Project and Resource Management: A Do-it-Yourself

guide

Shyam Kapoor

Partner, Prisio Technologies

ShyamK@prisiotechnologies.com

Phone: +1 (732) 208-3616

103 Carnegie Center, Ste 300

Princeton, NJ 08540

Agenda • Objectives

• Project Management Lifecycle • Initiation & Planning

• Execution

• Controls

• Reporting

• Resource Management • Requirement

• Search & Matching

• Maintain Resource Repository

• Lessons Learnt & Conclusion

Objectives

• Discuss Project and Resource Management challenges

• Project Management life cycle

• Oracle Project Management - Setup & Usage

• Oracle Resource Management – Setup & Usage

• Reporting

• Lessons Learnt

• Q&A

Survey

Role

• Project/Program Manager

• Technology Manager

• Staffing/Resource Manager

Tools

• Primavera

• Planview

• MS Projects

• Oracle EBS (PM/RM/PPA)

• Others

Objectives

• Learn Oracle EBS (PM/RM/PPA)

• Compare with currently used tools

• Unanswered questions

Project/Program Management Challenges

• Global Projects & Resources

• Multiple stakeholders/vendors/customers across the globe

• Agile and Time sensitive plans

• On Time and On Budget

• Constant Communications & Reporting to stakeholders

• Standardized Tools & Processes

• Ever changing resource pool

• New technology & competencies

Stakeholders Questions

• What is the overall health of my projects? Are we on-time and

on budget?

• What is the earned value of my project?

• Why do I need additional budgets for my project?

• What is my current utilization rate and how does it compare to

last quarter?

• What is my resource requirement forecast? Do we need to

hire more? How many?

Project Management Life cycle

Project Initiation & Planning

• Create approved project – Manually, Template, Copy from a

Project

• Detailed Workplan – WBS, Financial Structure, Standardized

Template

• Budget and/or Forecast – Summary level, Task level

• Classifications

• Attachments – E.g. Project Charter, SOW

• Assign Resources

Project Dashboard

• Project details

• Key Performance

Areas

• Worklist

• Notifications

• Tasks & Deliverables

• Change Control

• Shortcuts

Project Execution

• Workplan Progress -

% Complete

• Collaborative Updates

• Cost Collection • Time & Labor

• Purchasing

• Payables

• iExpense

• Data Summarization

Project Controls • Issue Management with classifications and routing

• Change Requests with approvals and impact analysis

• Change Orders

Project Reporting • BI dashboards with project financial information like cumulative

budget/actual, cost, effort, billing & collections, margin, earned

value

• Tasks/Resource summaries for a workplan

• Analysis by Tasks, Resources, Time

• Visibility across all levels of a project and sub-projects and

across organizations

• Drill down to underlying transactions

Project Reporting (contd.) • Configurable with Graphs

• Multiple currencies and calendars

• Publishing and notifications with email attachments

• Configurable key indicators

• View Key Performance Area Statuses for a project like

Financial, Schedule and Execution of project

• Reporting on individual exceptions in the above performance

area with configurable visual indicators (e.g. On track, Critical,

At Risk)

Project Reporting (contd.)

• Performance Dashboard

• Cumulative Cost, Effort –

Actual, Budget, Forecast

• Earned Value

• Summaries with drill down

• Performance Exceptions

with scorecards

Project Reporting (contd.)

• Multiple Status Report – E.g. Monthly Steering Committee,

Weekly Project Status

• Configurable Templates

• Include top (say 5)

• Bugs

• Issues

• Change Requests

• Schedule, Reminders and Publish

Resource Management

Resource Requirement

• Created by Project/Program/Staffing/Resource Manager

• Request by Date Range, Role, Competencies, Priority, Effort,

Location

Advertise Requirement

• Advertise inside or outside of the Organization

• Publish to selective people

• Publish in a date range

• Pre-defined and configurable rule e.g. ‘Escalate and

publish requirement to bigger audience every seven days

if not fulfilled’

Search Resource • Search from pool of

candidates

• Search independently of

project requirement

• Match by scoring – E.g.

Matching score =

0*Competency Match +

0.6*Availability Match +

0.4* Job Level Match

Weighting Types Percentage Comments

Competency Match 0% Global competencies finalization in

progress

Availability Match 60% Availability had a higher importance for

the Organization

Job Level Match 40% Currently using only Job Levels for all

resources

Match, Review, Approve, Assign

• Nominate resources as candidate to fill

• Project manager can review and approve or reject a candidate

• Approval hierarchy

• Automated nomination based on weightings

• Direct assignment

• Notification on confirmation

• Assignment is with initial transfer price rate

Maintain Resource Repository

• Maintained by all – Staffing/

Resource/Project Manager/

Team Member

• Vacation Approvals

• Track Schedule

• Manage resource loading

• Manage competencies

• Resumes

Resource Utilization

• Review by all – Executives/

Staffing/Resource/Project

Manager/Team Member

• Summary/Detail – By

Organization/Individual/

Period

• Comparison with prior

periods

• Require Project Intelligence

Lessons Learnt

• Standardize PMO processes before PM/RM implementation

• Standardize workplan structure for similar types of project

• Evaluate usage of project planning tools (e.g. MS Project vs.

Oracle)

• Well defined project communication strategy

• Standardized resource competencies

• Evaluate current approval hierarchy

• Oracle software licenses

Lessons Learnt (contd.)

• Oracle Project Management key setup considerations • Project workplan structures and project financial structures -

‘Sharing structures’ was easier to manage and satisfy all reporting

need

• Progress status can be configured as per your management

practice e.g. ‘Red’, ‘Green’ and ‘Yellow’ OR standard ‘On Track’, ‘At

Risk’ and ‘Critical’

• Measurable ‘Work item’ for each task of Workplan and ‘Task types’

to control how Oracle Projects processes tasks. These are used in

filling timesheets if using Oracle Time & Labor

• Status for Projects, Tasks, Issues, Change requests

Lessons Learnt (contd.)

• Oracle Project Management key setup considerations • Control Item Types which represents a specific type of issue or

change and provides you with a template for the creation of issues

and changes.

• Financial Plan Types are required for different types of project

budgets and forecasts that you want to plan for (for example, an

approved cost budget, an estimate, or a bid).

Lessons Learnt (contd.)

• Oracle Resource Management key setup considerations • Define Status for resource requirement, candidate statuses,

assignment approval statuses, and assignment scheduling statuses

based on your organization needs

• Define team templates for easier setup of projects based on project

types

• Resource competencies list OR Job Levels OR both. Note these

has to be constantly managed and updated for each resource in

your organization

• Resource matching formula with appropriate weightage for your

organization

Conclusion • What is the overall health of my projects? Are we on-time and on

budget? A: Project Dashboard, Performance Summary

• What is the earned value of my project? A: Project Performance

Summary

• Why do I need additional budgets for my project? A: Project

Control – Change Requests

• What is my current utilization rate and how does it compare to

last quarter? A: (Resource) Utilization – Intelligence Dashboards

• What is my resource requirement forecast? Do we need to hire

more? How many? A: Open Requirements – By List, Timeline