Republic of the Philippines

DON HONORIO VENTURA STATE UNIVERSITY

Bacolor, Pampanga

Documentation
November 14, 2020

DOLORES T. QUIAMBAO, Ed.D.

Dean, Graduate School
Don Honorio Ventura State University

Ma'am:

Greetings!

Due to typhoon Ulysses raise entered on Pampanga last November 11 - 12, 2020, other parts of
Pampanga were submerged by the floods and power has not been restored in lot of places. Majority of
us are having unstable internet connection.

In this regard, instead of synchronous classes, we, the MAEd Mathematics 3A students were requested
to our professor to have asynchronous activity considering other students that are affected from the
impact of typhoon.

In absence of online class, to give more time to recover the affected students, Sir Ricardo S. Reyes Jr.
gave an activity which entitled “How to Deal with Insufficient Resources and Funding as a Barrier in
Program/Project Implementation?” as related topic for Week Number 5 (November 14, 2020).

God bless your good office!

Respectfully, Noted by:

JERRY BHOY C. RENIEDO RICARDO S. REYES, JR., PhD

MAEd Mathematics Student Professor, Project Planning and Evaluation

Recommending Approval: Approved:

ROBIN B. DIMLA, PhD DOLORES T. QUIAMBAO, Ed.D.

Chairman, MAE Mathematics. Dean, Graduate School

Republic of the Philippines

 DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga

Guide Question:

How to deal with insufficient resources and funding as a barrier in Program/Project

Implementation?

In dealing with insufficient resources and funding as part of barrier in a program implementation,
you should have to plan the program a head of time is a good practice we can anticipated the possible
expenses. During planning, we can maximize the resources that we have. In reality, money and funding
are reasons of successful project as well as our program.

The School Maintenance and other Operating Expenses (MOOE) is the main source of funding
in project implementation of our school. But most of the time the MOOE is not enough; stakeholders
and partner of school fulfill the insufficient funding.

Teachers, surroundings of our institution and academic achievement of the school are the factors
that our stakeholders participated actively in school projects / program. If the environment is conducive
to the learner, most probably our stakeholders such as PTA/GPTA (Parents officers) actively donate in
kind or cash in our school. Teacher’s relationship with the community is another funding of resources
and the academics achievement of the students, some philanthropy donates in our school if we actively
participate in contest in different levels.

Another source of funding is the school canteen; transparency of the funds in a canteen can help
insufficient funding in school. Bayanihan is still in the heart of every Filipinos.

It is a domino effect if we invest love and time in our school as well our students, funds will be
provided before our very eyes. I still believe that the community has trust and respect to the teachers.
Teacher resourcefulness is factor to limited resources.

Transparency of the program, funds and the result of the donation are the factors that the
stakeholders support our school. School management is still the key to have sufficient funds to its
program or projects.

Prepared by:

Fatima C. Adolfo
MAEd Mathematics 3A
Project Planning and Evaluation

Republic of the Philippines

 DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga

How to Deal with Insufficient Resources and Funding As a Barrier in

Program/ Project Implementation.

Avoiding lack of resources (Prevention):

Prevent the lag or resources starts collecting the requirements, defining scope, analyze risks, defining
and estimating activities, leads and lags to create a realistic schedule.

In projects where scope it´s not 100% defined we need to work with forecast and estimation based in
previous projects

Resource Grid: It´s important to get the clear the picture of the resources available and needed. A grid
where we have a quick view of the resources available and needed is a great tool to estimate and prevent
the lack of sources

In the example below we have the resources need for 2 projects in the incoming 4 weeks and the
resources available for the same time. We can see that in the week 2 we have more hours needed from a
resource type 2 (50h between project 1 and 2) with only 40h available.

Projects Resources Week 1 Week 2 Week 3 Week 4

Needed

Resource 30h 20h 10h 5h

Type 1
Project 1
Resource 10h 20h 30h 20h
Type 2

Resource 10h 30h 15h 23h

Type 3
Project 2
Resource 20h 30h 50h 20h
Type 4

Resources Week 1 Week 2 Week 3 Week 4

Available
 Resource 80h 40h 60h 80h
Type 1

Resource 80h 80h 70h 80h

Type 2

Monitoring & Controlling Progress: We need to control our progress to check if we are under or over
schedule and re-estimate the resources needs to check if our initial estimations are updated.

Communication with the stakeholders: any lack of resources need to be flagged as soon as possible to
try to implement actions to fix the lack of resources and manage the stakeholders expectations.

Fixing the lack of resources:

If the lack of resources impacts in tasks that are not included in the critical path, this will not impact in
the final schedule. In this case we don´t need to do nothing because the dead line of the final deliverable
is not affected

But the most common situation is that the lack of resources affects tasks that are involved in the critical
path and will impacts in the schedule due date of final deliverables. In this scenario the proposed
solutions are:

 Shift resources between non critical tasks to the critical path (if we have)
 Try to reduce the resources needed. This not means reduce the scope or the quality of the project.
But sometime we can reuse work done in previous projects, like software modules, previous design or
existing assets. Before to develop new assets we should ensure that this assets not exist in other
department or other team of our company
 Prioritize deliverables, split the project outcomes in phase. This solution affects the time (one of the
triple constrain)
 Get new resources: If you have budget you need to get new resources. Add a new resource takes time
because there a knowledge curve while the new resources n need time to get involve in the project and
get the necessary knowledge. This solution affects to the budget.

