Increase your resource capacity without hiring ppt
0 likes514 views
This document discusses how organizations can increase resource capacity without hiring. It provides examples of how implementing a single timesheet system for projects and non-project work, reducing bureaucracy like unnecessary travel, and prioritizing high-value projects over excessive maintenance can free up significant time. Using a single timesheet allows analyzing where time is spent and identifying opportunities to work more efficiently. Even small changes in many areas can collectively increase capacity equivalent to hiring many new employees.
Increase your resource capacity without hiring ppt
- 2. Session: 9060 Increase resource capacity without hiring By: Chris Vandersluis HMS Software chris.vandersluis@hms.ca
- 3. Introduction • Founder of HMS Software; publishers of TimeControl, a project-based timesheet system • Over 28 years experience in project and timesheet systems • Partner with Primavera since 1997 • Author of the EPMGuidance.com blog
- 4. Introduction • Teaches Advanced Project Management at McGill University • Writing has appeared in: • Fortune Magazine • American Management Association’s Project Management handbook • PMI’s PMNetwork • Microsoft’s TechNet • Computing Canada, and PM Times magazines.
- 5. Introduction 1984 HMS Software founded. First project: automating the project office at Philips Information Systems and creating a project timesheet 1994 HMS releases TimeControl 1.0 1995 TimeControl published with links to Microsoft Project 1997 HMS becomes a Primavera Technology Alliance Partner 1997 HMS releases TimeControl 3.0 as a client/server product 1999 HMS releases first web timesheet interface for TimeControl 2001 HMS releases TimeControl 4.0, a full web-based version 2005 HMS becomes a Microsoft Gold Certified Partner 2007 HMS releases TimeControl Industrial 4.7 2010 HMS becomes Oracle Gold Partner 2010 HMS releases TimeControl 6.0 2011 HMS releases TimeControl Mobile 2012 HMS releases TimeControlOnline – Hosted TimeControl in the Cloud
- 7. Solving capacity challenges • Add capacity hiring/contracting (In a challenging economy this is unacceptable) • Reduce the amount of work (When competition is tough, you must add work. Reducing work is unacceptable) • Do the work slower (In a global economy, working slower is unacceptable)
- 8. The Resource Challenge No one has an abundance of resources …nor should they “Project Management is doing a defined scope with insufficient resources” – Ken Mattingly, NASA
- 9. Project Mgt is working • In the last 30 years project management has advanced as a discipline and it makes a difference • Projects are managed more effectively • Staff are allocated more effectively • The right projects are often prioritized more effectively
- 10. So problem solved… yes? • Unfortunately… no • Resource Capacity Planning remains one of the most significant organizational issues and this is regardless of the status of the economy • When the economy is challenged, staffing is reduced • When the economy is booming, skilled resources are scarce
- 11. What organizations try How do organizations try to solve this? 1. Automate Purchase an EPM or PPM system in the hopes that projects will be more effective 2. Implement EPM/PPM processes Implementing EPM/PPM processes with or without automation will hopefully improve project efficiency 3. Push the staff to overtime/more work
- 12. The untapped resource • Project management personnel tend to focus on improving efficiency within their scope of influence • There is often a surprising level of effort being expended on non-project activities • How can the Project Management Office harness some of this time?
- 13. Where does the time go? Some common categories where time is spent excessively include: • Bureaucracy • Maintenance • Legacy system support (Particularly in IT)
- 15. Management decisions 1.“Starting immediately all project personnel will be co-located to the maximum extent possible” 2.“If many project team members must travel to a meeting with one executive then that executive will travel not the entire team”
- 17. Less inter-office travel M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12 -$640,000 -$480,000 -$360,000 -$320,000 -$280,000 -$200,000 -$183,333 -$175,000 -$167,667 -$150,000 -$133,333 -$120,000 0 $160,000 $280,000 $320,000 $360,000 $440,000 $456,667 $465,000 $473,333 $490,000 $506,667 $520,000 Total savings: for 1 year: $4,471,667 Or the equivalent of hiring 156 people!
