Jessica LanierSr Project Manager| The PMO SquadMadison, Wi, United States
My organization uses MS Project Online for its PPM tool. We are struggling with resource management as we have both operational and project work demands. I am implementing resource engagements to help manage the demand for our resources. Any suggestions on how to gain buy in for this change? Any help on resource management is also appreciated. Saving Changes...
Jessica LanierSr Project Manager| The PMO SquadMadison, Wi, United States
Aug 14, 2018 1:09 PM
Replying to Joseph Prem Anand
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I guess you have more of a stakeholder management problem rather than a resource management problem. If that is the case, the key would be to illustrate the benefits that would accrue to each of the stakeholders through the new resource management approach that you plan to roll out. If they see that they stand to benefit (faster deliverables, preventing burn-out etc.) they might start appreciating your efforts. Two cents!
Joseph,
Thank you! Saving Changes...
Jessica LanierSr Project Manager| The PMO SquadMadison, Wi, United States
Aug 14, 2018 3:54 PM
Replying to Sergio Luis Conte
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Unfortunatelly, we use the same supporting that with MS Project Server. First, resource is everything (i know some people will be upset to name in that way to a human being). Second, it is impossible to manage resource management from project management if it is not manage at enteprise level. That is an activity that belongs to business analysis. For example, when the business case is created, resources are allocated or compromised. Is an enteprise wide activity. If your organization do not understand that then let me say project/program/portfolio managers are lost.
Sergio,
This is the exact problem that I face, there is no resource management occurring at any level. The directors argue with me that they cannot plan their operational work (when they could). They expect me to use MS Project to manage all of the resources but they do not want to give me the authority to actually manage the resources.
In all honesty, I feel like they want me to fix the over allocations without any authority or support. They expect a tool to solve a problem that really requires communications and expectation management for the stakeholders.
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1 reply by Sergio Luis Conte
Aug 14, 2018 7:54 PM
Sergio Luis Conte
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Jessica, I am reading your post and I am reading my "trail of tears". After month working on that (in fact, I was in charge of the implementation of the tool) now it is working. Top level management suffered the "silver bullet syndrome" with this tool. So, what I did, was to work a lot demostrating that all related to resource must be started when initiatives (strategical ideas) was thought-out from the very begining. In fact, one thing I could demostrate is that money is not the critical resource, people are the critical resource. What I did is to create an xcell file where I put each person (name) in the rows, the initiatives where they might be assigned in the columns and the amount of time into each file/row intersection. When they saw that people have to work "24 hours a day and the night too" then they started to understand the situation. Hope it helps you.
Thank you for sharing. I agree and I have been desperately trying to communicate that the tool is simply a tool and it will not fix over allocation. How have you communicated the demand vs capacity limitations?
I have a report in MS Project that shows availability and what is scheduled but I am struggling when trying to get leadership to realize the limitations. They often come back telling me that the resource has time or can make it work. I am sure this is caused by our immaturity with the PMO and resource management.
Actuals are often the best way to show the problem. Excessive work might be getting done, but staff might be putting in a lot of overtime which leads to burnout or quality issues. If you can show 100% of actual time reported, you might find that the existing supply is running at 125% or even higher.
Kiron
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1 reply by Jessica Lanier
Aug 14, 2018 5:46 PM
Jessica Lanier
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Kiron,
We must be thinking on the same wave link! I was just reading an article from Gartner about how over utilization can reduce productivity and delay business value.
The primary take away from the article is that we should be planning around 75% utilization, reserving the other 25% for low value tasks and housekeeping.
Perhaps a large selling point for resource allocation will be the consequences of over allocation and focusing on a sustainable pace for resources.
I will look into our actual hours reporting and see what percentages show. I have been doing some analysis of project timelines and have noticed that our original estimates are taking 3-4 months longer. I suspect that the over allocation of resources is a primary factor in these delays.
Saving Changes...
Jessica LanierSr Project Manager| The PMO SquadMadison, Wi, United States
Aug 14, 2018 5:26 PM
Replying to Kiron Bondale
...
Actuals are often the best way to show the problem. Excessive work might be getting done, but staff might be putting in a lot of overtime which leads to burnout or quality issues. If you can show 100% of actual time reported, you might find that the existing supply is running at 125% or even higher.
Kiron
Kiron,
We must be thinking on the same wave link! I was just reading an article from Gartner about how over utilization can reduce productivity and delay business value.
The primary take away from the article is that we should be planning around 75% utilization, reserving the other 25% for low value tasks and housekeeping.
Perhaps a large selling point for resource allocation will be the consequences of over allocation and focusing on a sustainable pace for resources.
I will look into our actual hours reporting and see what percentages show. I have been doing some analysis of project timelines and have noticed that our original estimates are taking 3-4 months longer. I suspect that the over allocation of resources is a primary factor in these delays. Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
Aug 14, 2018 4:58 PM
Replying to Jessica Lanier
...
Sergio,
This is the exact problem that I face, there is no resource management occurring at any level. The directors argue with me that they cannot plan their operational work (when they could). They expect me to use MS Project to manage all of the resources but they do not want to give me the authority to actually manage the resources.
In all honesty, I feel like they want me to fix the over allocations without any authority or support. They expect a tool to solve a problem that really requires communications and expectation management for the stakeholders.
Jessica, I am reading your post and I am reading my "trail of tears". After month working on that (in fact, I was in charge of the implementation of the tool) now it is working. Top level management suffered the "silver bullet syndrome" with this tool. So, what I did, was to work a lot demostrating that all related to resource must be started when initiatives (strategical ideas) was thought-out from the very begining. In fact, one thing I could demostrate is that money is not the critical resource, people are the critical resource. What I did is to create an xcell file where I put each person (name) in the rows, the initiatives where they might be assigned in the columns and the amount of time into each file/row intersection. When they saw that people have to work "24 hours a day and the night too" then they started to understand the situation. Hope it helps you.
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1 reply by Jessica Lanier
Aug 15, 2018 11:08 AM
Jessica Lanier
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Thank you for the advice. I will try showing them the over allocation in an excel sheet. Perhaps a visual will wake them up.
Saving Changes...
Jessica LanierSr Project Manager| The PMO SquadMadison, Wi, United States
Aug 14, 2018 7:54 PM
Replying to Sergio Luis Conte
...
Jessica, I am reading your post and I am reading my "trail of tears". After month working on that (in fact, I was in charge of the implementation of the tool) now it is working. Top level management suffered the "silver bullet syndrome" with this tool. So, what I did, was to work a lot demostrating that all related to resource must be started when initiatives (strategical ideas) was thought-out from the very begining. In fact, one thing I could demostrate is that money is not the critical resource, people are the critical resource. What I did is to create an xcell file where I put each person (name) in the rows, the initiatives where they might be assigned in the columns and the amount of time into each file/row intersection. When they saw that people have to work "24 hours a day and the night too" then they started to understand the situation. Hope it helps you.
Thank you for the advice. I will try showing them the over allocation in an excel sheet. Perhaps a visual will wake them up. Saving Changes...
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