No matter how many precautions you take and how carefully you make plans, unexpected things can
happen. When they do, your budget plans may no longer be enough to finish the project, and you end up
going over budget. In some cases, this may be unavoidable, but it is never a good thing and needs to
happen as infrequently as possible.

There are ways to recover and minimize how far over budget a project goes. There is also a lot of advice
available for preventing projects from ever going over budget.

Why Do Projects Go Over Budget?

Projects exceed their budgets for many reasons. Thankfully, if the project manager is paying attention,
he or she can usually forecast the problem in time to compensate for it (at least partially). Generally,
projects go over budget due to three problem areas.

One: No one is accountable for the budget. It doesn’t matter how detailed and well thought out the
budget is if no one is paying attention to it. Sadly, many young companies make this mistake. Someone
needs to be responsible for tracking expenses, updating the budget frequently, and sending the updates
to others.

Two: The project drags on longer than it should. Time is money and if a project goes past its deadline, it
usually goes over budget, as well. It is important to set goals within the overall project to keep your team
motivated and the momentum going. If the project loses momentum or if it is put on hold, a lot of
valuable time will be lost getting everyone back up to speed.

Three: The business fails to set boundaries for the scope of the project. It is natural to try to get the most
out of every dollar, every project. However, if a project’s scope increases beyond the original plan, it
can easily lead to going over budget and past deadline. When planning a project, make sure everyone
involved understands what the project will accomplish and what it won’t.

Getting Back on Track

Once a project has gone over budget, it will be nearly impossible to compensate enough to complete it
on budget. However, if the project manager foresees going over budget early enough, he or she can take
steps to minimize the amount of overage.

The first step to minimizing the problem is to discover its extent. The project manager will need to
identify how far from completion the project is and what percentage of the budget is left. This will allow
him or her to forecast how badly over budget the project is likely to be.

Once the project manager identifies the extent of the problem, he or she can take steps to attempt to
compensate. A project manager can:

 Seek additional funding: This won’t keep the project from going further over budget, but may
help complete the project.
 Reduce the project’s scope: This can drastically reduce the funding necessary to complete the
project. This needs to be done very carefully, however; the project must still meet its main
objectives.
 Reduce costs. This is the most obvious tactic. Find any opportunity to cut costs. Reassign lower-
cost resources, use cheaper materials, etc.

These methods can help mitigate the amount a project exceeds its budget, but it is important to
remember that once a project goes over its original budget, there is no getting back under it.

How to Prevent Going Over Budget

The best way to prevent exceeding your budget is to learn from the mistakes of managers who have
done it before you. These tactics may help.

 Make certain the project’s scope is well defined and that everyone involved understands the
scope of work before it begins.
  Have contingency plans in place for problems when they arise (and they will).
 Track the project’s progress carefully, possibly with the aid of project management software.
 Ensure the project has funding options that allow some growth in scope or recovery from
mistakes.
 Everyone involved in the project needs to communicate effectively; address any weak links in
communication as soon as possible.

Exceeding a project’s budget isn’t the end of the world, but it is a serious problem. Project managers
need to understand why this happens, how to prevent it, and how to compensate for it if it happens
anyway.

Prepared by:

Shane Reza M. Amath

MAEd Mathematics 3A
Project Planning and Evaluation

Republic of the Philippines

 DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga

How to deal with insufficient resources and funding as a barrier in program or project implementation?

In every step of the way, huge rocks are inevitable. They may become obstacles upon walking or
a stepping stone in achieving your goal. It just a matter of choice on how you use them.
Program and project implementation will never be completed without experiencing some problems or
barriers. Sometimes those barriers will make us realized to think outside the box. In the case of
implementing program or project planning, most of the biggest issues are insufficient resources and
funding.

In relation to education in the new normal, we cannot deny the fact that we are lacking of funds
in providing the resources that are needed in continuing the education. That’s why, from time to time
you have to monitor or check if when will that problem arise so that you can already have a plan on how
to deal with it. Seeking financial assistance to those who are willing to give their helping hands is a great
support in overcoming these issues. Having communication with brilliant peoples for some suggestions
can lessen also the burden. In dealing with insufficient resources, you have to be practical in a way of
reducing the resources needed by re-using the previous one. You have to plan carefully and have a clear
priority on where to use the funds that before producing a new resource you have to make sure of its
importance. Resources are really limited, but the ability of your mind in managing them is limitless.

Prepared by:

Elaine C. Bacani
MAEd Mathematics 3A
Project Planning and Evaluation

Republic of the Philippines

 DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga

Resources are limited, but your ability to manage them to fulfill the needs of your project isn’t.

 One of the many challenges that face project managers is how to guide their project to a successful
end without enough resources. The good news: there are ways you can take the resources you have and
make them work in your project. The better news: we’ll tell you how to do it.

PM Challenges: Lack of Project Resources

The first thing to do when you notice your resources aren’t covering what you planned for in your
project is to identify the context. Resources can be anything from materials to personnel, and the
situation that brought you to stretch your resources to the breaking point can have many causes.

 New Technology: You might be working on a software program that is more advanced than your
able to support, or your team hasn’t yet developed the skill set to use properly.

 Higher Priority Projects: There might be another project that ends up combining with yours and
some of your resources are pulled from your work to another.

