are you struggling to manage your resources and...

Are you struggling to manage your resources and capacity?

Business Excellence Webinar Series

Project & Portfolio Management Specialist

UK & Western Europe

Chris Pond

Agenda

• Resource Management challenges

• How organisations manage today

• Transformative options

Resource Management challenges

Project

Resource Management Challenges

Project

Organisations today

Why people use Excel

1. It’s freely available

2. We all know how to use it

3. Sharing is easy

What’s missing from Excel?

1. Date calculations

2. Dependencies

3. Resources

4. Standards

5. Collaboration

The problems with Excel

1. Lack of standards (very individual)

2. Manual working

3. No visibility of resource capacity

4. Time consuming

5. Visibility & Insight

6. Governance

7. Team working – documents, risks & issues etc.

8. Strategic alignment of projects to company objectives

9. …

Using Excel as a resource tool

1. Everything manually updated

2. Inability to summarise resource

across multiple projects

3. Multiple tabs to manage e.g.

where are resources?

Transformative options

Project

Transformative options

Project Online

Project

Managing initiatives and investments

Execute. Manage. Deliver

Projects

Investments

InitiativesCampaigns

Ideas

Products

Prioritise & Select

All the work

Simplify resource planning

Resource planning

Built-in reports

What-if Analysis

Project Online Resource Center

Resource Engagements

• Agreements between Project Managers and Resource Managers

• Where they can request an amount of work and time period to utilise people on their projects.

Screenshot from Project Online

Resources can be grouped by dozens of categories in

up to three layers, making it easy to see how certain

resource groups compare to others.

Resources can also be sorted by the same categories used for grouping.

Here, the resources are first grouped by Type (i.e., Material or Work), and

then sorted by their earliest available date, for which more information is

available in the Resource Assignments view (next slide).


Get a clear visual representation of your resource pool’s

usage across multiple projects and remaining capacity.

Capacity Heatmap provides projected

utilization of resource pool over time.


New

Resource managers can drill down several

levels to uncover necessary insights.


New

More details can be obtained through

tooltips by hovering over a particular cell.

Resource: Kat

Project: Project 2

Period: January 2014

Approved work: 0.2 FTE

Scheduled work: 0.6 FTE

Compliance: -0.4 FTE


New

Project Manager views Resource

Plan in Project Professional.

Project Manager initiates request

to staff the position.

New

Screenshot from Project Pro for Office 365

Designer

Design for script outline

Mon 10/6/2014 Fri 11/28/2014

Jean 10/1/14 1:31PM: I really need Kat for this project. Let me know if she is available

100%

Intuitive interface to enter details

and submit request.

New

Requires Project Pro for Office 365


Resource requests yet to be submitted show

up in Draft status.

New

Proposed

Proposed

Proposed

Once submitted, Resource requests

status changes to ‘Proposed’.

New



Resource manager launches Project Online to

view pending resource requests.

New


Resource Manager can easily filter for the set

of resources.

New


Kat Larsson

Design for script outline

Jean 10/1/14 1:31PM: I really need Kat for this project. Let me know if she is

available.

Sara 10/2/14 10:11AM: Ok, make sure to wrap this up on time, Kat is already

booked in December.

100%

Mon 10/6/2014

Fri 11/28/2014

Contoso Design

Resource Manager gets a clean view of all

resource requests through the Resource

Engagement view.

New

Intuitive Interface to Approve/Reject requests.


Committed

Committed

New

Project Manager sees the requests as

committed within Project Professional.

New


Assigning tasks to resources outside the approved

timeframe is flagged for easy reference.

New


Once the assignment dates are corrected,

the warning flags go away.

New


Project

Conclusion

Gain insight

Update processes and tools

Improve use of resources

http://www.bubl.com/32t4cs

http://www.microsoft.co.uk/project

are you struggling to manage your resources and...

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