The Resource Manager's Handbook:

A Comprehensive Guide
www.ppm.express
Introduction

Resource managers are the linchpins of successful

project execution, ensuring the right resources align
with the right projects.

This handbook, brought to you by PPM Express, a leader in

project and portfolio management, blends expert insights with
real-world applications.

Whether you're an experienced manager or just starting out, this

guide promises to hone your resource management skills, driving
project success.

www.ppm.express
So, let’s start with the fundamentals of resource management:
its definition.

The Resource Manager's Handbook

What is resource management?
At its core, resource
management is the art
and science of planning,
organizing, allocating,
and monitoring resources
to ensure optimal
efficiency and
effectiveness in project
completion.
Resources can
encompass anything from
human capital (like skilled
workers) to tangible
assets such as materials,
tools, equipment, or even
intangible assets like time
and information.
The Resource Manager's Handbook
Resource management often
involves making tough decisions.
Why is it important?
There's a need to balance the
requirements of different projects,
Efficiency: Optimization: Forecasting: ensure that no team member is
overburdened or underutilized, and
Properly managed It ensures that every Resource management
resources lead to resource is used to its allows organizations to predict future needs while staying
smoother operations, maximum potential, anticipate future resource within budget constraints. It's a
eliminating wasted reducing idle time needs and challenges, juggling act that requires keen insight,
time, effort, and and over-exertion. facilitating proactive
foresight, and adaptability.
money. solutions.
It's about ensuring that every piece of
Cost control: Enhanced team morale: a project puzzle fits seamlessly into
place, creating a cohesive, efficient,
With a clear overview of When resources are allocated
resource allocation, managers judiciously, teams feel supported and harmonious workflow.
can make informed decisions and less overwhelmed, leading
to stay within budgets. to greater productivity and job Having gained an understanding of
resource management, it's essential
to delve into the various resource
types available.
What are the resource types available?

The term "resource" encompasses a variety of elements, each contributing uniquely

to the successful execution of tasks and projects. Let’s dive into the primary categories:

People Material resources Equipment & technology Money Time

Definition: Refers to the human
capital involved in a project, ranging
from project managers and team
members to consultants and
stakeholders.
Importance: People bring skills,
expertise, and creativity, driving the
project towards its objectives.
Challenges: Different personalities,
skill sets, and working styles can
sometimes lead to conflicts or
inefficiencies.
Optimal utilization: Tailored
training, team-building activities
and clear role definitions can ensure
people are used most effectively.
Definition: Tangible items or
supplies required for a project,
such as raw materials, office
supplies, or software licenses.
Importance: Material resources
provide a foundational support,
ensuring processes run smoothly.
Challenges: Procurement
delays, wastage, or
mismanagement can hinder
project progress.
Optimal utilization: Inventory
management systems and timely
procurement strategies can
support effective management.
Definition: Machines, tools,
software (like PPM Express), or
technological platforms used in
project execution.
Importance: They can enhance
efficiency, precision, and speed,
especially in tech-driven
projects.
Challenges: Breakdowns,
obsolescence, or lack of
technical knowledge can pose
challenges.
Optimal utilization: Regular
maintenance, upgrades, and
training sessions can ensure
peak performance.
Definition: Refers to the budget
or financial resources allocated
to the project.
Importance: Money fuels all
other resources, ensuring the
project can be executed without
financial hiccups.
Challenges: Budget overruns,
misallocation, or unexpected
costs can strain financial
resources.
Optimal utilization: Detailed
financial planning, regular
budget reviews, and
contingency funds can aid
financial stability.
Definition: The number of hours,
days or weeks available for the
completion of the project, broken
down into phases, milestones, and
tasks.
Importance: Time is a finite
resource, making effective
management pivotal for timely
project completion.
Challenges: Delays, scope changes,
or poor time management can push
projects off track.
Optimal utilization: Time-tracking
tools, Gantt charts, and agile
methodologies can assist in optimal
time management.

Now that we have identified the available resource types, it's crucial to recognize the benefits of implementing resource management.

The Resource Manager's Handbook

What are the benefits of implementing
resource management?
Effective resource management is not just a logistical necessity; it's a strategic move that offers many advantages to organizations and project teams.
By diligently planning, allocating, and monitoring resources, businesses can experience a transformation in how they execute projects.
Let's explore the multifaceted benefits of resource management:

Optimized utilization Enhanced project Reduced Improved

of resources: visibility: costs: team morale:

Insight: Ensuring resources are used to
their fullest potential reduces waste and
elevates efficiency.
Impact: Projects are executed more
cost-effectively, and teams can achieve
more with less.
Insight: With resource management
tools, managers gain a bird's eye view of
who's doing what, where, and when.
Impact: Potential bottlenecks can be
identified early, and proactive steps can
be taken to address them.
Insight: Proper allocation and tracking
mean fewer overruns, reduced wastage,
and improved budget adherence.
Impact: This leads to higher profitability
and a better return on investment (ROI)
for projects.
Insight: When resources, especially
human, are managed well, workloads are
balanced, and burnout is avoided.
Impact: Teams feel valued, leading to
increased productivity and reduced
turnover.