 Unforeseen Events: You can prepare for risks and plan for uncertainty, but people get sick, take
unplanned time off, and non-human resources can suddenly have supply issues.

 Poor Planning: Sometimes it’s as simple as a lack of planning, which is why planning thoroughly
before executing a project is so important.

When the issue is minor, you can apply a quick fix by looking at your project plan and task lists and
seeing if there is any moving around that will open more time. But here we’re talking about more major
shortages of resources.

What do you do to overcome a lack of project resources? We suggest a two-step process to help
your resource management.

1. Identify the Situation and its Impact

Some of the possible causes for the lack of resources. Once you’ve determined why, then the next part is
to figure out what the impact on the project is. Without that knowledge it’s impossible to resolve the
issue.

2. Leverage Your Change Control Board

While it might seem like this is a problem you alone should address, it’s not. You want to employ the
help of the change control board. First, relay what the situation and the impact to your cost, time, scope
and quality. Then provide several options you have to resolve it, and listen to their recommendations.
After a course of action has been decided upon, help facilitate that decision, and over the course of
resolving it adjust as needed.

Even with the help of the change control board, you might not be able to adjust to meet the need for
more resources. At that point, it’s their decision to allocate more resources and allow you to re-baseline
the project.

Monitoring Project Resources

In order to avoid a resource shortage, it’s essential that you monitor your project resources throughout
the project. There are several ways to do this in your project management or resource tracking software.
You can:

 Track resource availability

 Manage workload allocation to track hour-by-hour availability

 View project schedules to monitor task progress

 Monitor resource productivity on your project dashboards.

You’ll be better off if your project management software has all these resource monitoring capabilities.
That way, you’re not burdened by data transfers between two systems, and you can track availability and
performance in real time.
To see all the ways that a project management software can help you overcome a lack of project
resources, watch the short video below. It clearly illustrates how real-time data, dynamic project
schedules and in-depth reports can make all the difference when it comes to keeping a project on track.

Make a Good Resource Plan

The best way to reduce the risk of not having enough resources to finish the project is by making sure
your resource management plan is as thorough as possible. To start, you want to thoroughly list the
resources you’ll need, estimate how many of each you’ll need and schedule them to meet your deadline.
That means all the people, equipment and materials that are necessary to complete the project.

Following that list is a schedule. This is the timeframe in which the resources are needed to get the
project done. You’ll want to figure out the duration you’ll need each of your resources to understand
their impact on the schedule.

Your need for a particular resource can change dramatically from day to day; therefore, you want to
address the quantity issue. For example, how many times a day or week or month do you need that
resource? This will help you squeeze every bit of use out of those limited resources.

Finally, you need to identify the assumptions and constraints related to your resources. An assumption if
what you believe to be true, and constraints are the schedule, cost and cost of the project. A strong
resource management plan won’t change the amount of your resources, but it will extend their use to
fulfill the requirements of the project.

How Project Manager Helps with Resource Management

Having a resource management plan is important, but so is having a project management software that
has all the features you’ll need to implement it. You schedule is only as good as your ability to track
it. ProjectManager.com is cloud-based project management software that gives you the real-time data to
accurately track the progress of your project and resource use.

For the resource of your team, you can track their hourly and daily availability. Holidays and vacation
days are also noted, whether they’re local or international, which is a great feature for projects with
distributed teams. You can use our resource management tool to monitor and manage your team’s
workload as well.

This way if one of your team is overtasked and others are not working, you can quickly adjust the
workload. This not only is fair and prevents burnout, but it is a more efficient and effective way to
manage your resources.

reference
https://www.projectmanager.com/training/overcoming-lack-project-resources

Prepared by:

Maria Carmela R. Bartolome

MAEd Mathematics 3A
Project Planning and Evaluation

Republic of the Philippines

DON HONORIO VENTURA STATE UNIVERSITY
 Bacolor, Pampanga

HOW TO DEAL WITH INSUFFICIENT RESOURCES AND FUNDING AS A BARRIER IN

PROGRAM/ PROJECT IMPLEMENTATION

First, I have to identify the situation and its impact. Some of the possible causes for the lack of
resources. Once you’ve determined why, then the next part is to figure out what the impact on the
project is. Without that knowledge it’s impossible to resolve the issue.

And I have to certainly Leverage my change control board. While it might seem like this is a
problem you alone should address, it’s not. You want to employ the help of the change control board.
First, relay what the situation and the impact to your cost, time, scope and quality. Then provide several
options you have to resolve it, and listen to their recommendations. After a course of action has been
decided upon, help facilitate that decision, and over the course of resolving it adjust as needed.

And in some cases, I have to monitor project resources. In order to avoid a resource shortage, it’s
essential that you monitor your project resources throughout the project. There are several ways to do
this in your project management. 

Prepared by:

Maricel B. Borabo
MAEd Mathematics 3A
Project Planning and Evaluation

Republic of the Philippines

DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga
How to deal with insufficient resources and funding as a barrier in Program/Project implementation?

If the resources and funding are not enough in a program or project, the project manager needs to
determine the source that brought the project to stretch its resources. The project manager then needs to
identify the situation and its impact. How this problem can cause harm in the implementation of the
project? The impact should then be communicated to the top management and ask for recommendations
that might fix the problem.

