Project Resource

Management & Project

Risk Management

By Tushar B. Kher
BE, MBA, PMP
Certified Trainer for PMP Certification Training
Project Resource Management
 It includes processes to identify, acquire and manage resources needed
for successful completion of project
 These processes help in ensuring Right Resources at Right Time and Right
Place for the Project Team

Initiate Plan Execute Monitor & Control Close

• Plan resource • Acquire • Control

Management Resources Resources
• Estimate Activity • Manage Team
Resources • Develop Team
Plan Resource Management
• It is the process of defining how to estimate, acquire, manage, and use team and
physical resources.
• The key benefit of this process is that it establishes the approach and level of
management effort needed for managing project resources based on the type
and complexity of the project.
Organization Chart and Position
Description
RACI CHART
• A RACI chart is a useful tool to use to ensure clear assignment of roles and
responsibilities when the team consists of internal and external resources. It is an
example of RAM
Resource Management Plan
• component of the project management plan that provides guidance on how
project resources should be categorized, allocated, managed, and released. It
may be divided between the team management plan and physical resource
management plan according to the specifics of the project.

Team Charter

 Team Values
 Communication
Guidelines
 Decision making
criteria and process
 Conflict Resolution
Process
 Meeting Guidelines
 Team Agreements
Estimate Activity Resources
• It is a process of estimating team resources and the type and quantities of
materials, equipment, and necessary supplies to perform project work.
• Key benefit of this process is that it identifies the type, quantity, and
characteristics of the resources for the project.
Resource Breakdown structure
• The resource breakdown structure is a hierarchical representation of resources by
category and type.
Acquire Resources
• This is process of obtaining team members, facilities, equipment, materials,
supplies
• Key benefit of this process is assignment of resources
Examples of selection criteria
Availability: Whether Team member is available during the period of the
requirement
Cost: If the resource cost is within the limits of cost of roles
Experience: Verify if Team member has the relevant experience required to do the
job
Ability: Verify whether Team member has the competency to do the job
Knowledge: Whether resource has knowledge about Technology / Project /
Customer etc.
Skills: Determine if team member has relevant skills, to use, tools, implementation,
training etc.
Attitude: Verify if team member has an ability to work in team
International Factor: Consider Team member’s location / Time zone /
communication capabilities
Develop Team
• It is process of improving competencies, team member interaction, and overall
team environment to enhance project performance
• Key benefit of this process is that it results in improved teamwork, enhanced
interpersonal skills and competencies, motivated employees, reduced attrition,
and improved overall project performance
Bruce Tuckman Team Development
model:
– Forming:
• Team members meet and learn about the project and their formal roles and responsibilities
• Team members tend to be open and not as open in this phase
– Storming:
• The team begins to address the project work, team decisions and the project management approach.
• If team members are not collaborative or open to differing ideas and perspectives the environment
can become counterproductive
– Norming:
• team members begin to work together and adjust their work habits and behaviors to support the
team
• Team members learn to trust each other
– Performing:
• Team reaching performing stage work as a well-organized unit
• They are interdependent and work through issues smoothly and effectively
– Adjourning:
Techniques for Team Development
Team Building:
• It is conducting activities to enhance team’s social relations and build a collaborative
and cooperative working environment
• It can vary from 5-minute agenda item in status review meeting to an offsite,
professionally facilitated event to improve interpersonal relationship
• The objective is to help team members work together effectively
Individual & Team Assessments:
• Individual & Team assessment provides insight into areas of strengths and weaknesses
• Project Manager assess team members’ preferences, aspirations, how the information
is processed and organized ,how they interact with people, how they make decisions
• Tools available are: Attitudinal surveys, Specific assessments, Structured interviews,
Ability tests, Focus groups
Team Performance Assessments
• The performance of successful team is measured in terms of technical success
according to agreed upon project objectives, performance on Project Schedule,
Performance on Budget (Cost).
• High performance teams are characterized by Task / Result oriented outcome
• Team Evaluation may include: –
• As Improvement in Skills for effectiveness
• Improvement in competencies to help team perform better as team
• Reduced Staff Turn over rate
• Increased Team cohesiveness
• As a result of conducting an evaluation of team’s overall performance, Project
Management team identify
• Specific Training,
• Coaching, Mentoring, or need for assistance
• Changes to improve Team performance
Manage Team
• Manage team is tracking team member performance, providing feedback,
resolving issues and managing team changes to optimize performance
• Team management involves a combination of management and leadership skills
with special emphasis on communication, conflict management, negotiation, and
leadership
Conflicts Management
• Sources of conflict : Scarce resources, scheduling priorities, and personal work
styles
• conflict can be reduced by: Team ground rules, group norms, and communication
planning and clear role definition
• Successful conflict management results: –
• In greater performance and productivity & positive working relationship
• Better understanding, increased creativity and better decision making
• Ineffective conflict handling results: –
• Poor Performance and productivity,
• Destructive Behavior
• Conflicts should be addressed early, usually in private, using direct collaborative
approach
Factors influencing conflict
resolution
• Relative importance and intensity of conflict,
• Time Pressure for Conflict Resolution,
• Relative Power of the people involved in the conflict,
• Importance of maintaining a good relationship,
• Position Taken by Persons involved,
• Motivation to resolve Conflict either long team / short term
Conflict Handling Approaches
Control Resources:
• It is the process of ensuring that the physical resources assigned and allocated to the project are
available as planned, and monitoring the planned versus actual utilization of resources and taking
corrective action as necessary.
• It ensures that the assigned resources are available to the project at the right time and in the
right place and are released when no longer needed.
Problem Solving
• It helps in solving problems which arise during control resources process
• Problem can arise from inside organization e.g. Material / equipment used by
another department may not be released on time, Materials are damaged due to
unsuitable storage conditions,etc.
• Problem can arise from externals to the organization e.g. Supplier not in
condition to supply, Bad weather condition
• Methodical steps for Problem solving would be:
• Identify the problem – specify the problem
• Define the problem – Break into smaller manageable problems
• Investigate – Data collection
• Analyze – Root Cause Analysis
• Solve – Choose suitable solution
• Check the solution – Determine if the problem is solved
Small Case Study
• Prepare RACI Matrix for at least five activities in following projects
Project A: Arranging Fresher's Party at SPM
Project B: Arranging a conference on latest development Human
resource management
Project C: Arranging a pre-bid meeting for outsourcing interior
designing of HNI housing complex
Project D: Organising next Khel Mahakumbh at Gandhinagar