Higher project Informed Enhanced flexibility Future-proofing

success rates: decision-making: and adaptability: projects:

Insight: With the right resources in the
right place and time, project objectives
will likely be met.
Impact: This results in a higher project
success rate, boosting an organization's
reputation and credibility.
Insight: Resource management offers
data-driven insights into project performance,
resource availability, and future needs.
Impact: Managers can make informed
decisions, aligning actions with strategic
goals.
Insight: With a clear understanding of
resource availability and constraints, it’s
easier to adapt to changes or unexpected
challenges.
Impact: Projects can pivot more smoothly due
to changing requirements or external factors.
Insight: Lessons from resource
management can be applied to future
projects, predicting needs and potential
challenges.
Impact: Future endeavors are better
planned and more resilient.

The Resource Manager's Handbook Understanding the benefits of resource management naturally leads us to explore its various phases.
What are the phases of resource management?
Resource management isn't just a one-time action; it's a cycle with multiple phases that ensures all resources are optimized throughout a project's life.
Each phase is pivotal in ensuring that resources are used efficiently and effectively:

High level | Long range Detail level | Near term

Capacity planning Resource planning Resource scheduling

1 Resource forecasting 2 Resource planning 5 Resource scheduling

Predicting future resource needs based on Strategically planning types and quantities of Organizing resources’ time and schedules
upcoming projects and business demands. resources needed for future projects. to ensure project timelines are met.

3 Resource acquisition 6 Resource utilization

Procuring or hiring the necessary resources,
Maximizing the effective use of resources to
such as staff or materials, for projects.
increase productivity and reduce waste.

4 Resource allocation 7 Resource smoothing

Distributing available resources to various Modifying project plans to optimize resource
projects or departments within an organization. usage without changing the project timeline.

8 Resource tracking and reporting

Monitoring resource usage, and reporting this
information for management review.

Each phase intertwines, forming a cohesive system that ensures resources are used
most efficiently, and the project is completed successfully and on time. Let’s start 9 Resource releasing
Releasing resources back into the pool upon
from the beginning with resource forecasting. project completion or at certain stages.

The Resource Manager's Handbook

01
What is resource forecasting?
Resource forecasting is the foundation stone for successful resource management. Let's dive deeper into this pivotal phase.

Key components:
Definition: Resource forecasting estimates the
type, quantity, and timeframe of resources required Historical analysis
for future tasks or projects. This estimation is based Previous projects offer
on a combination of historical data, current invaluable insights. Resource
usage patterns, successes, and
organizational needs, and external market trends. pitfalls from past projects can
guide future forecasting.
Demand analysis
This involves assessing the
scope and requirements of
upcoming projects to
determine the resources
they will require.
Supply analysis
Here, the focus is on
available resources,
including personnel,
equipment, and
financial assets.
Trend analysis
External factors, such as
market trends, technological
advancements, or economic
fluctuations, can influence
resource needs.

Importance Challenges Tips for effective resource

Budgeting Changing requirements forecasting
Projects often evolve, and their resource needs
Accurate forecasting allows for the creation of realistic budgets,
can change. Regularly update data
ensuring projects don’t stall due to financial constraints.
Ensure your forecasting tools or systems are updated
with the latest project data.
Strategic planning Data accuracy
Knowing resource needs in advance aids in strategic decisions, like Forecasting is only as good as the data it relies on. Collaborate
whether to hire new talent, invest in equipment, or outsource certain Inaccurate or outdated data can lead to faulty forecasts.
Involve team leads, project managers, and other stakeholders in
tasks.
the forecasting process for a holistic view.

Risk mitigation External factors

By anticipating resource shortages or surpluses, organizations
can proactively devise solutions, reducing project delays or
hiccups.
Use technology
Unpredictable events, such as economic downturns,
natural disasters, or global crises, can significantly Implement resource management software like PPM
impact resource requirements. Express that can automate and enhance forecasting
accuracy.

The Resource Manager's Handbook

How to conduct resource forecasting with PPM Express?
Accurate resource forecasting ensures you have the right resources in the right place at the right time.
With PPM Express, the complexities of forecasting are simplified, ensuring your projects run seamlessly.

01 Understand your current 02 Integrate project 03 Predict resource

resource allocation timelines demands

Before forecasting future resource needs,
use PPM Express to gain a clear overview
of current allocations. Who's working on
what? What are their capacities? Such
insights can provide a foundation for future
predictions.
Sync your project timelines with PPM Express.
The tool's integration with Azure DevOps
Boards, Jira Software, Microsoft Project,
Microsoft Planner, Smartsheet, and
Monday.com allows you to visualize how
overlapping projects affect resource availability.
Using historical data and current project
requirements, estimate future resource
needs. PPM Express's analytics can
help identify patterns and trends in
resource usage.