In order to avoid this problem, the manager should monitor its project resources. Some ways to keep
track of resources are by checking the availability of resources and view project schedules to monitor the
progress of a job.

To avoid encountering the problem on insufficient funding, the manager needs to make a good resource
plan in the beginning of the project. This can reduce the risk of not having enough resources. We need to
start by listing all the resources needed and estimate how many will be used. All should be considered
no matter what the resource is. Examples are people, equipment and materials that are important to
complete the project.

Prepared by:

Eugene C. Borbajo
MAEd Mathematics 3A
Project Planning and Evaluation

Republic of the Philippines

DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga
 How to Deal with Insufficient Resources and Funding as a Barrier in
Program/ Project Implementation.

Funds & resources play a very important part in the success of a program or project. Without
sufficient funds & resources, programs or projects lead to serious consequences that may retard its
development. This is now one of the many challenges that project managers face. The questions are how
to guide their project to a successful end without enough resources and funding and how to overcome
these obstacles? Here are several ways to deal with the lack of project resources and funding.

1. Choose one solution and stick to it. You could be lacking one or more project resources, but the
most important objective is to take the right course of action and stick to it to the completion. Many
project managers make a mistake of jumping from one solution to another, but it only leads to greater
confusion and slows down the team.

2. Focus on contract deliverables. Jake Gardner, an essay writer who specializes in business and
finance, says it is highly recommended to under-promise and over-deliver whenever possible:
“However, the same logic does not apply to projects with limited resources. In this case, you need to
stay focused and concentrate on contract deliverables exclusively.”

3. Keep the work on schedule. Almost every project out there is struggling with deadlines, but your job
is to keep the work on schedule no matter what it takes. How you do it is up to you and your team, but
the only thing that matters is to follow the targeted timeframe.

4. Clarify new goals. A newly-detected lack of resources often forces project managers to set new goals
and change operational procedures. If you are facing the same issue, you need to clarify new objectives
and discuss the expected deliverables with all members of the team.

5. Make use of external help.If you lack human resources or time to complete the project as requested,
you should make use of external help to avoid disputes with the client. One solution is to hire a third-
party provider for highly specialize tasks. Another option is to hire freelancers for less demanding
activities such as administration and paperwork.

Prepared by:

Harry S. Canlas
MAEd Mathematics 3A
Project Planning and Evaluation

Republic of the Philippines

DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga
How to Deal With Insufficient Resources and Funding As a Barrier in Program/Project
Implementation?
In Mathematics, we believe that every problem has a solution. Applying that philosophy in project
planning, barriers are just part of the process. In getting a correct solution to a problem, you must first
identify the given so that you can easily determine what is/ are the barrier/s. After knowing the obstacle,
keep in mind to think of strategies, techniques and methods on how to overcome it to reach successful
project implementation.
According to Woody Williams, “No matter how good the team or how efficient the methodology, if
we’re not solving the right problem, the project fails” 

Prepared by:

Maelyn C. Enriquez
MAEd Mathematics 3A
Project Planning and Evaluation

Republic of the Philippines

DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga
 How to Deal With Insufficient Resources and Funding As a Barrier in Program/Project
Implementation

Suzy Kassem said that you must build bridges, not walls. In simple words, we must find ways
and not to add hindrances. Every program or project has experienced barriers especially in resources. A
program will not be implemented well unless enough resources and funds are gathered. The program
head and its body may find ways on how to raise resources and funds. It may be in a form of soliciting
or fund raising activities. They can also ask help from the government and non-government
organizations.
The best example for this time is the continuous learning plan. Since the Department of
Education implemented distance learning this school year 2020 – 2021 amidst of the COVID – 19
pandemic, most of the public schools offered modular learning as the learning modality. The department
allotted funds for the production of self-learning modules. But as weeks passed by, barriers such as
shortage on needed printing materials arises. The school budget for this fiscal year is now on its low line
so our school head decided to have solicitation. Teachers find ways on how to raise resources such as
bond paper and printer’s ink by knocking the hearts of the school alumni. Our school head also ask the
assistance of the PTA officers to ask help from the parents in a form of formal letter. So far, the school
was able to print the needed copies of self-learning modules this first quarter.
In my own opinion, as a program is continuously being implemented, barriers will always come
on the way of its implementation. It is important that the school head and its body have good
communication so that they can immediately find solution when a barrier arises. It is also important that
the school is connected to its stakeholders because the stakeholders are potential partners in raising
resources and funds for the betterment of the students’ learning.

Prepared by:

Kathrine C. Flores
MAEd Mathematics 3A
Project Planning and Evaluation

Republic of the Philippines

DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga
INTRODUCTION

The content of this paper is all about dealing with insufficient resources and funding as barriers
in program or project implementation. Basically, this paper is subdivided into two: dealing with
insufficient resources, and dealing with insufficient funding.
The term “resources” is defined by the Merriam-Webster Dictionary as source of supply or
support; an available means; a natural source of wealth or revenue. With these definitions, we can relate
resources as all the available material and immaterial entities that are needed in implanting a program or
project. The term “fund” is defined by the Merriam-Webster Dictionary as an amount of money that is
used for a special purpose. Therefore, the term “funding” refers to the activity of spending an amount of
money used for a special purpose as a capital or fuel of a program/project.
Dealing with insufficiency means we shall figure out the best way to defend the program/project
implementation from uprising problems, and/or to repair existing problems to achieve the desirable
result of program/project implementation. To discuss further, I have cited resources as an article from
projectmanager.com written by Jennifer Bridges (2019) for and an article from cio.com written by Moira
Alexander (2017) for a substantial and understandable content.

