods
Selection Criteria
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Calculations
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Resource is Active
Resource is Open for Time Entry
5 – Resource has an allocation percent between 80% - 120% for the next 120 days
4 – Resource has an allocation percent between 70% - 130% for the next 120 days
3 – Resource has an allocation percent between 80% - 120% for the next 90 days
2 – Resource has an allocation percent between 70% - 130% for the next 90 days
1 – Resource has an allocation percent between 70% - 130% for the next 30 days
0 – Resource has an allocation percent outside 70% - 130% for the next 30 days
Formula: Allocation Percent – Total Allocations / Total Availability
Variation: Percent ranges and timeframes
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Questions
We hope that you found this session
informative and worthwhile. Our
primary goal was to increase your
understanding of the topic and CA
PPM in general.
There were many concepts covered
during the session, if you would like to
contact any presenter with questions,
please reach out to us.
Phone
888.813.0444
Email
info@regouniversity.com
Website
Thank you for attending
regoUniversity 2015!
www.regouniversity.com
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