04 Match skills 05 Continuous 06 Communicate 07 Review

to tasks monitoring with teams and refine

Not all resources are interchangeable. PPM
Express allows you to categorize resources
based on skills, expertise, and experience.
When forecasting, ensure that the right
expertise is matched to upcoming tasks.
Resource needs can change as projects evolve.
Regularly review and adjust your forecasts in
PPM Express to reflect these changes. The
platform's real-time analytics ensure you're
always working with up-to-date information.
Forecasting isn't just a managerial task. Engage
with your teams. Their ground-level insights can
be invaluable in predicting resource needs. PPM
Express facilitates effective team communication
with its MS Teams integration, ensuring
everyone's on the same page.
The goal isn't just to forecast but to improve
the accuracy of those forecasts over time.
Regularly compare predicted resource needs
with actual usage in PPM Express, refining
your approach based on the insights you
gather.

The Resource Manager's Handbook

02
What is resource planning?
Resource planning serves as a roadmap guiding how, when, and where resources will be deployed. Let’s dive deeper.

Key components:
Definition: Resource planning is the systematic
process of defining, organizing, and setting out how Resource Breakdown
resources will be utilized throughout the lifecycle of a Structure (RBS)
project. It involves matching available resources with This hierarchical
project needs, ensuring every aspect of a project is representation categorizes
resources, making identifying
sufficiently backed.
and allocating them easier.
Resource calendars
These detail when specific
resources, especially
personnel, are available,
aiding in effective scheduling.
Priority setting
Deciding which tasks or
projects get precedence can
help you allocate resources
where they are needed most.
Constraints
analysis
Recognizing limitations,
whether they're budgetary,
temporal, or material, is
crucial for realistic planning.

Importance Challenges Tips for effective resource

planning
Strategic alignment Dynamic changes
Proper planning ensures that resources align with organizational As projects progress, their requirements can shift,
Continuous monitoring
objectives and project goals. necessitating continual adjustments in resource plans. Regularly revisit and adjust the resource plan to align
with changing project needs.
Cost efficiency Resource conflicts
By effectively planning, organizations can avoid overuse or underuse Multiple projects might vie for the same resources, leading
Stakeholder engagement
of resources, leading to cost savings. to allocation dilemmas. Maintain open communication with all project stakeholders to
ensure their needs and constraints are factored in.
Timely project delivery Unforeseen circumstances
With resources readily available and well-organized, projects are Unexpected events or obstacles can disrupt even the Leverage technology
more likely to stay on track and meet deadlines. most meticulous plans.
Modern resource management tools like PPM Express can
provide insights, analytics, and automation, greatly
assisting resource planning.

The Resource Manager's Handbook

How to conduct resource planning with PPM Express?
Once you've forecasted your resource needs, the next step is to plan how to allocate those resources to ensure project success. PPM Express streamlines
this process, ensuring your projects stay on track and your teams remain productive.

01 Define project 02 Identify available 03 Match resources 04 Avoid resource

requirements resources to tasks over-allocation

Begin by detailing the specific tasks and
deliverables for your upcoming projects.
With PPM Express, you can outline every
phase, determining the skills, man-hours,
and tools required.
Take stock of all available resources – from
personnel to tools and equipment. Consider
experience, expertise, and past performance. Use
PPM Express to maintain a dynamic list of all your
resources, ensuring you clearly understand what's
available.
Allocate your resources based on project needs
and resource capabilities. PPM Express's
Roadmap intuitive interface makes assigning
resources to specific tasks easy, ensuring a good
fit every time.
Over-allocating resources can lead to
burnout and decreased productivity.
Use PPM Express's visualization
features to identify instances of
over-allocation and redistribute tasks as
needed.

05 Plan for 06 Monitor 07 Foster 08 Review

contingencies and adjust communication and optimize

Unexpected changes are a part of every
project. Have a plan in place for how you'll
reallocate resources should a team
member fall ill, equipment break down, or
other unforeseen events occur.
As projects progress, the initial resource
allocations might need tweaking. Use PPM
Express's real-time tracking features to monitor
resource utilization, making adjustments as
necessary.
Ensure team members and stakeholders are kept
in the loop about resource allocations. With PPM
Express, communication is seamless. Team
members can access their resource schedules
within MS Teams, ensuring everyone knows their
responsibilities.
After the project's conclusion, use PPM
Express to review resource allocations.
What went well? Where were there
challenges? Use these insights to improve
resource planning for future projects.

The Resource Manager's Handbook

03
What is resource acquisition?
Transitioning from planning to action, resource acquisition transforms the vision of a project into a tangible reality. Let's dive deeper.

Key components:
Definition: Resource acquisition refers to sourcing,
obtaining, and onboarding the resources necessary Vendor
for a project. This can encompass hiring personnel, management
procuring equipment, licensing software, renting For resources that are
outsourced or purchased,
facilities, or securing other required assets.
managing supplier
relationships is essential.
Recruitment
and onboarding
When human resources are
needed, this involves attracting,
hiring, and integrating new
team members.
Licensing
and compliance
Especially relevant for software
and patented equipment,
obtaining proper licenses and
adhering to regulations is crucial.
Contract
negotiation
Establishing terms and
conditions, pricing, and
deliverables when engaging
with third parties.