DEALING WITH INSUFFICIENT RESOURCES: A GOOD RESOURCE PLAN

Identifying the context is the important thing to do when resources are not meeting the needs of
what we’ve planned in program/project implementation. Situations that break the effectiveness and
efficiency of resources can have many causes.

 Latest Technology: Might be the technology available is too advanced that the personnel to use it
shall need an extra seminar-workshop to use it at its best.
 Higher Priority Projects: There might be another project that is equally important to our project
that ends up combining with ours and some of our resources are pulled out to be used on another
project.
 Unforeseen Events: we can prepare for risks and plan for uncertainty, but people get sick, take
unplanned time off, and non-human resources can suddenly have supply issues.
 Poor Planning: a simple lack of planning, which is why planning thoroughly before executing a
project is so important.

When the issue is minor, we can apply a quick fix by looking at our project plan and task lists and
seeing if there is any moving around that will open more time. But here we’re talking about more major
shortages of resources.
What do we do to overcome a lack of project resources? A suggestive two-step process will be
discussed to help us in resource management.
1. Identify the Situation and its Impact
Know the root cause of the problem. Once we’ve determined why, then the next part is to figure
out what the impact on the project is. Without that knowledge it’s impossible to resolve the issue.
2. Leverage the Change Control Board
While it might seem like this is a problem you alone should address, it’s not. You want to
employ the help of the change control board. First, relay what the situation and the impact to
your cost, time, scope and quality. Then provide several options you have to resolve it, and listen
to their recommendations. After a course of action has been decided upon, help facilitate that
decision, and over the course of resolving it adjust as needed.
 Even with the help of the change control board, you might not be able to adjust to meet the need
for more resources. At that point, it’s their decision to allocate more resources and allow you to re-
baseline the project.
Monitoring Project Resources
In order to avoid a resource shortage, it’s essential that you monitor your project resources
throughout the project. There are several ways to do this in your project management or resource
tracking software. You can:
 Track resource availability
 Manage workload allocation to track hour-by-hour availability
 View project schedules to monitor task progress
 Monitor resource productivity on your project dashboards.

Make a Good Resource Plan

The best way to reduce the risk of not having enough resources to finish the project is by making
sure your resource management plan is as thorough as possible. To start, you want to thoroughly list the
resources you’ll need, estimate how many of each you’ll need and schedule them to meet your deadline.
That means all the people, equipment and materials that are necessary to complete the project.
Following that list is a schedule. This is the timeframe in which the resources are needed to get
the project done. You’ll want to figure out the duration you’ll need each of your resources to understand
their impact on the schedule.
Your need for a particular resource can change dramatically from day to day; therefore, you want
to address the quantity issue. For example, how many times a day or week or month do you need that
resource? This will help you squeeze every bit of use out of those limited resources.
Finally, you need to identify the assumptions and constraints related to your resources. An
assumption if what you believe to be true, and constraints are the schedule, cost and cost of the project.
A strong resource management plan won’t change the amount of your resources, but it will extend their
use to fulfill the requirements of the project.
DEALING WITH INSUFFICIENT FUNDING: GOOD BUDGET MANAGEMENT
Budget overruns are a project manager’s nightmare. These budget management strategies will
keep your project budget under control — and your stakeholders happy
Budget overruns are a litmus test for project success or failure. Few companies have an unlimited
budget, so the first thing project stakeholders look to in determining whether their project was a great
success or a colossal failure is the bottom line. This fact fuels the pressure project leaders and their
teams face with each passing day. As such, effective budget management is a primary area of focus for
project managers who value their careers.
Following are five strategies for maintaining control of your project budget before it succumbs to
whopping cost overruns: 1) Understand stakeholder’s true needs and wants, 2) Budget for surprises, 3)
Develop relevant key performance indicators (KPIs), 4)Revisit, review, re-forecast, and 5) Keep
everyone informed and accountable.

