Professional Diploma in

Project Management
Unit 7

Project Resources
 In This Unit
• Define and plan resource
management.
• Understand activity estimation
techniques.
• Understanding a project manager’s
responsibility for acquiring,
developing, managing and
controlling resources.

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Trends
Project management styles are shifting away from a command and
control structure for managing projects and toward a more collaborative
and supportive management approach that empowers teams by
delegating decision making to the team members. In addition, modern
project resource management approaches seek to optimise resource
utilisation.
● Resource management methods
● Emotional intelligence (EI)
● Self-organizing teams
● Virtual teams/distributed teams

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Resource Tailoring

Because each project is unique, the project manager will need to tailor
the way Project Resource Management processes are applied.
Considerations for tailoring include but are not limited to:
● Diversity
● Physical location
● Industry-specific resources
● Acquisition of team members
● Management of team
● Life cycle approaches

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Resource Processes
Performance
Domains:
Planning, Team and PROCESS GROUPS
Measurement

Monitoring &
Planning Executing
Controlling

Plan Resource Acquire Resources

Management
Develop Team Control Resources
Estimate Activity
Resources Manage Team

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Key Concepts

● Resource management applies to both physical and human

resources.
● Project manager responsibilities to the team?

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 Activity
Who does what?
Roles and Responsibility Exercise

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 Roles and Responsibilities - Exercise
Situation Key
Person
1. The project team members are having a disagreement
T = Team 2. There is a change to the overall project deliverable

PM = Project 3. A functional manager is trying to pull a team member off the project to do
Manager other work
4. The Project Manager does not have the authority to get things done.
S = Sponsor
5. There are not enough resources to complete the project.
FM = Functional 6. The team is unsure of what needs to happen when.
Manager 7. An activity needs more time and will cause the project to be delayed.
8. An activity needs more time without causing the project to be delayed.
9. A team member is not performing
10 The team is not sure who is in charge of the project.

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Plan Resource Management

Plan Resource Management 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.

This process is performed once or at predefined points in the project.

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 Plan Resource Management

Inputs - Project Charter T&Ts Outputs - Resource

- Expert Judgement
- Project Management Management Plan
- Data Representation
Plan · Identification of
· Hierarchical Charts Resources
· Quality Management
Plan · WBS, OBS, RBS · Acquiring Resources
· Scope Baseline · Assignment Matrix · Roles and
Responsibilities
- Project Documents · Text-Orientated Formats
· Project Organisation
· Project Schedule - Organisational Theory Charts
· Requirements - Meetings · Project Team Resource
Documentation Management
· Risk Register · Training
· Stakeholder Analysis · Team Development
- EEFs · Resource Control
- OPAs · Recognition Plan
- Team Charter
- Project Documents
Updates
 RACI Chart

Responsible: People or stakeholders who do the work. They must complete the task or objective or make the decision. Several people can be
jointly Responsible.

Accountable: Person or stakeholder who is the "owner" of the work. He or she must sign off or approve when the task, objective or decision is
complete. This person must make sure that responsibilities are assigned in the matrix for all related activities. Success requires that there is
only one person Accountable, which means that "the buck stops there."

Consulted: People or stakeholders who need to give input before the work can be done and signed-off on. These people are "in the loop" and
active participants.

Informed: People or stakeholders who need to be kept "in the picture." They need updates on progress or decisions, but they do not need to be
formally consulted, nor do they contribute directly to the task or decision. 11
OUTPUT: The Resources Plan
•Roles and responsibilities.
•Role
•Authority
•Responsibility
•Competency
•Project organization charts
•Staffing management plan.
•Staff acquisition.
•Resource calendars.
•Staff release plan
•Training needs.
•Recognition and rewards.
•Compliance
•Safety 12
2. Estimate Activity Resources

Estimate Activity Resources is the process of estimating team resources and the type
and quantities of materials, equipment, and supplies necessary to perform project
work. The key benefit of this process is that it identifies the type, quantity, and
characteristics of resources required to complete the project.

This process is performed once or at predefined points in the project.

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 Estimates Activity Resources

Inputs - Project Management T&Ts Outputs

Plan - Expert Judgement - Resource
· Resource Management Requirements
- Bottom-Up Estimating
Plan - Basis of Estimates
· Scope Baseline
- Analogous Estimating
- RBS (next slide)
- Project Documents - Parametric Estimating
- Project Documents
· Activity Attributes - Data Analysis
Updates
· Activity List - Project Management · Activity Attributes
· Assumption Log Software
· Assumption Log
· Cost Estimates - Meetings · Lesson Learned
· Resource Calendars Register
· Risk Register
- EEFs
- OPAs
3. Acquire Resources

Acquire Resources is the process of obtaining team members, facilities, equipment,

materials, supplies, and other resources necessary to complete project work. The key
benefit of this process is that it outlines and guides the selection of resources and
assigns them to their respective activities.

This process is performed once or at predefined points in the project.