Importance Challenges Tips for effective resource

Budgetary control
Proper acquisition procedures can lead to cost savings, ensuring
resources are procured at optimal prices.
acquisition:
Resource availability
The desired resources might not always be available Due diligence
in the market or within the expected timeframe.
Research potential vendors or candidates thoroughly

Quality assurance Budgetary constraints before acquisition to ensure quality and reliability.

Acquiring the best-fit and highest-quality resources boosts
projects' overall quality and success rate.
Project feasibility
Even the best-laid plans falter without the right resources, so
effective acquisition ensures the project moves from the planning
phase to the execution phase.
The Resource Manager's Handbook
Financial limitations can hinder the acquisition of the most Negotiation skills
suitable resources.
Effective negotiation can lead to better prices, terms, and quality
Quality variance of resources.
The procured resources might not always meet the
Utilize technology
expected standards or specifications.
Procurement (tools like SAP Ariba, Coupa, and Precoro) and
HR software (tools like Bob, Factorial, and KENJO) can
streamline the acquisition process, ensuring transparency
and efficiency.
How to conduct resource acquisition with PPM Express?
After forecasting and planning your resource needs, the next critical stage is resource acquisition. PPM Express assists in making this process efficient,
ensuring you gather the best resources in a timely and cost-effective manner.

01 Identify 02 Set clear 03 Explore multiple 04 Assess and

gaps acquisition criteria sources evaluate

Begin by assessing your current resources
against your project needs. With PPM
Express, you can quickly spot areas you
lack, whether specific skill sets, tools, or
equipment.
Determine the qualifications, expertise,
and other attributes you're seeking. Set
and filter these criteria, ensuring you
acquire resources that fit your project
perfectly.
Whether you're hiring new personnel, leasing equipment, or
purchasing software, always explore multiple options. PPM
Express can integrate with major project management systems
like Azure DevOps Boards, Jira Software, Microsoft Project,
Microsoft Planner, Smartsheet, and Monday.com, ensuring you
have a wide range of choices at your fingertips in this area.
Once potential resources have been
identified, assess them to ensure they
meet your project's needs. Rank and
score resources based on set criteria,
providing an objective evaluation.

05 Onboard 06 Monitor resource 07 Manage 08 Review acquisition

efficiently integration costs processes

After acquiring new resources, bring them on
board swiftly. Try not to streamline the
onboarding process, whether by training new
staff or installing new software, to assess
technology better and educate personnel.
Ensure that new resources integrate
well into your project. Use PPM
Express's tracking tools to monitor
their performance and ensure they
contribute effectively to the project.
Keep an eye on your acquisition expenses to ensure you
remain within budget. PPM Express offers financial tracking
tools that give you real-time insights into your expenditure,
helping you make informed decisions.
Post-project, assess the effectiveness of your
resource acquisition strategies. Did you get
the best resources? Were there any delays?
PPM Express's reporting features allow you to
analyze this data, helping you refine your
acquisition processes for future projects.

The Resource Manager's Handbook

04
What is resource allocation?
Once resources have been acquired, the next crucial step is determining where and how they will be used. Let's dive into the intricacies of this process.

Key components:
Definition: Resource allocation involves assigning
and distributing available resources to different Needs
projects based on their requirements. It ensures that assessment
each project has the necessary resources to proceed Evaluating the specific
without hindrances. requirements of each
project to understand its
resource needs.
Conflict
Resource pool resolution Feedback loop
An organized inventory of Addressing situations Continuous communication
all available resources, where multiple projects with teams to adjust
making allocating them require the same allocations based on
easier. resource. real-time requirements.

Importance Challenges Tips for effective resource

allocation:
Optimized workflow Dynamic project needs
Efficient allocation ensures projects don't wait for resources, As projects evolve, resource requirements might Stay agile
leading to smoother project execution. change, leading to reallocation challenges.
Adopt a flexible approach to allocation. This makes it
Priority management Resource scarcity easier to adapt to changing project needs.
Proper allocation ensures critical projects receive the necessary Limited resources can lead to allocation dilemmas,
Utilize allocation tools
resources on time. especially when multiple projects vie for the same resource.
Modern resource management tools like PPM Express can
Cost efficiency Communication barriers assist in visualizing and optimizing resource distribution.

By preventing over-allocation or under-allocation, organizations can
avoid unnecessary expenses and ensure resources are used to their
maximum potential.
Ineffective communication can result in misallocation
or resource hoarding.
Regular review
Periodically assess the allocation strategy to identify areas
of improvement or potential resource shifts.

The Resource Manager's Handbook

How to conduct resource allocation with PPM Express?
Once you've acquired the necessary resources, the crucial next step is their effective allocation. Assigning the right resources to the right projects can be
the difference between project success and project failure. PPM Express streamlines this process, ensuring optimal utilization of resources throughout
your project's duration.

