Gain real-time visibility into your projects.
cloud-based, workflow-driven Professional Services Automation
Webinar
A Strategic Approach to Resource Management
Andy Jordan
ProjectManagement.com
Kevin Sequeira
General Manager &
Director of Product Management
Marlon Arevian
Agenda
1.
A Strategic Approach to Resource
Management
2.
Upland and Tenrox PSA Overview
3.
Live Demo
4.
Q & A
A Strategic Approach to
Resource Management
Introduction and Background
• Resource management is a responsive process
– it acts when things go wrong
– Better approach is to act to prevent things going
wrong at all
• Resource management starts too late – only
rudimentary planning estimates until after project
approval
• Bad resource management increases costs,
decreases revenue opportunities and impacts
margins
Topics
• Introduction and Background
• Strategic Resource Management
– In Planning & Selection
– In Project Execution
– Resource Agility
Strategic Resource Management in
Planning & Selection
• Planning & Selection is traditionally executive
driven
– Resources are determined by executives
– Management is ‘top down’ based on executive
choice, not ‘best fit’
• Often treated as a ‘closed group’ exercise
– Excludes large groups of people from participating,
reduces size of pool to choose participants from
Start at the Beginning – The Right
Planning Resources
Set Goals &
Objectives
Executives
Identify,
Capture &
Enhance
Ideas
All Staff
Facilitated by
PMO
Business
Casing
Departmental
Experts
Facilitated by
PMO
Leverages
Finance &
Resource
Managers
Review &
Selection
Independent
Facilitator
Project Selection – Leveraging Resource
Management for Better Choices
• Operations, support & project needs must be considered together
• Whole enterprise resource planning required • Impacts of different portfolio mixes must be
assessed
Integrated
Resource
Planning
• How many staff do we have? How many can we add / support?
• What skills do we have? What skills can we develop?
• Can skills and numbers be secured in time?
Capacity &
Capability
Planning
• Avoiding the allocation of entire budget at start of year
• Start with most important projects within constraints framework
• Maintain reserves for adjustments and variances
Anticipating the
Need for
Resource Management During Project
Execution – Changing the Discussion
• Traditionally owned by Project Managers
– ‘Rear view mirror’ management based on what has
already happened
• Resources moved to areas of pain – managing
the ‘squeaky wheel’
– Results in chasing issues, constantly trying to ‘catch
up’ with the plan
– Doesn’t solve problems, simply moves them to areas
where they are more acceptable
Resource Management During Project
Execution – Becoming Proactive
Portfolio
Project
Success
• Reviews
• Ongoing capacity
& capability
• Evolving demands
• Change
management
Resource Management During Project
Execution – Becoming Proactive
• Formal portfolio reviews – generally quarterly
• Validation of progress and alignment against goals • Analysis against benefits, not constraints
Reviews
• Under or over supply driven by performance • Impact of project mix changes
Ongoing Capacity & Capability
• Integrated resource approach – changes in operations, support or projects • Needs driven and project deliverable driven changes
• Comparison of actual impact vs. planned impact
Evolving Demands
• Absorbing circumstantial or portfolio driven changes • Creating change to better utilize available resources
Resource Agility – Organizational View
• Inability to move resources effectively and
efficiently across projects costs money
– Lost productivity during change
– Lost performance on projects through team
disruption
• Lack of resource flexibility reduces options for
resource management
– Fewer people capable of performing required
functions
Resource Agility – Individual View
• Role as ‘expert’ reduces opportunities for
diversity and growth
– Less interesting work
– Greater opportunity for boredom
• Silo management limits knowledge and
understanding
– Less understanding of organizational functions and
purpose
Resource Agility Approach
• Organizational ‘pain points’
• Develop redundancy and succession plans • Exercise in risk management
• Eliminates portfolio bottlenecks
Eliminate ‘Single
Points of
Expertise’
• Individual ‘pain points’
• Results in more empowered and engaged resources • Implementation of cross-training and development
opportunities
Focus on
Multi-Discipline
Employees
• Matrix project execution must be enterprise wide
• Creates short term performance ‘drags’ but delivers long term benefits
• Modern tools allow management of resources across divisions
Break Down
Resource
Management Silos
• Job titles don’t define capabilities or interests
• Success comes from matching skills to role, regardless of title • Assumes ability to leverage modern tools to track skills and
support employee collaboration
Manage to Skills &
Workloads
Implementing Strategic Resource
Management
Understand Your Organization
Build and Maintain
Skills Inventory
Understand
individual goals
and ambitions
Improve Planning and Forecasting
Engage the Right
Resources
Implement
Enterprise-Wide
Planning
Monitor & Improve
Evolve Culture
Break Existing
Routines
Commit to Long
Term Approach
Avoid Individual
Resistance
Implementing Strategic Resource
Management
• Create positive environment and encourage
approach
– Patience when mistakes occur
– Consistent and active support
• Build infrastructure to support the environment
– Appropriate tools used appropriately
– Processes to support the people
– Training and education
– Commitment to evolution
2
The leading provider of
cloud-based enterprise
work management
applications
Who is Upland?