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 Acquire Resources

Inputs T&Ts Outputs

- Project Management
Plan
- Procurement - Decision Making - Physical Resource
Management Plan Some selection criteria that Assignments
are unique for team
· Cost Baseline resources are: - Project Team
- Project Documents Assignments
· Experience
· Project Schedule - Resource Calendars
· Knowledge
· Resources Schedule · Skills - Change Requests
· Resources · Attitude - Project Management
Requirements · International Factors Plan Updates
· Stakeholder Register - Interpersonal and - Project Documents
Team Skills Updates
- EEFs
- Pre-Assignment - EEF Updates
- OPAs
- Virtual Teams - OPA Updates

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Selection Criteria
• Some examples of selection criteria that can be used are:
• Availability. Verify that the resource is available to work on the project within the time
period needed.
• Cost. Verify if the cost of adding the resource is within the prescribed budget.
• Ability. Verify that the team member provides the capability needed by the project.
• Some selection criteria that are unique for team resources are:
• Experience. Verify that the team member has the relevant experience that will contribute to
the project success.
• Knowledge. Consider if the team member has relevant knowledge of the customer, similar
implemented projects, and nuances of the project environment.
• Skills. Determine if the team member has the relevant skills to use a project tool.
• Attitude. Determine if the team member has the ability to work with others as a cohesive
team.
• International factors. Consider team member location, time zone, and communication
capabilities.

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Team Performance Domain
The Team Performance Domain addresses activities and
functions associated with the people who are responsible for
producing project deliverables that realise business
outcomes.

Develop and Manage Team is part of the Team Performance

Domain

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Team Performance Domain
Centralised and Distributed Management and Leadership
• While leadership should be practiced by all team members,
management activities can be centralised or distributed.
• Centralised
• Accountability is assigned to one individual e.g. the PM
• Distributed
• Some project management activities are shared among the team.
Rather than having a designated PM, someone on the team acts
as a facilitator to enable communication, collaboration and
engagement. This role may shift between team members
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Team Performance Domain
Team Culture
To establish and maintain a safe, respectful, non-judgemental environment the PM
must model desired behaviours such as:
• Transparency – How one thinks, makes choices and processes information
• Integrity – Ethical behaviour and honesty
• Respect - For each person, how they think, their expertise/skills etc
• Positive Discourse – Dialogue rather than debate to work with others to resolve
divergent opinions
• Support – Providing encouragement, showing empathy, and engaging in active
listening
• Courage – To try new approaches
• Celebrating success – recognising demonstrations of innovation, adaption, service
to others, and learning 21
Team Performance Domain
Key factors associated with high performing teams

Open Shared Shared

Communications Understanding Ownership

Trust Collaboration Adaptability

Resilience Empowerment Recognition

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4. Develop Team

Develop Team is the process of improving competencies, team member interaction,

and the overall team environment to enhance project performance. The 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.

This process is performed throughout the project.

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Develop Team
Inputs T&Ts Outputs
- Colocation
- Project
Management Plan - Virtual Teams - Team
Performance
- Project -
Assessments
Documents Communications
Technology - Change Requests
· Lesson Learned
Register - Interpersonal - Project Plan
· Project Schedule and Team Skills Updates
· Project Team Recognition and - Project
Assignments Rewards Documents
· Resource Calendars Updates
- Training
· Team Charter - EEF Updates
- Individual and
- EEFs Team - OPA Updates
- OPAs Assessments
Tuckman Ladder

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5. Manage Team

Manage Team is the process of tracking team member performance, providing

feedback, resolving issues, and managing team changes to optimize project
performance. The key benefit of this process is that it influences team behaviour,
manages conflict, and resolves issues.

This process is performed throughout the project.

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 Manage Team

Inputs T&Ts Outputs

- Project
Management Plan - Change Requests
- Project Documents - Interpersonal and - Project Plan Updates
· Issue Log Team Skills
· Resource Management
· Lesson Learned · Conflict Management Plan
Register · Decision Making · Schedule Baseline
· Project Team · Emotional Intelligence · Cost Baseline
Assignments
· Influencing - Project Documents
· Team Charter
· Leadership Updates
- Work Performance
Reports - Project · Issue Log
Management · Lesson Learned Register
- Team Performance
Assessments Software
· Project Team
- EEFs Assignments
- OPAs - EEF Updates
Conflict Management

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Measurement Performance
Domain
The Measurement Performance Domain addresses activities
and functions associated with assessing project performance
and taking appropriate actions to maintain acceptable
performance.

Control Resources is part of the Measurement Performance

Domain

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6. Control Resources

Control Resources is the process of ensuring that the physical resources assigned
and allocated to the project are available as planned, as well as monitoring the
planned versus actual utilization of resources and taking corrective action as
necessary. The key benefit of this process is ensuring 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.

This process is performed throughout the project.

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 Control Resources

Inputs - Project Management T&Ts Outputs

Plan - Data Analysis - Work Performance
- Project Documents - Problem Solving Information
· Issue Log · Identifying the Problem - Change Requests
· Lesson Learned · Define the Problem - Project Plan Updates
Register · Investigate · Resource Management
· Physical Resource · Analyse Plan
Assignments
· Solve · Schedule Baseline
· Project Schedule
· Check the Solution · Cost Baseline
· RBS
- Interpersonal and Team - Project Documents
· Risk Register Updates
Skills
- Work Performance · Negotiation
Data
· Influencing
- Agreements
- Project Management
- OPAs Software
 Summary
• Define and plan resource
management.
• Understand activity estimation
techniques.
• Understanding a project manager’s
responsibility for acquiring,
developing, managing and
controlling resources.

33