01 Visualize the 02 Match skillsets 03 Prioritize 04 Balance 05 Account for

“big picture” with projects assignments workloads resource availability

Start with a holistic view of all your
available resources and project
tasks. PPM Express's dashboard
offers a comprehensive snapshot,
helping you gauge where each
resource would be most effective.
Identify the expertise required for
each project. Using PPM Express,
match projects with resources
possessing the requisite skills,
ensuring projects are executed
efficiently and correctly.
Determine which projects are
critical and which can wait. With
PPM Express, you can assign
priorities, ensuring that vital
project components are
addressed first.
Prevent resource burnout by ensuring
no individual or team is overwhelmed.
PPM Express's workload visualization
features help evenly distribute projects,
ensuring everyone works optimally.
Consider vacations, leaves, and other
out-of-office scenarios. PPM Express
helps track resource availability,
ensuring you don't allocate projects to
unavailable personnel.

06 Adjust in 07 Monitor 08 Facilitate 09 Facilitate

real time resource utilization collaboration collaboration

Projects evolve and needs can
change. PPM Express offers
real-time monitoring, allowing for
instant resource reallocation
when necessary.
Keep track of how efficiently
resources are being utilized. With
PPM Express's reporting tools,
assess if resources are being
underutilized or overextended and
adjust accordingly.
Ensure resources can work effectively
together. PPM Express integrates
with collaboration tools, which helps
teams communicate, share
documents, and keep everyone in
sync.
Ensure resources can work effectively
together. PPM Express integrates
with collaboration tools, which helps
teams communicate, share
documents, and keep everyone in
sync.

The Resource Manager's Handbook

05
What is resource scheduling?
While allocation assigns resources to tasks, resource scheduling determines the 'when'. Let's explore this pivotal phase.

Key components:
Definition: Resource scheduling is the process of
setting timelines for when and how long a resource Resource Dependency
will be used for specific tasks or projects. This Gantt charts calendars mapping Buffer time
encompasses plotting out the sequence, duration, A visual tool to depict the duration These detail the availability of Understanding which tasks Factoring in extra
and intervals of resource usage. and sequence of tasks, showing resources, aiding in aligning depend on others can help time for unforeseen
when each resource is needed. resources with task timelines. sequence resource usage. delays or challenges.

Importance Challenges Tips for effective resource

Project continuity
Efficient scheduling ensures no downtime waiting for resources,
leading to uninterrupted project execution.
Avoid resource burnout
By scheduling resources judiciously, organizations can prevent
overworking them, especially human resources.
Cost management
Timely usage of resources, especially rented or outsourced ones,
can lead to cost savings.
scheduling:
Overlapping demands
Multiple tasks might require the same resource Stay adaptable
simultaneously, causing scheduling conflicts. It's vital to remain flexible and open to revising schedules
based on real-time project dynamics.
Unpredictable delays Use scheduling software
Unexpected events or task extensions can disrupt
schedules, necessitating rescheduling. Modern tools like PPM Express can automate scheduling, factor
in constraints, and offer visual representations for better
decision-making.
Resource limitations
Limited availability of key resources can pose Frequent communication
scheduling challenges. Ensuring all team members are aware of the schedule and
any changes helps make execution smoother.

The Resource Manager's Handbook

How to conduct resource scheduling with PPM Express?
After you've allocated resources, ensuring they're scheduled effectively is your next imperative. Effective scheduling optimizes time, reduces clashes, and
maximizes productivity. With PPM Express, resource scheduling becomes an effortless, precision-guided process.

01 Consolidate 02 Minimize 03 Allow 04 Access anytime,

resource availability overlaps buffer time anywhere

Begin by gathering all available times and
dates for each resource. PPM Express
provides a centralized calendar, ensuring
you have a clear picture of when each
resource is available.
Avoid scheduling resources for multiple tasks
simultaneously. PPM Express's resource
allocation dashboard will alert you of any
potential scheduling overlaps, ensuring resources
aren’t spread thin.
Insert buffers between tasks to account for
potential delays or unforeseen challenges.
Add buffer periods to provide flexibility for
resources and keep schedules realistic.
Remote and on-the-go teams need
access to their schedules no matter
where they are. The cloud-based nature
of PPM Express ensures that schedules
are accessible and adjustable from any
device.

05 Facilitate 06 Integration 07 Monitor 08 Review

easy rescheduling with other tools adherence and optimize

Plans change, and schedules need adjusting.
PPM Express's drag-and-drop functionality
ensures that if a task needs rescheduling, it
can be done in seconds without disrupting
the entire plan.
Your team might use other scheduling or project
management tools. PPM Express integrates
seamlessly with popular platforms like Azure DevOps
Boards, Jira Software, Microsoft Project, Microsoft
Planner, Smartsheet, and Monday.com, ensuring no
disconnect in scheduling information.
It's essential to track whether resources
are sticking to their schedules. PPM
Express's monitoring tools provide
insights into schedule adherence, helping
managers make necessary interventions.
Post-project, review the efficiency of the
scheduling process. PPM Express’s analytics
will help you identify areas for improvement,
ensuring even more effective scheduling in
future projects.

