5 Essential Insights for Maximizing Resource Capacity
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Transcript of 5 Essential Insights for Maximizing Resource Capacity
| 1 | Five Essential Insights for Maximizing Resource Capacity
Five Essential Insights
for Maximizing
Resource Capacity
Jerry Manas
Author, The Resource Management
and Capacity Planning Handbook
| 2 | Five Essential Insights for Maximizing Resource Capacity
Presenter
Jerry Manas Author of the new book, The Resource Management and
Capacity Planning Handbook, and the bestsellers Napoleon
on Project Management and Managing the Gray Areas.
Work highlighted in the Houston Chronicle, National Post,
Globe and Mail, Huffington Post, Chicago Sun Times, and
others.
Founder/President, The Marengo Group
Twitter: @jerrymanas
| 6 | Five Essential Insights for Maximizing Resource Capacity
How Do You Maximize Your Resources to Achieve
Your Organizational Goals?
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“Vision without Execution
is Hallucination.”~ Thomas Edison
| 8 | Five Essential Insights for Maximizing Resource Capacity
Introducing: A New Book and A New Comprehensive Study
Study sponsored by Planview and conducted by Appleseed Partners
| 9 | Five Essential Insights for Maximizing Resource Capacity
Benchmark Data & Maturity Paths
Case studies
Tools for overcoming common barriers and
making decisions involving: Time capture
Resource assignments
Competing priorities
Recommendations on ownership of the RM &
CP functions
Considerations for addressing the human side of
resource management
A powerful framework for success
| 10 | Five Essential Insights for Maximizing Resource Capacity
2014 Resource Management and Capacity Planning Study
Research Background
2014 State of Resource Management and
Capacity Planning
480 Global Participants from Professional
Services, Product Development, IT, Enterprise
PMOs etc.
Ranked RM and CP on a maturity model from low
to high maturity
Top pain points, risks and several factors
More info and reports at: rmcp.planview.com
| 12 | Five Essential Insights for Maximizing Resource Capacity
Assignment
Tactical
Execution/Operations
The ongoing assignment and maintenance of organizational
resources as part of project operations and execution
Resource Management
Strategic
Planning
Assessment
The assessment of available capacity during the demand prioritization and selection
processes
Capacity Planning
| 13 | Five Essential Insights for Maximizing Resource Capacity
New Investment
Classify, Scope and Size the Investment
Submit Investment for Investment Approval
Receive Investment into Portfolio
Rank and Prioritize Investment in Portfolio
Accept/Reject/Hold
Deliver the Investment
Wait
Investment Planning & Governance
Intake
ExecutionCapacity Planning
(Project) Execution Lifecycle Resource
Assignments
Resource Management & Capacity Planning in Context
| 14 | Five Essential Insights for Maximizing Resource Capacity
The Relevant Questions
• Capacity Planning asks: Do we have the
capacity to achieve our organizational
goals, and if not, are we rationally adding
capacity?
• Resource Management asks: How can
we ensure the right people are assigned to
the right projects at the right time?
?
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Distinct, but Interrelated and Interdependent
Resource Management & Capacity Planning are the nucleus for balancing demand and capacity.
DEMAND
CAPACITY
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Driving Maturity: From Chaos to Control
Chapter 2: From Chaos to Control
Resource Executors
Aspiring Planners
Capacity Masters
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Top Resource Management Pain Points by Maturity
What are YOUR pain points?
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Top Capacity Planning Pain Points by Maturity
What are YOUR pain points?
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Business Risks of NOT Addressing Resource
Management and Capacity Planning
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What Maturity Looks Like“We’ve made a 100% improvement… We now have a holistic view of all of our IT resources and visibility into our pipeline, allocations and overallocations.
This is the first time our COO actually cut projects due to early visibility on capacity issues. Two years ago we knew we had too much work, our spreadsheets were always out of date, and our data existed in silos.
The quality of data has made the difference. Quantitative numbers are hard to argue, and we’re using the data to make decisions.”
– Manager of IT Project Delivery and Quality Assurance, National Health Insurance Provider
| 21 | Five Essential Insights for Maximizing Resource Capacity
Top 5 Practices of the Top Performers
1. Holistic view into
BOTH pipeline demand and
resource capacity
2. Put resource management
function in place
3. Stop relying on spreadsheets and use the
right software
4. Conduct
continuous, iterative capacity
planning
5. Granular and
multi-dimensional for
planning and assignments
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1. Have a Holistic View into both Pipeline Demand and
Resource Capacity
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A Holistic View Provides Visibility
PIPELINE DEMAND• Priorities• Costs• Rank• Etc.
