Although this plan is not part of the Standard for Program Management—Second Edition (2008), we believe it is an essential document for program management given the importance of acquiring, retaining, and releasing staff from the program.
Staffing Management Plan Instructions
The staffing management plan includes the following:
Purpose: A brief introductory statement defining the purpose of the staffing management plan, such as:
The staffing management plan describes the timetable for staff acquisi-tion and release from the program. It also includes identificaacquisi-tion of
The Program Setup Phase 169
roles and responsibilities, plans for recognition and rewards, compli-ance considerations, and safety issues.
It addresses availability of and competition for scarce human resources needed for the program. It designates roles and responsibilities required for program success. Although the plan is drafted early in the program, it is an iterative document that should be further refined, especially since the pre-liminary requirements regarding the people and competencies needed for the program are progressively elaborated as the program progresses.
Internal and external required resources: This section describes specific inter-nal and exterinter-nal, when appropriate, human resources required for program success. Specific competencies are listed in this section. Competency refers to the skills and abilities required to complete program activities. The section lists the individuals and groups that may be part of the program organization and whether they are internal to the organization or external to it.
Organizational influences: This section defines various organizational influ-ences that can impact the program team. It describes key personnel administra-tion policies and procedures, standardized posiadministra-tion descripadministra-tions, standardized performance plans, and the ability to acquire resources from groups external to the organization. It also specifically describes the assistance available to the program manager from the human resource department.
Program team roles and responsibilities: This section documents program team member roles and responsibilities so there is clarity of who is responsible for each program package in the program work breakdown structure. The objective is to ensure that the program team is aware of who is responsible for each of these program packages to ensure each one has an assigned owner, and duplicative work does not result. A role is defined as the portion of the program for which an individual is held accountable. Responsibility refers to the work the person is expected to perform in the program. A program organizational chart should be prepared and attached to the plan as a separate document. A resource assignment matrix also should be prepared.
Methods to meet human resource requirements: This section describes when and how human resource requirements will be met in the program. It describes how staff members will be acquired and whether or not the team will be virtual or collocated.
Resource calendars: This section describes the necessary time frames for mem-bers of the program team to join the program and begin their work, as well as when recruiting or acquisition activities will begin. A histogram of human resource requirements may be attached to this plan.
Staffing release: This section describes the method and timing of releasing staff members from the program team. Its purpose is to provide a smooth transi-tion as staff members are released. Methods for identifying lessons learned for future program improvements can be part of this section of the plan as
170 Implementing Program Management: Templates for Success
individuals move on to other assignments. Such a smooth transition can improve overall team morale.
Rewards and recognition: This section presents clear criteria for rewards and a planned system for their use on the program. Various types of available rewards are included in this section. The purpose of this section is to ensure there is a set timetable so recognition is not forgotten as program activities are completed.
Compliance requirements: This section describes strategies for compliance with various regulations, organizational policies, and human resource policies to be followed in the program. It also includes any safety policies and procedures.
Approvals: This section contains the written approval of the staffing manage-ment plan by the program sponsor, program manager, program managemanage-ment office, members of the governance board, and other stakeholders.
Staffing Management Plan Template
<Insert Program Name>
Staffing Management Plan
Program name:
Program manager: PM’s email address here as a hyperlink Program sponsor:
Actual start date:
Approved end date:
Program no.:
Revision history:
Business unit:
A. PurPoSe
A brief introductory statement defining the purpose of the staffing management plan, such as:
The staffing management plan describes the timetable for staff acquisition and release from the program. It also includes identification of roles and responsibilities, plans for recognition and rewards, compliance consider-ations, and safety issues.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
The Program Setup Phase 171
B. InTernAl AnD exTernAl requIreD reSourCeS
This section defines specific internal and external, when appropriate, human resources required for program success. It lists specific competencies that are needed.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
C. orGAnIzATIonAl InFluenCeS
This section defines various organizational influences that can impact the pro-gram team, such as personnel administration policies and procedures, standard position descriptions, standard performance plans, and the ability to acquire resources from external units.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
D. ProGrAM TeAM roleS AnD reSPonSIBIlITIeS
This section documents program team member roles and responsibilities for each program package in the program work breakdown structure. A program organization chart should be attached to this plan as a separate document. A resource assignment matrix also may be included.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
e. MeThoDS To MeeT huMAn reSourCe requIreMenTS
This section describes when and how human resource requirements will be met in the program. It states how staff members will be acquired and whether the team will be virtual or collocated.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
F. reSourCe CAlenDArS
This section describes the necessary time frames for members of the program team to join the program and begin their work. It also states when recruiting or acquisition activities will begin. A histogram may be attached to this plan.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
172 Implementing Program Management: Templates for Success
G. STAFFInG releASe
This section describes the method and timing of releasing staff members from the program team so there is a smooth transition. It also includes methods to identify lessons learned as staff members move on to other assignments.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
h. reWArDS AnD reCoGnITIon
This section presents the criteria for rewards and a planned system for their use in the program. It helps to ensure there is a set timetable so recognition is not forgotten as program activities are completed.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
I. CoMPlIAnCe requIreMenTS
This section describes strategies for compliance with various regulations, organi-zational policies, human resource policies, and safety policies and approvals.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
j. APProvAlS
This section contains the approval of the staffing management plan by the pro-gram sponsor, propro-gram manager, propro-gram management office, members of the governance board, and other key stakeholders.
SignatureSand date approval obtained
Program manager ____________________________________
Program sponsor ____________________________________
Program management office director ____________________________________
Governance board chairperson ____________________________________
Governance board member 1 ____________________________________
Governance board member 2 ____________________________________
Governance board member N ____________________________________
Stakeholder 1 ____________________________________
The Program Setup Phase 173
Stakeholder 2 ____________________________________
Stakeholder N ____________________________________