The Resource Manager's Handbook

06
What is resource utilization?
Resource utilization transcends mere allocation and scheduling; it ensures resources are employed effectively and efficiently. Let's dive into its components.

Key components:
Definition: Resource utilization measures the
degree to which the capacity of available resources Capacity Performance Feedback
is used. Often expressed as a percentage, it provides Utilization rate analysis benchmarks mechanisms
insights into whether resources are overworked, The ratio of actual hours worked Assessing a resource's Setting target utilization rates Systems to receive insights
underutilized, or optimally employed. to the total available hours, often maximum output or service based on industry standards from resource handlers,
used for human resources. level. or organizational goals. especially team members,
about resource workload.

Importance Challenges Tips for effective resource

utilization:
Efficiency metrics Changing dynamics
Proper utilization ensures maximum productivity from each As projects evolve, the utilization needs and rates can shift, Regular monitoring
resource, optimizing return on investment. demanding constant monitoring.
Using tools like PPM Express with Power BI dashboards
to monitor real-time utilization rates ensures prompt
Operational insight Resource variability adjustments.
Monitoring utilization provides valuable data on operational Different resources might have distinct utilization
efficiencies and areas of potential improvement. metrics, requiring a flexible approach to monitoring. Feedback integration
Listening to team members or resource handlers can provide
Cost management Balancing act valuable insights for utilization tweaks.

Effective utilization can prevent financial wastage from underused
resources or the added costs of overburdening them.
Striking a balance between overutilization (leading to
Future forecasting
burnout or wear) and underutilization (leading to
wastage) can be challenging. Using historical data to predict future utilization needs and
adjusting accordingly.

The Resource Manager's Handbook

How to conduct resource utilization with PPM Express?
The next aspect of resource management is ensuring the resources you've planned, acquired, allocated, and scheduled are utilized optimally. PPM
Express simplifies resource utilization, ensuring maximum efficiency without overburdening your team or assets.

01 Real-time 02 Historical 03 Optimize 04 Periodic 05 Flexibility

monitoring data analysis skill-based utilization resource audits in allocation

PPM Express provides live
dashboards, giving managers an
immediate overview of resource
utilization. This helps in quick
adjustments if a resource is under-
or over-utilized.
Analyze past projects to understand
utilization trends. PPM Express
archives past data, offering insights
into periods of under-utilization or
peak demand, allowing for better
future planning.
Some resources excel in specific
areas. PPM Express's skills fields
let you match the best-suited
resources to tasks they're most
proficient in, ensuring peak
utilization.
Conduct regular checks to see if
resources are being utilized as planned.
PPM Express's reporting tools make
these audits straightforward and
data-driven.
Should a resource suddenly become
unavailable or overburdened, PPM
Express facilitates quick reallocation,
ensuring no drop in overall utilization
rates.

06 Optimize 07 Forecast 08 Collaborative 09 Scalability

for efficiency and adjust feedback loop considerations

Beyond mere allocation, focus on
maximizing output. PPM Express
offers efficiency metrics, allowing
managers to optimize processes
for better resource output.
Utilize PPM Express’s predictive
analytics to forecast future
utilization needs based on current
trends. This proactive approach
ensures resources are always
aligned with project requirements.
Create a culture of continuous
feedback. PPM Express's ideation
and innovation management tools
allow team members to provide input
on their utilization, leading to more
informed decision-making.
As projects grow or shrink, resource
needs shift. PPM Express offers
scalable solutions, ensuring resource
utilization adapts to project
dynamics.

The Resource Manager's Handbook

07
What is resource smoothing?
Not all project periods experience equal resource demand. At times, resources might be overloaded, while at others, they remain underutilized.
Let's understand how resource smoothing addresses this imbalance.

Key components:
Definition: Resource smoothing is a technique in
project management that adjusts resource allocation Resource
to ensure that resource usage doesn't exceed set thresholds
limits while still adhering to the original project Defining the maximum
timeline. limit or capacity of each
resource.
Task flexibility
Identifying tasks with flexible
start and end dates to adjust
resource allocation without
affecting the project timeline.
Constraint Iterative
analysis adjustments
Recognizing constraints Continually fine-tuning
that dictate resource allocations based on
availability or workload project progression and
limits. real-time challenges.

Importance Challenges Tips for effective resource

smoothing:
Maintain resource limits Fixed deadlines
Smoothing ensures resources are used within their maximum Smoothing within strict deadlines can be challenging, Clear guidelines
available capacity, preventing over-exertion. especially if resources are limited.
Establish clear capacity limits and constraints at the
onset to guide the smoothing process.
Optimized performance Resource variability
By distributing workloads evenly, smoothing leads to more consistent Different resources might have distinct capacity thresholds, Utilize smoothing tools
performance and output. making uniform smoothing intricate.
Leveraging modern project management tools like PPM Express
can simplify the smoothing process, offering real-time insights
Respect project deadlines Unexpected changes and adjustments.
Unlike leveling, smoothing doesn’t change the project’s end date, Any unplanned adjustments in project requirements
ensuring timely deliverables. can offset smoothing efforts. Regular check-ins
Constantly assess the resource allocation state to ensure it
remains within set parameters without overloading.

