Week 03 - Basics of Resource Management

Human resources slide 1
PROJECT HUMAN
RESOURCE & COMMUNICATION
MANAGEMENT
SEMESTER 1 – WEEK 3
“Tell me and I will forget; Show me and I may remember; Involve me and
I will understand.” - Chinese Proverb
TODAY’S SESSION INCLUDES
Human
Recap (Last Week)
resources slide
2
Resource Processes for completion
of the project.
Key concepts for Project Resource
Management
The emerging trends & practices in
Project Resource Management
Project Resource Management
• PRM Includes processes that identify, acquire and manage the
resources needed for project.
• To ensure right resources availability to Project Manager and Project Team
at right time & right place.
But what is a resource?

• It is a source from which a benefit is produced and that has
some utility.
• It is supply of money, material, staff or other assets that can be

used by a person or organization in order to function effectively.
Types of resources
Resources include physical resources (equipment, material, facilities and infrastructure),
whereas, team resources refers to Human Resources.
1. Man
• Human Resources are classified by the skills they bring to the project.
Example: Programmer, Mechanical engineer, Welder, Inspector, Supervisor.
• Project team is comprised of people with assigned roles and responsibilities
with varied skill set.
• Also known as ‘project staff’.
• Can be full-time or part-time.
• Is a sub set of stakeholders.
• Involving team members in planning and decision making
is beneficial and highly recommended, as it adds
their expertise to processes and strengthen their
commitment to the project.
Types of resources
2. Material
• Material availability and shortages have been blamed for
the delay of many Projects.
Example: Chemicals for a specific project, concreate for a rood
projects, survey data for a marketing project.
*Employees can only build a product as good as the raw materials
they get.
3. Machinery
• Is usually presented by type, size and quantity.
• The necessary equipment in the pool might be occupied
on other projects. Its common to assume the resource
will not delay the pending project.
Software development productivity may be different if developers
have slower machines or worse tools to use.
Plan Resource Management The process of defining how to estimate, acquire, manage, and
utilize physical and human resources.
Estimate Activity Resources Process of estimating team resources and type & quantity of
material, equipment, and supplies necessary to perform
project work.
Process of obtaining team members, facilities, equipment,
Description
Acquire Resources materials, supplies, and other resources necessary to complete
project work.
Process
Develop Team Process of improving competencies, team members

interaction, and overall team environment to enhance project
performance.
Process of tracking team members performance, providing

Manage Team feedback, resolving issues, and managing team changes to
optimize project performance.
Process of ensuring that physical resources assigned and

Control Resources allocated to the project are available as planned, as well as
monitoring the planned versus actual use of resources, and
performing corrective action as necessary.
Some key concepts
• PM should invest suitable efforts in acquiring, managing, motivating and
empowering project team. Team members can be from inside and outside the
organization.
• PM is responsible for team formation as an effective group.
• Project Manager shoulder be leader (proactively develop Team Skills and
Competencies) while as Manager ( Retain and Improve team satisfaction and
motivation)
• Failing to manage and control resources efficiently and effectively is a
source of risk for successful completion of project. Like:
– Failing to secure critical resources may delay final product development
– Ordering low quality material may cause high cost of quality
– Keeping too Much/Too low inventory may result high cost of operation and reduce
profit.
Some key concepts
• PM is responsible for team formation as an effective group and he should
be aware of various aspect that influence the team;
– Geographical Location of team members
– Communication Among Stakeholders
– Organizational Change Management
– Internal and External Politics
– Cultural Issues and organizational Uniqueness
– Other factors that may impact performance
• Project roles and responsibilities, and authority that goes with them are
agreed upon in planning phase and documented in resource
management plan.
Trends and emerging practices in project
resource management
• Project Management styles are shifting from Command and control to
collaborative and supportive management approach for empowerment
of teams’ decision making. Modern Project Resource Management
approach seek to optimize resource utilization. Trends and emerging
practices are;
• Resource management methods
• Lean Management
• Just in time
• Kaizen
• Emotional Intelligence
• Self Organizing Teams
• Virtual teams/distributed Teams
Lean Management
• Derived from the Toyota Production System, established
around 70 years ago.
• 3 core ideas:
1. deliver value from your customer’s perspective
2. eliminate waste (things that don’t bring value to the end product)
3. continuous improvement
• Benefits
1. Continuously improving work processes, purposes, and people.
2. Encourages shared responsibility and shared leadership.
3. When your production is based on actual demand, you will be able
to use only as many resources as needed.
Just in time (JIT)
• It is a management strategy that aligns raw-material orders
from suppliers directly with production schedules.
• Companies employ this inventory strategy to increase
efficiency and decrease waste by receiving goods only as they
need them for the production process, which
reduces inventory costs.
• This method requires producers to forecast demand
accurately.
JIT cut inventory costs because manufacturers do not have to pay

