Managing Resources with Project Server 2016 / Project Online
For resource managers, line or department managers and their support staff that use Project Web App (PWA) and Project Server or Project Online
About this Course
This 2-day course prepares resource managers to manage their resources effectively in a Project Server environment. With Microsoft Project Server, many organizations have an opportunity to improve the resource management within their organization. The course is a hands-on workshop in which participants will work with a real database of projects of a virtual organization. Participants will do hands-on exercises.
Each participant will receive a copy of the course manual and an electronic certificate with PDUs upon completion.
After this course, you will:
- Be aware of the four main areas of resource management: Resource Allocation, Resource Capacity Planning, Resource Usage Optimization and Resource Leveling
- Know business processes for allocating resources in a pure functional organization, matrix or pure project organization
- Be able to determine a target resource capacity for the longer term (Resource Capacity Planning) or level the workloads within the capacity (Resource Leveling)
- Be able to monitor resource workloads and resolve over-allocations (Resource Leveling) in an enterprise resource pool
- Be able to optimize the resource usage on the short term by optimizing the use of critical resources or by resource substitution
- Know how to monitor and manage administrative hours and maintenance hours
- Be able to capture individual resource vacations in the enterprise resource pool
- Resource Allocation: finding the right resources for all projects
- Resource Capacity Planning: determining by role the right number of resources for the organization
- Resource Workload Leveling: keeping the workload within the capacity of the resource
- Resource Usage Optimization: balancing the workload across the resources
- Making an inventory of the human resources of your organization:
- What skillsets (roles) are available?
- What levels of competency do your resources have in these roles?
- What diplomas or certificates are relevant?
- What work experience is unique in your organization and relevant for finding the right resource?
- How many people are available in each role?
- What type of organization are you in: pure functional, matrix or pure project organization?
- Resource allocation processes for each type of organization
- Using Resource Engagements and/or high-level project schedules to capture the need for resources by proposed project
- Important decision upfront: Allow project managers to over-allocate resources (reactive workload leveling) or not (proactive workload leveling)?
- Matching human resources with resource needs: skillsets (roles) and availability.
- Different ways to check if the resource has the right skillset and the right availability.
- Temporary and varying availability
- Part-time and full-time
- Compressed workweeks: 4-40 workweek or 9-80 workweek
- Consolidated resources
- Plan the capacity for: ongoing and project work only, or also administrative and personal time?
- The resource capacity is flexible on longer term, but fixed on the short term (constraint): for how many weeks/months from now is the resource capacity fixed for your organization?
- Monitoring all resources or only critical resources?
- Using resource engagements or schedules with generic resources to model resources needed (resource demand)? Pro's and con's
- Do your resources have one (primary) role or multiple roles? Business processes for both situations.
- Adjust the resource capacity to the demand (resource capacity planning): the goal is to find the optimum resource capacity given projected workloads. Resources will be hired or trained to adjust the capacity, which takes time.
- Adjust the resource demand to the capacity (resource leveling): the goal is to level workloads on the short term given a fixed resource capacity. Projects and tasks will be delayed to fit in the capacity.
- Combination of both resource capacity planning and resource leveling: For many organizations, the resource capacity is fixed in the next 0-3 months ahead and flexible in the next 3-6 months ahead
- How to create a headcount report with number of resources available versus needed by role, department or region
- Determine the most critical resource (skill) for the 3-6 month time frame. Decide if you should hire or train more people in these critical skills, or if you need to trim non-critical resources to balance the organization.
- Automatic leveling
- Quantifying the time risk caused by over-allocations in a portfolio
- Level workloads across multiple schedules using project priority numbers
- Leveling options: exclusions, priority numbers, time frame
- Checking the results
- Manual leveling
- Using Free Slack or Total Slack
- Improving the Resource Allocation View
- Formula to calculate the resource utilization
- Creating a resource utilization pivot table by role, by department or by region
- Improving resource utilization in the 0-3 month time frame:
- Balancing workloads across resources: Resource Substitution
- Optimizing the Critical Resources
- Resource substitution
- Manual resource substitution
- Re-assigning the best resources to the most critical tasks
- Theory of constraints: the critical resource determines the throughput capacity of an organization:
- The resource constraint and the importance of project ranking
- Determine the most critical resource for the 0-3 month time frame (fixed resource capacity) and explore how to exploit this restricting resource capacity to the maximum:
- Are these most critical resources the best ones in their skill category? If not, you can make improvements.
- Do the most critical resources manage their limited time well: Do they use disruption-avoidance techniques well? Do they use concentration-enhancement techniques? Do they apply their limited productive hours well? Do they not stress or tire themselves unnecessarily?
- Are they multi-tasked or single-tasked? Multi-tasking is known to be less productive.
- Will you make these critical resources king while they are critical? (Pass the King’s crown).