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.

Learning Objectives
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
In this course, we will focus on how organizations can improve their resource management through Project Server. Resource management can be improved in terms of proper adjustment of resource capacity, maximizing utilization of resources and the equal spread of workload across resources. There are many other aspects of resource management (job satisfaction, motivation, team dynamics, remuneration etc.) that fall outside of the scope of this course.
Course Topics
Resource management consists of:
  • 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
These four topics will be elaborated below.
    Resource Allocation
    • 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.
    Resource Capacity Planning
      If you do the capacity planning well (proactive), you will have little workload leveling to do (reactive).
      The importance of using Team Assignment Pools as generic resources, because they have zero capacity.
        Modeling different resource availabilities in the Enterprise Resource Pool:
        • Temporary and varying availability
        • Part-time and full-time
        • Compressed workweeks: 4-40 workweek or 9-80 workweek
        • Overtime
        • Consolidated resources
        Questions for resource capacity planning
        • 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.
        Strategies for resource capacity management:
        • 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
        Resource capacity planning techniques
        • 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.
        Resource Workload Leveling
          Leveling workloads in project portfolios: staggering projects
          Proactive resource workload leveling: Using Portfolio Analyses in PWA to ensure that authorized projects will have resources.
          Reactive resource workload leveling with Microsoft Project:
          • 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
          Resource Usage Optimization
            Calculating resource utilization and improving it
            • 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
            Optimizing the Critical Resources
            • 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).