project human resource management mohammad a. rob
TRANSCRIPT
Project Human Resource Management
Mohammad A. Rob
What is Project Human Resource Management?
Project human resource management includes the processes required to make the most effective use of the people involved with a project.
This includes all stakeholders - sponsors, customers, partners, team members, and others
Managing People
Dealing with people is an ongoing process in a project. It includes abilities such as:– Leading, communicating, negotiating, problem
solving, and influencing.– Delegating, motivating, coaching, and mentoring– Team building and dealing with conflicts– Performance appraisal, recruitment, retention, labor
relations, health and safety regulations Most of these activities are common to human
resources, but in a project, many of these are of temporary nature as a project is temporary
Problem Solving and Decision Making
Problem Solving: Problem solving involves a combination of problem definition and decision-making.
Problem definition requires distinguishing between causes and symptoms. Problems may be internal or external; or it can be technical, managerial, or interpersonal.
Decision-making includes analyzing the problem to identify viable solutions, and then making a choice from among them. Decision also has time element to them – the “right” decision may not be the “best” decision if it is
made too early or too late.
Influencing the Organization
Influence the Organization: Influence means the ability to “get things done.”
It requires an understanding of both the formal and informal structures of all the organizations involved – the performing organization, customer, partners, contractors, and others.
Influencing the organization also requires an understanding of the mechanics or power and politics.
Human Resources Management Processes
There are four processes in project human resources management:– Human Resource Planning– Acquiring the Project Team– Developing the Project Team– Managing the project Team
Human Resource (HR) Planning
HR planning involves identifying, documenting, and assigning project roles, responsibilities, and reporting relationships
Input to this process mainly includes staffing requirements - kind of people and competencies needed in necessary time frame
Outputs include:– project organizational charts– work definition and assignment process– responsibility assignment matrixes– resource histograms
HR Planning
Project organizational charts: After identifying important skills and types of people needed to staff a project, the project manager creates an organizational chart for the project
It is a hierarchical chart describing the roles and reporting structure of the people or people group in the project
It includes the project manager, deputy project manager, sub-project manager or group leaders, and individual team members such as programmers, engineers, and analysts
Typical Organizational Chart for a Large IT Project
Sample Organizational Chart
HR Planning Work definition and assignment process: After creating an
organizational chart, the project manger works on to develop work assignments.
The assignment of work leads from the following activities or steps:– Requirements Finalization: a request for proposal (RFP) from the
sponsor starts the process. It leads to a project charter that recognizes the project. A scope statement is then created that describes the project’s products and deliverables
– How the work will be done: Technical approach such as product-oriented or phase-approached, in-house development or outsourcing,
– Breaking down the work: The project is then broken down into manageable elements of work or a work breakdown structure (WBS) is created.
– Assigning the work: The project manager then creates an organizational breakdown structure (OBS) which describes the assignment of work to organizational units according to best fit. A responsibility assignment matrix (RAM) is then created that describes the people responsible for performing the work described in the OBS and WBS.
Work Definition and Assignment Process
Sample Work Breakdown Structure (WBS)
Sample Responsibility Assignment Matrix (RAM)
RAM Showing Stakeholder Roles
HR Planning
Staffing Management Plan: – In addition to the organizational breakdown structure (OBS)
and responsibility assignment matrix (RAM), another output of organizational planning is a staffing management plan.
A staffing management plan describes when and how people will be added to and taken off the project team
It includes the type of people (programmers, business analyst, technical analyst, database analyst, technical writer) needed and the number of people needed each month
It typically includes a resource histogram, which is a column chart that shows the number and type of people needed over time
Sample Resource Histogram for a Large IT Project
0
2
4
6
8
10
12
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Java programmers Business analysts Technical writers
Managers Administrative staff Database analysts
Testing specialists
Num
ber
of P
eopl
e
Acquiring the Project TeamAfter developing a staffing management plan, the project
manger works with other people to assign particular personnel to their work or acquire additional personnel
Organization should have a good staffing plan, which includes the number and type of people who are currently in the organization and the number and type of people anticipated for the project
An important component of staffing plans is maintaining a complete and accurate inventory of employee’s skills
If necessary for the project, existing personnel needs to be sent for training
It is also important to have good procedures in place for hiring contractors and hiring new employees
Sample Staffing Plan
Effective Staff ManagementOnce people are assigned to the project activities, there
are two techniques available to help use project staff most effectively: resource loading and resource leveling
Resource loading refers to the amount of individual resources an existing project schedule requires during specific time periods
Resource histograms show resource loading, which can be very helpful in determining staffing needs or identifying staffing problems
Over-allocation means more resources than are available are assigned to perform work at a given time
Sample Histogram Showing an Over-allocated Individual
Resource leveling is a technique for resolving resource conflicts by delaying tasks
The main purpose of resource leveling is to create a smoother distribution of resource usage and reduce over-allocation
