Efficient Project Resource Management

INTRODUCTION

Hello, fellow project managers! I know you feel that resource management is a crucial aspect of project planning, ensuring that teams are equipped with the right skills and tools to deliver successful results. In this blog post, I'll talk about two key components: developing a resource management plan and team charter, and estimating activity resources. At first, I thought it was a bit intimidating but actually, it’s not that bad. I'll break down complex concepts into simple explanations to help you navigate these vital project management elements. Let’s start with the first part!

Let’s Develop the Resource Management Plan & Team Charter 

When starting a project, it's essential to start with a well-defined plan. The resource management plan and team charter serve as the roadmap for assembling the right team and allocating resources efficiently. The concepts I am going to talk about including the following:

• Project organizational charts

• Responsibility assignment matrices

• Staffing management plans and resource histograms

• Team charters

Let's explore these concepts further and see how they align with project and feature definitions.

Project Organizational Charts

Project organizational charts are indispensable tools in project management, providing a visual roadmap for team structure and accountability, especially in large projects with complex matrix structures. In such diverse teams, creating a clear hierarchy with roles and reporting relationships can be challenging.

Kathy Schwalbe [1] states that, for instance, in an extensive IT project like developing the F-44 aircraft, a program manager may oversee all related projects, each major component having a dedicated project manager. Key roles include the deputy project manager and subproject managers, ensuring clarity in responsibility and accountability. Smaller projects, however, may opt for a more streamlined structure. The project manager can work closely with team leaders who report directly to them.

Alongside organizational structure, defining and assigning work is important. This process involves project requirements finalization, specifying the work methodology, dividing tasks into manageable portions, and allocation work responsibilities. The iterative nature of this process ensures alignment with project objectives.

So, project organizational charts clarify team structures and roles in managing large, diverse groups efficiently. They, along with precise work definitions and assignments, are essential in keeping projects on track and ensuring all team members understand their roles in achieving success.

Responsibility Assignment Matrices

The responsibility assignment matrix (RAM) is a major tool for assigning and tracking project tasks. It maps the work outlined in the Work Breakdown Structure (WBS) to the individuals or teams responsible for each task. RAM can be particularly helpful in defining roles and responsibilities. For example, the RAM can use RACI charts, which list tasks vertically and individuals or groups horizontally. 

According to William Malsam [2], these tasks include Responsibility (Identifying the task performer), Accountability (Determining the task approver or authority), Consultation (Recognizing those with essential task-related information), and Informed (Noting individuals requiring task status and results updates). RAMs clarify the roles and responsibilities of various stakeholders in your project.

Plans for Staffing Management & Resource Histograms

The staffing management plan outlines how and when team members are added or removed from the project. It's especially essential for projects with fluctuating resource needs. Kathy Schwalbe [1] emphasizes that the plan details the types of resources required, such as Java developers or business analysts, and the quantity required monthly. 

A resource histogram is a visual representation of this, showing the required resources over time. It's an invaluable tool for ensuring that the right resources are available when needed, making project management more efficient.

Team Charters

Team Charters are essential documents that promote teamwork and effective team communication in project management. According to the insights of Kathy Schwalbe [1], once core project team members are selected, they collaboratively create a team charter to guide their interactions and processes. This typically involves reviewing a template and working in smaller groups to gather input. The charter contents may include:

• Core team principles

• Communication protocols

• Decision-making standards

• Conflict resolution procedures

• Meeting protocols

• Team understandings

Regularly updated as needed, the team charter serves as a crucial reference point for fostering collaboration and maintaining a harmonious team dynamic throughout a project's life cycle.

Let’s Estimate Activity Resources

As Lucy Brown [3] mentioned, estimating activity resources is a pivotal phase in project planning, vital for project success. This process involves determining the necessary resources, such as personnel, equipment, and materials, required to accomplish project activities. The nature of the project, organizational history, and available resources significantly impact resource estimates.

Expert opinion, diverse estimation methods, data examination, project management software, and collaborative meetings play vital roles in this process. The project management plan, project documents, enterprise environmental factors, and organizational process assets are crucial inputs in resource estimation.

Resource estimates help create a resource breakdown structure, identifying resources by category and type. This information proves invaluable in determining resource costs, acquiring necessary resources, and ensuring efficient project execution. By brainstorming alternatives and evaluating resource-related issues, project managers can make informed decisions early in the project.

Resource estimates also serve as the foundation for project cost estimates, communication planning, risk management, and procurement management. As the project progresses and more detailed information becomes available, resource estimates are continuously updated to align with project objectives, ensuring that the right resources are available when needed.

Conclusion

In conclusion, effective resource management is pivotal for ensuring the success of any project. The development of a resource management plan, the establishment of a team charter, and the precise estimation of activity resources are all integral components that greatly enhance project quality. By simplifying these concepts and making them more accessible, I trust this blog post has provided you with valuable insights into the world of resource management in project development. Until next time!

References

[1] Schwalbe, Kathy. Information Technology Project Management, 9th Edition.

[2] Malsam, William. “How to Make a Responsibility Assignment Matrix for a Project?”
      projectmanager.com, link to the article.

[3] Brown, Lucy. “Estimate Activity Resources Process in Project Management”
      invensislearning.com, link to the article.

Graphic References

[Figure 1] Illustration of project resource management, link to the graphic.

[Figure 2] Sample organizational chart for a large IT project
  Page 392, Schwalbe, Kathy. Information Technology Project Management, 9th Edition.

[Figure 3] Work definition and assignment process
  Page 393, Schwalbe, Kathy. Information Technology Project Management, 9th Edition.

[Figure 4] Sample resource histogram
  Page 396, Schwalbe, Kathy. Information Technology Project Management, 9th Edition.

[Table 1] Sample RACI chart
Page 395, Schwalbe, Kathy. Information Technology Project Management, 9th Edition.