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Establish Realistic IT Resource Management Practices

Holistically balance IT supply and demand to avoid overallocation.

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Without a realistic strategy for resource management:

  • The steering committee will continue to approve more projects than resources can handle.
  • Resources will be overallocated, and there will be no statistical evidence of why or how too many tasks are allocated to staff.
  • With too many projects approved and not enough hours to complete them, projects will be delayed or sent to the backlog.

A realistic resource management strategy will result in:

  • An accurate, realistic picture of the time spent on different types of work.
  • The ability to forecast resource requirements to ensure that there is capacity to take on new projects in the future.
  • Opportunities to reclaim project capacity through minimizing work in progress, distractions, and interruptions.

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Module 1: Take Stock of Organizational Supply and Demand

The Purpose

  • Obtain a high-level view of current resource management practices.
  • Identify current and target states of resource management maturity.
  • Perform an in-depth time-tracking audit and gain insight into how time is spent on project versus non-project work to calculate realized capacity.

Key Benefits Achieved

  • Assess current distribution of accountabilities in resource management.
  • Delve into your current problems to uncover root causes.
  • Validate capacity and demand estimations with a time-tracking survey.

Activities: Outputs:
1.1 Perform a root-cause analysis of resourcing challenges facing the organization.
  • Root-cause analysis
1.2 Create a realistic estimate of project capacity.
  • Tab 2 of the Resource Management Supply-Demand Calculator, the Time Audit Workbook, and survey templates
1.3 Map all sources of demand on resources at a high level.
  • Tabs 3 and 4 of the Resource Management Supply-Demand Calculator
1.4 Validate your supply and demand assumptions by directly surveying your resources.
  • Complete the Time Audit Workbook

Module 2: Design a Realistic Resource Management Process

The Purpose

  • Construct a resource management strategy that aligns with your team’s process maturity levels.
  • Determine the resource management tool that will best support your processes.

Key Benefits Achieved

  • Identify the ideal dimensions to move forward with for the resource management project.
  • A tool selection that is appropriate for your processes and that your team will be able to support.
  • Determine a realistic amount of time and effort to dedicate toward maintaining the strategy.
  • Activities: Outputs:
    2.1 Action the decision points in Info-Tech’s seven dimensions of resource management.
    • A wireframe for a right-sized resource management strategy
    2.2 Review resource management tool options, and depending on your selection, prepare a vendor demo script or review and set up Info-Tech’s Portfolio Manager Lite.
    • A vendor demo script or Info-Tech’s Portfolio Manager Lite.
    2.3 Customize a workflow and process steps within the bounds of your seven dimensions and informed by your tool selection.
    • A customized resource management process and Resource Management Playbook.

    Module 3: Implement Sustainable Resource Management Practices

    The Purpose

    • Develop a plan to pilot your new processes to test whether you have chosen the right dimensions for maintaining resource data.
    • Develop a communication plan to guide you through the implementation of the strategy and manage any resistance you may encounter.

    Key Benefits Achieved

    • Identify and address improvements before officially instituting the new resource management strategy.
    • Identify the other factors that affect resource productivity.
    • Implement a completed resource management solution.

    Activities: Outputs:
    3.1 Develop a pilot plan.
    • Process Pilot Plan Template
    3.2 Perform a resource management start/stop/continue exercise.
    • A refined resource management process informed by feedback and lessons learned
    3.3 Develop plans to mitigate executive stakeholder, team, and structural factors that could inhibit your implementation.
    • Stakeholder management plan
    3.4 Finalize the playbook and customize a presentation to help explain your new processes to the organization.
    • Resource Management Communications Template
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