Project Management

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Obtaining internal committments for resources

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Anonymous
Has anybody seen or developed a template to secure internal resources? The idea would be that the Functional manager would sign a form committing a resource (identify time frame and % committment)to a project. It would also authorize them the backfill the position.
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Mark Mullaly President| Interthink Consulting Incorporated Toronto, Ontario, Canada
One strategy that I have adopted in addressing exactly the question you pose is to incorporate a resource sign-off as part of the project plan. The resource requirements section outlines the resources, effort/percentage allocation and timeframe for these resources, with a space for the appropriate resource manager to initial their agreement.

It is important to still recognize that there will still need to be negotiation in how the allocation is managed; are they to be replaced, backfilled, or does the assigned resource still maintain some on-going operational responsibility? This will depend in large part on the types of resources being assigned, and organizational policies for their assignment.

Regards,
Mark
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Michael Levine Organizational Change Management Program Director| Silver Tree Consulting Services Dexter, Mi, United States
A lo-tech solution is to use MS Excel with a simple database to develop the corporate Organisation Breakdown Structure. The main database can include the first name, last name, list of skill codes, recharge rates (internal/external) linked to project ID's, accounting actuals, and some type of timesheet programme (Timesheet Pro?).


This is not a trivial process and requires continual updating to really work.


Once the Corporate OBS is in place (and regularly maintained) then weekly meetings with the resource owners can achieve both the stakeholder resource management across projects and ensure that the projects in the Programme have adequate resourcing.

I would suggest that the Programme take ownership of resource negotiation with the resource owners. This requires more detail knowledge of specific projects but the outcome will be a more controlled process and a central point of contact for the Functional Project Managers and the Resource Owners.


Kind Regards
Mike
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Frank Patrick Boonton, Nj, United States
Do you really want to commit resources to projects?

Or is the real objective to assure that resources are available to work project tasks when they are needed?

These are two very different things. The dedication of resources to projects can have undesirable side-effects, including...

...their non-availability to other projects which might benefit from their involvement, or

...the mis-assignment of scarce high-skilled resources to tasks that lesser mortals could easily do (or learn from) simply because they're assigned to the project and have nothing to do for the moment and are nervous about having nothing of real value to do.

Rather than obtaining commitments of resources to projects, you might want to consider commitments of lead time for requesting resources to work on specific tasks, so that when there's 3 weeks (or months) until the task in question, a "head's up" is given to let the resource manager know that the need is coming.

In the CC world, this mechanism is known either as a resource buffer or a resource alert, and is usually limited to use for resource on critical chain (path) tasks, or for particularly tough to manage "outside" resources like clients or users. It could also be used in a non-CC context, but since you won't have project or feeding buffers to absorb delays in resource availability, it might be even more useful.

Keep in mind that if the goal of the larger organization is to get maximum benefit from completed projects, staffing should be such that resources are waiting for tasks far more than tasks wait for resources.

One more thing -- the goal of either of these solutions -- your dedication to projects, or my dedication to tasks -- will be threatened if multi-tasking (expecting resources to be working on more than one non-trivial task in the same time frame, applying partial head-counts to eac, and bouncing back and forth between tasks before completing any of them) is seen as an appropriate approach to work.

But you knew that, right?

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Mark Price Perry Business Driven PMO Evangelist| BOT International Orlando, Fl, United States
Dear Anonymous, absolutely! It is a great idea to have key team member sign-offs, document RAMs, and work packages, and work package lists. These PM artifacts should be part of any PM process template library. The format; Word, Excel, HTML-form, etc. is of little importance. Use what ever is easiest for you. Cheers. -- Mark Perry, VP of Customer Care, BOT International

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