I
Understand stakeholder’s true needs and wants
What stakeholders say they need or want in a project often isn’t as simple as it may seem
upfront. This can lead to unidentified goals and expectations on both sides of the table. If a project
manager, sponsors, team members and vendors don’t have a solid grasp of on stakeholders’ true desires,
it’s almost impossible to identify what the requirements are for the project. Be sure to put in as much
time as is required to get a deeper understanding of what stakeholders expect. Ultimately everything,
including the budget, is defined by stakeholder expectations, deliverables, and other requirements.
 So the first step to an effectively managed project budget is to ensure project requirements are
accurately identified, documented and confirmed with all stakeholders — and that these are
communicated to all parties involved. This crucial step should be completed before budgets are set.
Many projects have been initiated around needs but executed around wants, automatically putting
projects at risk of budget overruns that leave everyone disappointed.
II
Budget for surprises
When it comes time to estimate costs, be realistic. Make sure to get input from all applicable
stakeholders. More importantly, build in contingencies. This step is essential. You need to factor in
things outside of your control, such as external environmental considerations that may impact pricing of
supplies, resources, labor, financing, product/service shortages, currency exchanges and so on. Today’s
price or rate may not carry through to the later stages of a project. Make sure vendors can deliver on
their promises and prepare a backup plan. Getting input from other stakeholders and vetting suppliers
and vendors can go a long way to setting a more realistic budget that can be met, even if there are
unforeseen circumstances that impact costs. I’ve seen many project managers get caught off guard with
escalating costs, suppliers that couldn’t meet quoted obligations or other issues. Plan for surprises to
avoid being blindsided.
III
Develop relevant key performance indicators (KPIs)
You can’t effectively manage a project budget without establishing key performance indicators
(KPIs). KPIs help you ascertain how much has been spent on a project, the extent to which the project’s
actual budget differs from what was planned, and so on. Here are just a few commonly known and used
project KPIs that are essential to effective project budget management:
 Actual cost (AC), also known as actual cost of work performed (ACWP), shows how much
money has been spent on a project to date.
 Cost variance (CV) indicates whether the estimated project cost is above or below the set
baseline.
 Earned value (EV), aka budgeted cost of work performed (BCWP), shows the approved budget
for performed project activities up to a particular time.
 Planned value (PV), aka budgeted cost of work scheduled (BCWS), is the estimated cost for
project activities planned/scheduled as of reporting date.
 Return on investment (ROI) shows a project's profitability and whether the benefits have
exceeded the costs.

IV
Revisit, review, re-forecast
A project left to run without budget management and re-forecasting will lead to failure. Frequent
budget oversight is essential in preventing budgets from getting too far out of hand. A 10 percent budget
overrun is far easier to correct than a 50 percent overrun, and if you don’t keep an eye on your budget
and re-forecast, that 10 percent overrun can turn into a 50 percent overrun before you know it. Your
chances of keeping a project on track with frequent budget review are far greater than if you forecast
once and forget about it.
Just as a project’s budget needs to be constantly revisited to keep it on track, so too do the
project’s resource usage, since the people working on a project contribute to its cost. Project managers
should review the number of people currently working on a project and the project's future resource
needs on a weekly basis. Doing so will ensure that you're fully utilizing the resources you have and that
you have the right resources ready for the rest of the project. Regularly revisiting the resource forecast
will help keep your project budget on track. Scope creep is one of the leading causes of project overruns.
As unplanned work finds its way into your project, billable hours mount and the project budget can get
out of control. Project managers must carefully manage scope by creating change orders for work that
isn't covered by the project's initial requirements. Change orders authorize additional funding for the
project to cover the cost of extra work and thus keep the project aligned with its new budget.
V
Keep everyone informed and accountable
An important part of staying on budget is to make sure all team members are aware of the current
budget status as well. Keep the project team informed of the project budget forecast. An informed team
is an empowered team that takes ownership of its projects. By keeping the team informed of the budget
status, they will be more likely to watch their project charges and far less likely to charge extra “gray
area” hours to your project — hours they know they worked but weren’t clear about what they were
working on.

The project budget must be a living part of your projects — something you review with your
team and stakeholders on a regular basis. Project managers who carefully watch budgets throughout the
lives of their projects will keep stakeholders and management happy and thus experience greater project
and career success.
Dealing with insufficiency of resources means we should be able to do a good resource plan, and
dealing with insufficiency of funding means we should have a good budget management. All of these
things are gearing towards figuring out the best way to defend our program/project implementation from
uprising problems, and/or to repair existing problems to achieve the desirable result of program/project
implementation.

References:
https://www.projectmanager.com/training/overcoming-lack-project-resources
https://www.google.com/amp/s/www.cio.com/article/2406862/project-management-project-
management-4-ways-to-manage-your-budget.amp.html

Prepared by:

Jan Mark S. Manalansan

MAEd Mathematics 3A
Project Planning and Evaluation

Republic of the Philippines

 DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga

How To Deal With Insufficient Resources And Funding As a Barrier in Program/Project

Implementation

As we go on the school year today and because of the different modality we are doing right now
on how to give learning in our students, the modality that we are using is Modular Learning. Modular
learning is a form of distance learning that uses Self-Learning Modules (SLM) based on the most
essential learning competencies (MELCS) provided by DepEd. The modules include sections on
motivation and assessment that serve as a complete guide of both teachers' and students' desired
competencies. Scholars generally agree that modular degrees have many advantages for students in
terms of their capacity to offer flexibility, choice, access and mobility. One of the possible way in
dealing with insufficient resources or funding are Maximize available resources. As much as possible on
what module will be and how many modules will give by the division to us in the school are divided
equally. We make it sure that all students will have their modules by giving them a printed modules.
Next is Generate funds through Income Generating Programs and Projects. Practically speaking, we do
not know where to get the funds to provide the module that the learners needs. Where to get the fund?
We have a source of funding but it is lacking. Yet, we are thankful because other stakeholders are there
to provide financial support. Lastly, look for donors and sponsors, either private individuals or
companies who are willing to help, who give financial support, who will material supply for our printed
modules. It is especially difficult when you do not know where to get supplies and funds to get support
for the module that the learners need. For the learners, I know that we will all work together for each
learner to have a proper education that their right to have.