- 18. Ex2: Reduce bureaucracy • In a 6000 person staff, 1/3 of the workers were sub-contractors • Approving timesheet invoices took 8 weeks and included: • Reconciling sub-contractor timesheet information with internal timekeeping records which arrived in numerous formats • Adjusting sub-contractor invoices to match reconciled timesheet information • This took key project personnel, supervisors and finance personnel
- 19. Management decisions • Deploy a single timesheet (in this case TimeControl) and have all workers use it including both internal and external staff • Approve time each week and give the sub- contractor companies access to the timesheet data of their own staff
- 20. Results of one timesheet • Sub-contractor invoice approvals reduced to less than 5 days Company therefore negotiated an early payment discount of 2% and saved over $2.4 million or the equivalent of hiring over 60 people • Company saved 1200 hours per week in more efficient invoice and timesheet approvals or the equivalent of hiring more than 30 additional people
- 21. Ex3: Excessive Maintenance • A US university did an assessment of its portfolio of IT projects • It determined that its current and projected projects for the coming year were the equivalent of approximately two years of resource capacity
- 23. UnleveledLeveled
- 26. Management Decisions • Reduce supported databases to 3 • Outsource email for free to EDU (over 15,000 email addresses) • Reduce legacy applications • Use Portfolio prioritization to gateway new projects • Results: increase of project resource by over 50%!
- 28. Ex4: Data-mine the timesheet • Objective: Which projects had the least staff turnover and what information in the timesheet could be correlated • Change: An increase in internal training resulted in higher employee satisfaction lower staff turnover and an increase in the productivity of staff who were more experienced and did not need to spend time training new staff. • Result: An increase in over 10% of resource capacity
- 29. Other places to “create” time • Portfolio Selection through stage gating to work only on the best projects • Cancelling bad projects • Data mining timesheets for non-productive bureaucracy e.g.: • Reporting that serves on purpose • Excessive meetings that are not effective
- 30. Cancelling bad projects • Objective: What has projects end up in management review? • Discovery: Projects which would ultimately fail were identified early and more latitude was available to cancel them. • Result: Staff were able to move onto more successful projects and an increase in resource capacity of over 10% was realized
- 31. Stage Gate Project Review Project has exceeded a threshold Does the project still meet business criteria? Pause project for rework and re-assessment Cancel the project Make project staff available for other projects
- 32. Creating a solution • Key to finding time outside of the existing project resource availability is to deploy a single timesheet to be used for both project and non-project work. • The timesheet must be able to fulfill the needs of multiple aspects of the organization…
- 33. Time and Attendance Timesheet solutions Timesheet system sends attendance time and types of time off such as vacation and sick leave HR Systems and Payroll Timesheets
- 34. Timesheet solutions Time and Billing Time is summarized by client and billed with proper rate codes and overtime when applicable Finance and Billing systems Timesheets
- 35. Timesheet solutions Project Statusing Timesheet lists time per resource on each task and updates the project management system for budget vs. actual analysis. Project Management Timesheets
- 36. Timesheet solutions Governance Organizations are required to comply with government and shareholder compliance rules such as R&D tax credits, the DCAA, SOX, EEC work rules and general auditability Governance Activity Costing systems Timesheets
- 37. Multi-purpose timesheet HR Systems and Payroll Finance and Billing systems Project Management Governance Activity Costing systems Timesheets Multi-purpose Timesheet
- 38. Timesheet elements • Browser interface • Financial controls for payroll • Links to the ERP • Links to Project Scheduling • Flexible multi-level resource definition • Multi-browser/multi- device • Mobile interface • Coding for tasks at both the finance/organization level and the project level What do we need to deploy in a single timesheet?
- 40. Why one multi-purpose timesheet? Oracle Projects Primavera Multi-purpose timesheet Labor Actuals for OP and Finance Timesheet EBS/Financials/Payroll Summary Task data Including Dates, ETC
- 41. Conclusions• There is often resource capacity that can be capitalized on internally • Start by using a single timesheet for both project and non- project work • Look for: • Big slices of time then drill down for detail • Excessive bureaucracy • When you find changes to make, get support from senior management to make them. • Make timesheet data review an annual exercise, not something done only once
- 42. Thank you! For more information: EPMGuidance Blog: www.epmguidance.com Chris Vandersluis: chris.vandersluis@hms.ca TimeControl: www.timecontrol.com