RESOURCE CAPACITY• Roles• Resource
Type/Skills• Outsource/FTE
To make demand decisions with capacity in mind
Chapter 8: The Capacity Quadrant
Into BOTH pipeline demand and resource capacity
| 24 | Five Essential Insights for Maximizing Resource Capacity
Broadening Your View
Demand Capacity
| 25 | Five Essential Insights for Maximizing Resource Capacity
Demand Capacity
Broadening Your View
| 26 | Five Essential Insights for Maximizing Resource Capacity
Demand Capacity
Broadening Your View
| 28 | Five Essential Insights for Maximizing Resource Capacity
2. Put Resource Management Functions in Place
• 30% more likely to put a key role in place for resource
management and to have that role be a champion for the
processes and tools used for the function.
“Exec leadership direction is key. We’ve been at PMO creation and administration for years and we have had starts and stops for years, but until we got executive support from the top down, we didn’t see any movement and activity. Now we are able to move the business units that once operated as separate ‘kingdoms’ all in the same direction, and they are excited about it.”
- Project Manager, PMO, Global Manufacturer
| 29 | Five Essential Insights for Maximizing Resource Capacity
Ownership of the Resource Management and
Capacity Planning Process
Define Process & Maturity Path
Facilitate Data Building
Gain Management
Buy-In
Recommend Sourcing
Strategies
Report on Capacity &
Demand
Monitor Adoption
Chapter 5: Who’s in Charge Here? Ownership of the Process
| 30 | Five Essential Insights for Maximizing Resource Capacity
3. Stop Relying on Spreadsheets and Use the Right
Software
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Common Barriers a PPM Tool Can Help
Address
Time Tracking (Actuals)
Resource Assignments (Forecast)
Competing Silos (Integrated Data for Tradeoff Decisions Regarding Shared Resources)
| 32 | Five Essential Insights for Maximizing Resource Capacity
Enabling Time Tracking & Resource Assignments
Phase level RESERVES? Role-based REQUIREMENTS? Task level ALLOCATIONS?
Decisions to Make:
Chapter 2: From Chaos to Control
What are we trying to accomplish in terms of REPORTING? What DECISIONS do we hope to enable? Do we need ACTUALS or is Forecast enough?
FIRST… Ask:
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The Power of Integrated Software
Prioritized Demand
True Capacity & Planned Demand
Scenarios
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4. Conduct Continuous, Iterative Capacity Planning
| 35 | Five Essential Insights for Maximizing Resource Capacity
New Investment
Classify, Scope and Size the Investment
Submit Investment for Investment Approval
Receive Investment into Portfolio
Rank and Prioritize Investment in Portfolio
Accept/Reject/Hold
Deliver the Investment
Wait
Investment Planning & Governance
Intake
ExecutionCapacity Planning
(Project) Execution Lifecycle Resource
Assignments
Resource Management & Capacity Planning in Context
| 36 | Five Essential Insights for Maximizing Resource Capacity
Top Down Capacity Planning
Chapter 8: The Capacity Quadrant
| 38 | Five Essential Insights for Maximizing Resource Capacity
Layers of Governance
Level 1: Executive Council
Level 2: Governance Council
Level 3: Steering Teams & Program Boards
Level 4: Advisory Councils & SIGs
Are we leveraging our valuable resources toward the most important work?
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5. Get Granular and Multi-Dimensional in Planning
Role Skill Proficiency level In-house vs. contractor Cost center Etc.
| 40 | Five Essential Insights for Maximizing Resource Capacity
Case Study*: Granular visibility into capacity enables creative staffing from within to take on an important new project
At a planning meeting, all PMs were booked, so an important new project couldn’t be initiated.
The availability information was backed up by reliable data from allocations.
Data showed that several Business Analysts with the right skills were available for several months out.
After interviewing them, one was selected for a project management career path and was given this project.
“You couldn’t do that
on the fly without a
good system and
good data.”
- Larry Stanton, PMO
Manager
Top Business Risks:
• Inability to staff important projects
• Lost opportunities
• Project delays
Top Pain Points:
• Poor visibility into resource
availability
• Low granularity of information
| 41 | Five Essential Insights for Maximizing Resource Capacity
Key Takeaways – 5 Insights
1. Holistic view into BOTH pipeline demand and
resource capacity
2. Resource management function to drive the
process
3. Avoid spreadsheets. You need integrated data.
4. Iterative and continuous capacity planning – at
least monthly
5. Granular and multi-dimensional in capacity
planning
| 42 | Five Essential Insights for Maximizing Resource Capacity
“Intelligence is the ability
to adapt to change.”~ Stephen Hawking
| 43 | Five Essential Insights for Maximizing Resource Capacity
For More Information
rmcp.planview.com [email protected]
Twitter: @jerrymanas