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HP Project & Portfolio Management Resource Management July 11, 2007 CIMpleBS.com/HP-PPM/Training-Resource Management.pps By Dan Gallagher See NOTES page format for presentation details, tips and hints.

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Slide 2 HP-PPM Framework Release for Execution Resource Request Task Details Resource Allocations Budget Role Resource Allocations Project Team Task Assignments Actual Hours by Task Summary Posting Actual Hours Resource Pools

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Slide 3 Framework Information Resource Pools A primary Resource Pool is a collection of people that are managed as a unit. Typically they have a common supervisor or manager, and some common set of skills or capabilities. The purpose is the identify their availability (Supply) of time and the utilization (Demand) of their time for work. The goal is to be able to forecast the need for additional resources or skills, and the availability of the necessary skills (in order to release the project) Our Portfolios have several Resource Pools that are consolidated under a parent Resource Pool. This facilitates strategic planning and resource allocation processes. Only a resource manager of a Resource Pool can allocate (assign) a resource (person) from their primary Resource Pool to a project. Resource Managers from the Parent Pool can also assign resources. This will be discussed later as a transitional configuration to enable PMs to bypass the need for Resource Pools. Each Portfolio has parent pools and primary resource pools. All IT resources are in the capacity of one pool only (primary). The Staffing Profile Roles, as defined and approved in the proposal, are the initial authorized level for staffing and cost approved for the project. The transferred roles from the Proposal identify the Resource Pool from which the Resources should be assigned. The PM sends a Resource Request from the Staffing Profile to the Resource Pool Manager requesting the specific person assignment. The Resource Pool (which well see in a few minutes,) is the primary view of the Resource Manager. It reflects the hours available by role and individual, the hours already assigned by project or other work element, and the remaining capacity to do more work. It also reflects all requests for resources from projects against the pool. Actual hours from time sheet entry are also displayed for over/under utilization. This Demand can be seen as far in advance as the proposals stretch. The Resource Manager selects the Resource Request from the Resource Pool and is transferred to the Staffing Profile, with access to the Roles identified against his\her resource pool. While they can see the entire Staffing Profile, they can only assign resources and roles from their own pool. They can search by Role, availability, or assign any available resource to satisfy the open Demand. The RM allocates the appropriate, available resource to satisfy the demand. By assigning the resource to the staffing profile, the resource is assigned to the project team and can now be assigned to work plan tasks. The Team starts to define the work (WBS), and then the associated skills and people to do each task. They invariably find that some Roles were missed; so additional resources are requested. The more they elaborate the detail work, the more the resource and role needs are identified. Governance kicks in someplace here as the approved level of staffing and cost is now being exceeded. Scope Changes, re-approvals or work plans are modified as necessary. The Work Plan is developed to include the detail work plans, resources, schedule and costs. The work plan is established at the level that actual hours will be tracked and reported for cost and forecasting purposes. Once all the work is defined and approved, the project moves from planning to execution. Actual hours spent by all team members are entered on a daily basis and reported weekly, which updates the Project Work Plan, Staffing Profile and Resource Pools. Variance reporting between the authorized (approved), allocated (assigned from Resource Pool), Scheduled (Task hours in the work plan) and Actual are available in the various objects based on roles and resources. Project Task Details may be maintained in separate Microsoft Project files and only summary level time tracking by phase, deliverable or milestone may be tracked in the HP-PPM objects.

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Slide 4 RM Dashboard Resource Load by Project Resource Pools Roles Estimates Resources

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Slide 5 Summary & Configuration 2 2. Parent Resource Pool 3. RM Can Change Header 3 4. A Resource Pool Manager can assign resources to Staffing Profile or directly to Work Plan task.. 4 1. Pending Resource Requests for Roles from Proposal or Projects through Staffing Profile 1 1

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Slide 6 Staffing Profile 1. Accessed by EFS PM Pool Manager 1 2 2. Select Role Demand to be filled 4. Select Assign button for Pool Resources 4 3. Select Search Icon for Role availability 3

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Slide 7 Resource Selection - Role 1. Search Availability of Roles in the Resource Pool 1 2. Select Resource 2 4. Select Assign 4 3. View Resource Load for conflict resolution\prioritization 3

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Slide 8 Resource Assignment 1 1, Assign button from Staffing Profile lists all resources in the identified resource pool. 2 2. Select the desired Resource (is not required to have the desired Role). 3. Whether from Role Search or Resource list, the Assign selection brings up the Resource Capacity with Assignments display 3 4. Allocate hours by period to the resource and select either Committed or Soft Booked. 4 5.Select Done and return to the Staffing Profile to continue Assignments. 5

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Slide 9 Manage Pool Capacity 2. The Resource Pool Manager can edit participation by selecting the resource. 23 3. Select Manage Participation button. 6 6. Capacity is automatically dropped based on termination date 1. The Resource Pool Manager can add named and unnamed resources. 1 4. Click the Edit link and set the effective date and % allocation in the pool. 4 5.. Effectivity Date will appropriately reflect capacity during all periods in all pools. 5 5

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Slide 10 View Resource Load

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Slide 11 Access and Control of Pool