7 award-winning
products
~300 Uplanders
committed to innovation
& customer success
United by shared vision
to revolutionise the
way organizations work
Enterprise Work Management
What it is: Software that enables organisations to plan, manage and execute projects and work
Who it is for:
200 Million
Knowledge Workers
What it does:
Increases Visibility, Collaboration and Productivity IT Strategic Planning Work Execution Process Excellence Marketing Finance Professional Services
Benefits: Optimise Resources + Time + Money
What it is disrupting: Manual processes Paper-based processes Email applications Spreadsheets On-premise applications
Document & Workflow Automation
Financial Management
Professional Services Automation
Program & Portfolio Management
Project Management & Collaboration
Time & Expense Tracking
Web Content Management
IT Marketing Finance Professional Services
Process Excellence
Automating the Flow of Enterprise Work
Upland products are used both vertically to address department-specific needs, as
well as horizontally to seamlessly connect multiple functions across the
Secure
Scalable
360° Service
Integrations
Enterprise-Class
Partner
Purpose Products
Many
Built-for-One Trusted Partner
Upland brings you the best of both worlds – a family of built-for-purpose cloud applications with the simplicity and reliability of working with a single provider.
Award-Winning Family of Cloud-Based Products
Visionary Recognition(1)
Highlighted in Gartner Magic Quadrant for Cloud-Based IT PPM
3 Products(2)
Ranked among leaders in their respective categories
3 Products(3)
Recognised for delivering tangible value to clients via the cloud
Critical Acclaim(4)
Awarded and featured in numerous publications
Enterprise Work
Management
Program & Portfolio
Management Project Workforce Management
Financial Management Project Management & Collaboration Workflow Automation & Enterprise Content
Management
(1) Gartner, Inc. – “Magic Quadrant for Cloud-Based IT Project and Portfolio Management Services” (May 2014). (2) TopTen Reviews.com
(3) Best of SaaS Showplace (BoSS) Award – (February 2014; July 2013; May 2010).
(4) 2014 SIIA Software CODiE Award Finalist; GetApp Review (January 2014); Stage-Gate Ready (August 2013); CPA Practice Advisors – “Review of Time & Billing Systems” (December 2013).
Professional Services Automation (PSA)
• PSA software supports a company's ability to
address
and
respond
to
customer-driven
demand for services, billable projects or other
types of customer-support interactions.
• PSA
software
improves
service
delivery,
resource management, project management and
collaboration, while ensuring accurate and timely
time and expense capture and billing.
Tenrox PSA
Enables services organizations to improve service delivery
and resource management, while streamlining accurate time
and expense capture and billing.
Key Benefits & Capabilities:
• Monitor and increase resource utilization
• Increase control over fixed bid projects, scope change and employee-related expenditures
• Implement consistent project execution best practices
• Automate project compliance with labor and industry
regulations
• Increase project visibility, workforce productivity and operational effectiveness
• Facilitate real-time
communication and decision-making”
Key Functional Areas:
• Resource & Capacity Planning
• Project Planning • Revenue Management • Workflow Designer • Time Tracking • Expense Management • Project Financials
• Analytics & Reporting
• Integration
• Mobile
Awards & Accolades:
Best Project Management Solution