Prepared by:

Jesica Manalansan
MAEd Mathematics 3A
Project Planning and Evaluation

Republic of the Philippines

DON HONORIO VENTURA STATE UNIVERSITY
 Bacolor, Pampanga

How to Deal With Insufficient Resources and Funding As a Barrier in Program/Project

Implementation

We, Filipinos are well known for being resourceful. Amidst the shortage of budget or
funds, we can find ways to come up with tangible solutions. As a teacher designated in one of the less
fortunate schools, we experienced barriers such as lack of funds so oftentimes but because of the
eagerness to help our students, we are putting an extra effort to pursue our programs and projects. How
did we overcome that?
We used the Maintenance and Other Operating Expenses (MOOE) to finance our
programs. MOOE consists of allocated funds for public elementary and secondary schools that can be
used for activities or programs necessities. But there are times that MOOE is not enough to sustain all
the needs of our programs, other way that we are doing is conducting a Fund Raising Activity, such as
ticket selling, auction, and collecting donations from our stakeholders. In that way, we are filling the
insufficiency of our funds. If fund raising is not enough to cover all the finances, we are proceeding in a
cheaper programs other than expensive one yet, we can make sure that the idea and outcome of the
program will be the same as the expensive programs . By the presence of these different barriers we are
being tested and it strengthens our philosophy as a teacher, that teaching is not just a profession but also
a vocation.
As a teacher in a third world country, we should be prepared about this dilemma and we
should learn on how to be resourceful to sustain the needs of our students and school, let us continue to
work hand on hand because the future lies on us.

Prepared by:

Benjo S. Mangalindan
MAEd Mathematics 3A
Project Planning and Evaluation

Republic of the Philippines

 DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga

How to Deal with Insufficient Resources and Funding

as a Barrier in Program/Project Implementation?

“Vision without action is a dream.

Action without vision is simply passing the time.
Action with vision is making a positive difference.”
–Joel Barker

“Lack of resources usually means lack of time, people and/or money. How to cope with this?” –
Kamil Torczewski. Stop thinking about what is missing, and start thinking how to use what you have. If
you are focus on the goal and make the best use of all that you have available, everything is possible.

First thing we need to do in dealing with insufficient resources and funding as a barrier in
program/project implementation is to identify the situation and its impact, once we have determined
why, then the next part is to figure out what impact on the project. Next, discuss the problem with all the
members of the team. Everyone needs to know that we are facing a lack of resources. Then, provide
several options we have to resolve it, and listen to the recommendations. After that, help facilitate the
decision to come up with a new solution. Another way to consider is the existing communication,
relationships and support from partner agencies or from participating communities, used existing
networks. In school, Adopt-A-School Program (ASP) is one way on how to engage in providing
assistance and services to the public school. I am the school ASP coordinator in our school that is why I
really appreciate the partnership of government and private organization to help the school. It is not only
beneficial for students and teachers, but the community as well. Moreover, dealing with this difficulties
can leave us feeling tired and stressed out so don’t forget to seek the guidance of the Lord in our
decision making.

Resources are limited, but our ability to manage them to fulfil the needs of our project isn’t. A
program/project will struggle to achieve the goal without sufficient funds and resources. Therefore,
schools may have considerable responsibility for planning and evaluating the use of resources and
funding. Build capacity for strategic school funding and be transparent about the use of funds for system
goals. Strong partnership with stakeholders and if plan A fails, make sure we have plan B to Z. “Expect
the unexpected” –Bear Bryant. Lastly, always pray for the successful implementation of the
program/project.

Prepared by:

Marlyn Q. Manuel
MAEd Mathematics 3A
Project Planning and Evaluation
 Republic of the Philippines
DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga

HOW TO DEAL WITH INSUFFICIENT RESOURCES AND FUNDING AS A BARRIER IN

PROGRAM PROJECT IMPLEMENTATION
Name: NASNIL G. PARICO
Without sufficient resources and funds, it will be a struggle to come up to a new product or a solution
when launching a project. No matter how good the idea is, if you are lacking out of resources and funds,
the project will not be delivered.
This requires some activities such as below to meet the timeline of the project with limited resources and
funds.
1. Identify the Condition and its Effect
One of the things to identify is the possible causes for the lack of resources. Once you’ve discovered
why, then the next part is to figure out what the effect on the project is. Without that information, it’s
impossible to solve the issue.
2. Improve Your Team
You want to employ the help of a team. First, tell them what the situation and the impact to your cost,
time, scope and quality. Then provide several options you have to resolve it, and listen to their
recommendations. After a decision has been made, help to work on that decision, and resolve the
problem just as needed.
3. Make a Good Resource Plan
Make sure your resource management plan is as thorough as possible. Thoroughly list the resources
you’ll need and schedule them to meet your deadline. Consider all the people, equipment and materials
that are necessary to complete the project.
Next to make is a schedule. This is the guide in when the resources are needed to be done. Check the
duration you’ll need each of your resources and understand their impact on the schedule
A good resource plan won’t change the volume of your resources, but it will encompass their use to
fulfill the necessities of the project.
3. Monitor Project Resources
In order to avoid a resource shortage, it’s important to monitor project resources throughout the project.
There are several ways to do this in your project management or resource tracking software. You can:
• Track resource accessibility
• Manage workload allocation
• Organize project schedules to monitor task progress
• Monitor resource productivity on your project dashboards

Prepared by:

Nasnil G. Parico
MAEd Mathematics 3A
Project Planning and Evaluation
 Republic of the Philippines
DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga

Guide Question:

How to deal with insufficient resources and funding as a barrier in Program/Project

Implementation?