storage costs. Manufacturers are also not left with unwanted inventory
if an order is canceled or not fulfilled.
Kaizen
• “Kaizen” refers to a Japanese word which means “improvement” or
“change for the better”.
• Kaizen is defined as ‘a continuous effort by each and every
employee (from the CEO to field staff) to ensure improvement of
all processes and systems of a particular organization’.
• Basic Principle “Change is for good”.
• Approach of Kaizen
• employees should sort out and organize things well.
• Organize, reduce wastage of time searching for items and documents.
• Shine, cleanliness helps in increasing productivity.
• Every organization needs to have certain standard rules and set policies to
ensure superior quality.
• Self discipline.
Emotional Intelligence
• EI is the ability to identify, use, understand and manage your
emotions in positive and constructive ways. It is about recognizing
your own emotional state and that of others.
• It is also about engaging with others in ways that draw people to
you.
PM should invest in personal EI by improving inbound (self

awareness) outbound (relationship management) competence.
Which may result in reduction of turnover.
Self Organizing teams and Virtual teams
• A self-organizing team is one that does not depend on or wait for
a manager to assign work. Instead, these teams find their own
work and manage the associated responsibilities and timelines.
• Self-organizing teams also take on the responsibility of choosing
the most effective and efficient way to complete their work and
regularly look for ways to improve through experimentation.
• Teams that work on the same project, but are not collocated at the
same site are known as virtual teams.
• Communication technology plays a significant role.
Tailoring Considerations
Each Project is unique and Project Manager will need to tailor the way Project
Resource Management Processes are applied. Considerations for tailoring
include:
• Diversity, background of team
• Physical Location, Team and Physical Resources
• Industry Specific Resources, special resources needed in Industry
• Acquisition of team members, how team members will be acquired?
• Management of team:
• Team Development
• Training need to manage
• team diversity
• Life Cycle Approach, What life cycle approach will be used.
Consideration for Agile / Adoptive
environment
• Agile Project Management (APM) is an iterative approach to planning and guiding project
processes.
• Project with high variability benefit from team structure that maximize focus and
collaboration such as self organizing teams with generalizing specialists
 Collaboration is intended to boost productivity and facilitate innovative problem solving

through:
 Accelerated integration of activities
 Improve communication
 Increase knowledge sharing
 Flexibility of work assignment
Project Management Plan Vs. Project
Document
Project Management Plan Vs. Project
Document
Project Documents Project management Plan
• These documents are used to manage the • This document consists of all the plans,
information which is not part of Project milestones, dates, cost etc. and will be
Management Plan. approved by senior management or project
• These documents are prepared by the Project sponsor.
Manager for his own needs. • It is frozen.
• Out of these documents only charter, • Revised only as a result of an approved
contracts and statement of work are shown change request.
to the Project sponsor and is of interest to
them.
• It is living.
• Updated as project is being executed.
Project Management Plan and Project Documents
Role of Project Manager
1. Determine what human and physical resources are needed for the project.
2. Negotiate with resource/functional manager to get the resources.
3. Create project team directory.
4. Create project job descriptions for team members
5. Assign the roles and responsibilities to the team members.
6. Understand and fulfil training needs of team members related to project.
7. Create formal resource management plan.
8. Acknowledge and reward team members for their exceptional performance of project work.
9. Use EI.
10. Plan and manage team communications needs and challenges.
11. Encourage collaboration among team members.
12. Look for ways to improve resource utilization.
Lecturer – Barirah Zaufishan Department of Management
9/10/2019 21
Sciences, Bahria University, Islamabad Campus, Pakistan

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Human resources slide 1

But what is a resource?

• It is supply of money, material, staff or other assets that can be

Develop Team Process of improving competencies, team members

Process of tracking team members performance, providing

Process of ensuring that physical resources assigned and

JIT cut inventory costs because manufacturers do not have to pay

PM should invest in personal EI by improving inbound (self

 Collaboration is intended to boost productivity and facilitate innovative problem solving

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