The Resource Manager's Handbook

How to conduct resource smoothing with PPM Express?
Resource smoothing is a refinement technique in resource management aimed at optimizing the
distribution of work among team members without altering the project's end date. PPM Express gives you
the tools and insights needed to allocate resources and ensure even workloads.

01 Overview of visual 02 Task shifting without 03 Adjust

workload project extension recommendations

With PPM Express's intuitive dashboards,
get a bird's eye view of everyone's
workload. Easily identify peaks and valleys
in resource allocations in order to
redistribute tasks for a more balanced
workload.
Resource smoothing doesn't mean delaying
the project. PPM Express ensures that while
tasks might be shifted between team
members, the project end date remains
unchanged.
Receive automatic suggestions from
PPM Express when it detects
imbalances in resource allocation. This
can guide decisions on where and when
to smooth workloads.

04 Resource profiles 05 Collaborative 06 Track 07 Automated

and skill matching smoothing decisions your progress notifications

Resource smoothing is not just about workload;
it's about matching the right task to the right
skill set. PPM Express's detailed resource
profiles ensure that tasks are assigned based
on expertise, not just availability.
Engage with your team through PPM
Express's collaboration features. Gather
input and insights from team members to
make informed, smooth decisions everyone
can agree with.
Monitor the effects of resource smoothing on
project milestones and deliverables. PPM
Express's tracking tools ensure that
smoothing doesn't adversely impact project
outcomes.
Keep team members in the loop. When
resource allocations are smoothed, and tasks
are reassigned, PPM Express sends
automated notifications, ensuring everyone is
updated promptly.

The Resource Manager's Handbook

08
What is resource tracking and reporting?
Ensuring the effective employment of resources requires a vigilant eye on their usage and performance. Let's dive deeper.

Key components:
Definition: Resource tracking and reporting involve
monitoring the real-time utilization of resources, Real-time Comparative Performance Automated
comparing them against planned allocations, and monitoring tools analysis metrics reporting
generating detailed reports to provide insights into Systems or software like PPM Matching real-time data Key indicators measuring Tools like Power BI that can
resource performance and project progression. Express with Power BI against initial plans to resource efficiency, generate detailed, structured
integration that provide live spot deviations. utilization rates, and output reports at predefined
data on resource usage. quality. intervals.

Importance Challenges Tips for effective resource

Informed decision-making
Regular tracking and reporting provide data-driven insights that
can guide crucial project decisions.
Predicting bottlenecks
By monitoring resource usage, potential challenges or shortages can
be identified and addressed proactively.
Stakeholder communication
Detailed reports serve as communication tools to inform
stakeholders about project status and resource health.
Tool integration
Ensuring that tracking and reporting tools integrate
seamlessly with other project management software (PPM
Express can help).
Data overload
With a plethora of generated data, filtering out critical
information can be challenging.
Staying updated
As projects evolve, the tracking parameters and
metrics might need constant updates.
tracking and reporting:
Use comprehensive tools
Invest in tools like PPM Express with its 200+ pre-built
Power BI reports offering streamlined operations
tracking and reporting functionalities.
Set regular intervals
Define specific times for reviews, whether daily, weekly, or
monthly, to maintain consistency.
Customize reports
Tailor reports to suit the audience, team leads, stakeholders,
or clients, ensuring clarity and relevance.

The Resource Manager's Handbook

How to conduct resource tracking and reporting with PPM Express?
Accurate tracking and comprehensive reporting are the cornerstones of effective resource management. PPM Express, integrated with Power BI, offers
a robust suite of 200+ project and portfolio management reports designed to provide real-time insights and detailed analytics on resource utilization,
ensuring projects stay on course.

01 Utilize dynamic 02 Track 03 Automate 04 Get real-time 05 Control

dashboards your time reporting notifications performance metrics

Leverage PPM Express’s customizable
dashboards to visualize resource
allocations, monitor workload distributions,
and spot potential bottlenecks at a glance.
It's a real-time snapshot of where
resources are being spent.
Understand precisely how much
time is spent on specific tasks.
PPM Express’s time tracking
feature gives managers the data
to optimize allocations and
streamline work processes.
Say goodbye to manually compiling
reports. With just a few clicks,
generate detailed resource utilization
reports, burn-down charts, and
more, keeping stakeholders informed
and projects transparent.
Be instantly alerted to any resource
discrepancies, over-allocations, or
underutilizations. PPM Express's
proactive notifications ensure
managers can take timely
corrective actions.
Evaluate team performance with
various metrics, from task completion
rates to hours worked. It’s not just about
tracking; it’s about understanding how
to improve.