There are things that we need to consider if we are dealing with insufficient as well as
funding as part of the barriers in implementation of Program and Project. Once you are in part of
implementation such as program and project, make it appoint you have already have the
resources and you need to manage yourselves and know what exactly to do to avoid spending
time and money not just doing some things that are irrelevant.

In relation with my field of specialization, in dealing with insufficient resources we need

to be a problem solver. In addition, problem solving is a basic task for the project management. It
is a process for developing and applying a solution for the occurred problems.

Moreover, in our institution we experienced a lot of problems but as an educator we need

to find ways to lessen our burdens most especially during this pandemic. To overcome those
struggles we need to give our ourselves and make necessary actions to fulfill and overcome those
barriers in our daily living.

When we are conducting a project, we usually experienced that our resources are limited,
but always remember our ability is the key to manage them to fulfill the needs of our project.
One of the challenges that face as a project manager is how to guide our project to be a
successful end without enough resources.

As implementer of our project, we need to avoid our resource shortage, it is essential that
we monitor our project resources throughout the project. There are several ways to do this in our
project management such as tracking our resource availability, managing workload allocation to
track hour-by-hour availability, viewing project schedules to monitor task progress and
monitoring our resources productivity in our project.

Prepared by:

Jerry Bhoy C. Reniedo

MAEd Mathematics 3A
Project Planning and Evaluation
 Republic of the Philippines
DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga

HOW TO DEAL WITH INSUFFICIENT RESOURCES AND FUNDING

AS A BARRIER IN PROGRAM/PROJECT IMPLEMENTATION

Implementing a program/project is not always an easy task. One of the many challenges that an
implementer are facing is how to guide their project to a successful end even without enough funds and
resources. It is not easy to run a project but it gets even harder if you have to deal with the lack of funds
and resources. Funds and resources play a very important role in the implementation of a
program/project. With rare expectations, they are crucial to get a project/program up and running.
Without these, project will struggle and cannot be made on time.
Study reveals that managing funds and resources is the biggest problem in managing a project. In
this case, the implementer must analyze the whole situation and come up with a feasible strategy on how
to have a successful end.
A resource can be anything from materials to personnel or could also be the situation that
brought you to stretch your resources to a breaking point. The best way to reduce risk of having
insufficient funds and resources is by making sure that the management plan is possible on the first
place. We should make a list and estimate how many are necessary to complete the project/ program.
But if in the middle of implementation a problem occurred, we have to identify the situation and its
impact to the project/program. Once determined, we can easily figure out how to resolve the issue.
Prioritize what most important and take problem one at a time. Choose one solution and stick to it.
Jumping from one solution to another may lead to greater confusion and slow down the team. We should
focus all the time and keep the work on time. Follow the schedule as much as possible. Mind the task
delegation because it is extremely significant. And always re-examine the funds. We should always
monitor our project resources and funds if it is still sufficient and if our personnel are okay. Every now
and then we should monitor their progress and availability. We must also identify the assumptions and
constraints related to our resources.
The simpler and smaller the project you will implement, the more easier and faster to complete
the project.
Resources might be limited, but the ability of the implementer to fulfill the needs of project isn’t.
A good execution is essential to ensure the project may run smoothly and effectively. It will always be
on the hands of the implementer if he can guide the project to a successful end even without enough
resources and funds.
An implementer should always be resilient every time there is a barrier that might come their
way. But just like what our Ms. Universe Philippines 2020 Rabiya Mateo said on her interview in
Kapuso Mo with Jessica Soho “Resiliency is overused. We need tangible and visible solutions.”
Resiliency is not enough; we must come up with a plan on the step by step solutions if we have
insufficient funds and resources. No matter how brilliant the idea of implementer is, it still means
nothing without these

Prepared by:

Gladys G. Tolentino
MAEd Mathematics 3A
Project Planning and Evaluation
 Republic of the Philippines
DON HONORIO VENTURA STATE UNIVERSITY
Bacolor, Pampanga

Guide Question: How to Deal with Insufficient Resources and Funding as a Barrier in Program/Project
Implementation?

‘Life is the art of drawing sufficient conclusions from insufficient premises.’

-Samuel Butler
Under Resource Barrier, one of the types of Barrier in successful Project Implementation, is the
possible problem on Insufficient Resources and Funding. Dealing with this barrier is a critical point in
the success of the implementation of our program planning. In my own experience in a small school, it is
a challenge for us to have available budget when MOOE is not available for some projects.
Subsequently, we reached-out to our stakeholders like LGUs, Private Sectors, Volunteers and Alumni
thru social media, formal letters, parades and programs for-a-cause.
In our experience, the most effective way to raise funds while adhering to the guidelines of
DepEd’s ‘No Collection Policy’ is the creation of Activities-for-a-cause initiated by the Parent’s
Association. Some of the activities we did are:
 Zumba for A Cause
 Cakes for your love ones during Valentine’s Day
 Club Booth (Buy n’ Sell goodies)

The relationship between School and Community is strongly needed in this type of solution. Fortunately,
our community groups have close relationship between one another. Also, as a school we also help thru
environmental drives and tutoring services which is timely and needed within our community.

Prepared by:

Dianalyn C. Tubiera
MAEd Mathematics 3A
Project Planning and Evaluation