Project managers examine the network diagram for areas of slack or float, and to identify resource conflicts
Resource leveling aims to minimize period-by-period variations in resource loading by shifting tasks within their slack allowances
Effective Staff Management
Resource Leveling Example
Developing the Project Team It takes teamwork to successfully complete most
projectsThe main goal is to help people work together more
effectively to improve project performanceTraining can help people understand themselves, each
other, and how to work better in teamsTeam-based reward and recognition systems can
promote teamworkFocus on rewarding teams for achieving specific goalsAllow time for team members to mentor and help each
other to meet project goals and develop human resources
Developing the Project TeamFive stages of Team Development by Bruce Tuckman:
– Forming: involves introduction of existing or new team member
– Storming: team members communicate and collaborate, as well as have arguments, conflicts, and mistrusts
– Norming: Team members ultimately develop a common ground to work together and develop a trust on each other
– Performing: Team members work together towards a common goal of completing the project
– Adjourning: Break-up of the team after successful completion of the work
General Advice on Team DevelopmentFocus on meeting project objectives and producing
positive resultsFix the problem instead of blaming peopleEstablish regular, effective meetingsNurture team members and encourage them to help
each otherLimit the team size to three to seven membersAcknowledge individual and group
accomplishmentsPlan some social activities between the team
members and other stakeholders
Managing the Project TeamThe project manager must lead the teamAssess team performanceDecide if any change is neededApply corrective or preventive actionUpdate on HR management planMotivate and manage each team member
Managing People
Leading and managing: Leading and managing go hand to hand. Managing is primarily concerned with “consistently producing key results expected by stakeholders.” Managing involves:– Establishing direction – developing both a vision of the future
and strategies for producing the changes needed to achieve that vision.
– Aligning people – communicating the vision by words and deeds to all those whose cooperation may be needed to achieve the vision.
– Motivating and inspiring – helping people energize themselves to overcome political, bureaucratic, and resource barriers to change.
Managing People
Communicating: Communication involves exchange of information. It has many dimensions such as:
Written and oral, listening and speaking Internal (within the project) and external (to the
customer, the media, the public) Formal (reports, briefing) and informal (memos, ad
hoc conversation, etc.)• Vertical (up and down the organization) and
horizontal (with peers and partner organizations)
Managing People
Negotiating: Negotiating involves conferring with others to come to terms with them or reach an agreement. Negotiation occurs around many issues, at many times, and at many levels of the project.
During the course of the project, the project manager is likely to negotiate for: Scope, cost, and schedule
Changes to scope, cost, or schedule Contract terms and conditions Assignments Resources.
Keys to Managing People
Psychologists and management theorists have devoted much research and thought to the field of managing people at work
Important areas related to project management include– motivation– influence and power– effectiveness
Motivation
Frederick Herzberg wrote several famous books and articles about worker motivation. He distinguished between– motivational factors: achievement, recognition, the
work itself, responsibility, advancement, and growth, which produce job satisfaction
– hygiene factors: cause dissatisfaction if not present, but do not motivate workers to do more. Examples include larger salaries, more supervision, and a more attractive work environment
Influence on Projects: Thamhain and Wilemon’s Ways
1. Authority: the legitimate hierarchical right to issue orders
2. Assignment: the project manager's perceived ability to influence a worker's later work assignments
3. Budget: the project manager's perceived ability to authorize others' use of discretionary funds
4. Promotion: the ability to improve a worker's position
5. Money: the ability to increase a worker's pay and benefits
6. Penalty: the project manager's perceived ability to dispense or cause punishment
7. Work challenge: the ability to assign work that capitalizes on a worker's enjoyment of doing a particular task
8. Expertise: the project manager's perceived special knowledge that others deem important
9. Friendship: the ability to establish friendly personal relationships between the project manager and others
Ways to Influence that Help and Hurt Projects
Projects are more likely to succeed when project managers influence with– his or her expert knowledge– providing challenging work
Projects are more likely to fail when project managers rely too heavily on– using his or her authority– money– penalty
Power
Power is the potential ability to influence behavior to get people to do things they would not otherwise do
Types of power include:– Coercive: punishment, threat (fire from job)– Legitimate: expectation based on position– Expert: personal knowledge/expertise– Reward: use incentives (money, promotion) – Referent: personal charisma
Improving Effectiveness:Covey’s 7 Habits
Project managers can apply Covey’s 7 habits to improve effectiveness on projects– Be proactive: anticipate problems and changes, hence plan
accordingly– Begin with the end in mind: focus on the achievement after
completion of a work– Put first things first: do things that are important, not urgent
(develop project plan, maintain relationships to stakeholders)– Think win/win: work together for all-win situation– Seek first to understand, then to be understood: Listen to others– Synergize: create a collaborative work environment– Sharpen the saw: retrain, reenergize, relax to avoid burnout
Software to Assist HR Management
Software can help in producing resource allocation matrix (RAM) and resource histograms
Project management software includes several features related to human resource management such as – viewing resource usage information– identifying under and over-allocated
resources– leveling resources
Software to Assist HR Management
Software to Assist HR Management