Learn from 3 Failed Attempts at Resource Management
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The document discusses 3 failed attempts at implementing a resource management system. The first attempt used a holistic system but failed because the organization was not mature enough. The second attempt addressed issues with the first but failed because the software was too difficult to use. The third attempt used a new software but failed because people were not properly incentivized. The key lessons are that successful resource management requires a user-friendly system, efficient processes, training, and tying the system to performance metrics and incentives.
Learn from 3 Failed Attempts at Resource Management
- 1. Learn from 3 Failed Attempts at Resource Management Jeff Manhardt | PMP Fall 2016
- 2. Resource Capacity Planning Resource Allocation Resource Work Management Resource Collaboration Resource Task Management Resource System Implementation http://epmlive.com/project-management-tools-5-steps-resource-management/
- 3. Resource Capacity Planning Identify Generic Roles Determine Estimated Usage of Each Role Analyze and Adjust Resource Plan Finalize Plan for Resource Allocation
- 4. Resource Allocation Match Potential Candidates w/ Needs Assign Names Resources Confirm Project or Work Assignment and Duration Verify Resource Assignment with Necessary Parties Manage Future Shifts in Resource Assignments
- 5. Resource Work Management Manage Work Assignments Track Resource Performance Provide Continuous Feedback and Status Resolve Issues and Mitigate Potential Risks Respond to Changes
- 6. Resource Collaboration Define Shared Goals & Objectives Track Status & Real Time Updates Provide Teams Efficient Tools to Collaborate
- 7. Resource Task Management Gather Work Assignments Provide Status and Updates Monitor Overall Health of all Work and Dependencies
- 8. Resource System Implementation Gather Requirements Determine market options RFP Develop process around the system Implement
- 9. Taken Together… Identify Generic Roles Determine Estimated Usage of Each Role Analyze and Adjust Resource Plan Finalize Plan for Resource Allocation Match Potential Candidates w/ Needs Assign Names Resources Confirm Project or Work Assignment and Duration Verify Resource Assignment with Necessary Parties Manage Future Shifts in Resource Assignments Manage Work Assignments Track Resource Performance Provide Continuous Feedback and Status Resolve Issues and Mitigate Potential Risks Respond to Changes Define Shared Goals & Objectives Track Status & Real Time Updates Provide Teams Efficient Tools to Collaborate Gather Work Assignments Provide Status and Updates Monitor Overall Health of all Work and Dependencies Gather Requirements Determine market options RFP Develop process around the system Implement
- 11. • 1st attempt – Implement holistic resource management system including: • Project Task Management • Cost Management • Resource Management • Artemis selected • Technology-wide team included in implementation • New Generic Roles created • Process documented • Training included Utopia
- 12. Failed because organization wasn’t mature enough • Resource Managers didn’t see value, only extra work • Resource Managers & Project Managers didn’t collaborate on resource needs • RMs, PMs, team members – bad at estimating resource time • Reports didn’t provide value because data entry was lackluster or not accurate Utopia Identify Generic Roles Determine Estimated Usage of Each Role Analyze and Adjust Resource Plan Finalize Plan for Resource Allocation Match Potential Candidates w/ Needs Assign Names Resources Confirm Project or Work Assignment and Duration Verify Resource Assignment with Necessary Parties Manage Future Shifts in Resource Assignments Manage Work Assignments Track Resource Performance Provide Continuous Feedback and Status Resolve Issues and Mitigate Potential Risks Respond to Changes Define Shared Goals & Objectives Track Status & Real Time Updates Provide Teams Efficient Tools to Collaborate Gather Work Assignments Provide Status and Updates Monitor Overall Health of all Work and Dependencies Gather Requirements Determine market options RFP Develop process around the system Implement
- 14. After 2 years, old PMO disbanded, new PMO introduced • Listened to complaints, concerns from RMs, PMs, management • Retooled training • Addressed software deficiencies • Management top down focus The Fix
- 15. Failed because software was still too difficult to use • Wasn’t end-user friendly • Report generation required BA & developer assistance • Wasn’t upgraded over 8 years • In the end, only used for time reporting of actuals, not resource management The Fix Identify Generic Roles Determine Estimated Usage of Each Role Analyze and Adjust Resource Plan Finalize Plan for Resource Allocation Match Potential Candidates w/ Needs Assign Names Resources Confirm Project or Work Assignment and Duration Verify Resource Assignment with Necessary Parties Manage Future Shifts in Resource Assignments Manage Work Assignments Track Resource Performance Provide Continuous Feedback and Status Resolve Issues and Mitigate Potential Risks Respond to Changes Define Shared Goals & Objectives Track Status & Real Time Updates Provide Teams Efficient Tools to Collaborate Gather Work Assignments Provide Status and Updates Monitor Overall Health of all Work and Dependencies Gather Requirements Determine market options RFP Develop process around the system Implement
- 18. It must be the tool! • Artemis version was end of life • Company moving from Novell to Microsoft • MS EPM server software license low cost • MS Project the de-facto desktop project management software • 18 month project implemented MS EPM • Customized with project status information and reporting • Resource Management structured for PMs and RMs to collaborate • User interface already familiar
- 19. Failed because people weren’t incented • Resource Managers weren’t incented to ensure consistent resource estimation • RMs & PMs were at odds for resource estimation • RMs were incented to show all resources were fully allocated • PMs were incented to show less resources than were used to show reduced costs • Reports didn’t provide value because data entry was constantly shifting Identify Generic Roles Determine Estimated Usage of Each Role Analyze and Adjust Resource Plan Finalize Plan for Resource Allocation Match Potential Candidates w/ Needs Assign Names Resources Confirm Project or Work Assignment and Duration Verify Resource Assignment with Necessary Parties Manage Future Shifts in Resource Assignments Manage Work Assignments Track Resource Performance Provide Continuous Feedback and Status Resolve Issues and Mitigate Potential Risks Respond to Changes Define Shared Goals & Objectives Track Status & Real Time Updates Provide Teams Efficient Tools to Collaborate Gather Work Assignments Provide Status and Updates Monitor Overall Health of all Work and Dependencies Gather Requirements Determine market options RFP Develop process around the system Implement
- 22. It must be the tool! • MS EPM didn’t provide for true portfolio management • What-if technology investment scenarios needed • Project business case, charter and selection criteria needed • Focus on resource capacity & resource collaboration • 24 month project • Will it be successful? It’s the Tool Identify Generic Roles Determine Estimated Usage of Each Role Analyze and Adjust Resource Plan Finalize Plan for Resource Allocation Match Potential Candidates w/ Needs Assign Names Resources Confirm Project or Work Assignment and Duration Verify Resource Assignment with Necessary Parties Manage Future Shifts in Resource Assignments Manage Work Assignments Track Resource Performance Provide Continuous Feedback and Status Resolve Issues and Mitigate Potential Risks Respond to Changes Define Shared Goals & Objectives Track Status & Real Time Updates Provide Teams Efficient Tools to Collaborate Gather Work Assignments Provide Status and Updates Monitor Overall Health of all Work and Dependencies Gather Requirements Determine market options RFP Develop process around the system Implement
- 24. People do what they are incented to do • Software needs to be user friendly & intuitive • Process needs to be stream-lined and efficient • Training needs to be on process & software; also why • Resource management metrics are needed and be tied to annual evaluations We the People!