06 Use the resource 07 Generate 08 Integrate 09 Gather

availability calendar custom reports with other tools feedback

Easily view when resources are
available or overbooked. With PPM
Express’s calendar feature, planning
and reallocating becomes a breeze.
Every project is unique, and so
are its reporting needs.
Customize your reports in PPM
Express to focus on the metrics
that matter most to you.
Synchronize data from other tools
into PPM Express, ensuring your
resource tracking and reporting are
comprehensive and unified.
Use the insights from PPM
Express’s tracking and reporting
tools to refine resource strategies,
ensuring iterative improvement and
enhanced efficiency.

The Resource Manager's Handbook

09
What is resource releasing?
As projects approach their conclusion, the systematic release of resources becomes crucial. This ensures efficient redeployment and optimal utilization in
future endeavors. Let's dive into its intricacies.

Key components:
Definition: Resource release refers to the formal
process of freeing up resources from their current Resource
assignments after the completion of tasks or Debrief sessions health check Documentation Transition plans
projects. It involves evaluating performance,
Meetings to discuss and Ensuring that physical Creating records of resource Guidelines or processes that
documenting lessons learned, and preparing document resource resources are in good engagement, challenges, aid resources, especially
resources for their next engagement. performance, challenges faced, condition and ready for achievements, and human, to transition smoothly
and lessons learned. subsequent use. feedback. to their next task or project.

Importance Challenges Tips for effective resource

release:
Operational efficiency Emotional factors
Systematic resource release helps quickly redirect resources to For long-term projects, team members might have Structured process
where they're needed next. emotional ties, making the transition challenging. Establish a formalized process for resource release to
ensure consistency across projects.
Performance evaluation Resource maintenance
Physical resources may need maintenance or upgrades
It's an opportunity to assess resource performance, leading to better
Feedback mechanism
future allocations. before redeployment.
Encourage open feedback during debrief sessions to gain
Cost management Administrative delays insights for future improvements.
Prompt release of rented or outsourced resources can lead to Bureaucratic or administrative processes can
significant cost savings. sometimes delay the release, especially in large Continuous learning
organizations.
Utilize the release phase as a learning opportunity, refining
resource management strategies based on past
experiences.

The Resource Manager's Handbook

How to conduct resource releasing with PPM Express?
Resource releasing is a crucial final step in the resource management process. PPM Express streamlines this process, ensuring optimal resource rotations
and readiness for future assignments.
01 Get automated
release alerts
Never over-extend a resource
again. Notify the manager when a
resource is nearing the end of its
task or project, ensuring timely
releases.
06 Check resource
wellbeing
Especially important for human
resources – conduct wellbeing
checks, ensuring that team members
aren’t burned out and are ready for
their next assignment.
The Resource Manager's Handbook
02 Oversee
the portfolio view
Seamlessly move resources between
projects with PPM Express’s portfolio
view. This ensures that all relevant
information about a resource’s recent
project involvement is recorded,
aiding in smooth transitions.
07 Maintain and
update assets
For non-human resources, such
as tools or equipment, track
maintenance schedules or
update requirements, ensuring
they're in top shape for the
next project.
03 Collect
feedback
After releasing a resource, gather
feedback about their experience on
the project. This can provide valuable
insights for future assignments and
overall resource optimization.
08 Update resource
repositories
As resources complete projects and
acquire new experiences or skills,
PPM Express helps update a central
repository. This ensures that the most
recent and accurate data is always
available for planning and allocation.
04 Control the
calendar updates
As soon as a resource is released,
PPM Express automatically
updates the availability calendar,
providing a real-time view of
resource availability for managers.
09 Utilize future
recommendations
Based on a resource's recent
assignments and performance,
PPM Express can offer
recommendations for future
projects or training, ensuring
continuous growth and
development.
05 Analyze skills
and performance
Post-project, evaluate a resource's
performance and any new skills
acquired. Update profiles to reflect their
progression, ensuring they're matched
with suitable future projects.
10 Release
reports
Generate comprehensive reports on
released resources detailing their
project involvements, achievements,
and feedback. This aids in continuous
improvement and strategy refinement.
Having explored the phases of resource
management, let's look ahead at the
future trends in this field.
What are the future trends in resource management?
As businesses evolve and the world becomes increasingly interconnected, resource management is set to undergo a series of transformative shifts.
Let's explore the emerging trends that will shape the future of resource management:

Integration of Artificial
Intelligence & Machine
Learning:
Insight: Advanced algorithms will predict
resource needs, optimize allocations, and
forecast potential bottlenecks.
Impact: Enhanced efficiency, reduced
wastage, and improved project outcomes
through data-driven insights.
Holistic resource
management platforms:
Insight: Integrated platforms will offer
end-to-end resource management solutions,
from planning to tracking and analytics.
Impact: Simplified workflows, centralized
data, and a unified view of resources across
projects.
Focus on remote work
& distributed teams:
Insight: The rise of remote work necessitates
tools and strategies tailored to manage
distributed resources.
Impact: Flexibility in resource allocation,
tapping into global talent pools, and increased
adaptability to changing circumstances.
Sustainable resource
management:
Insight: There will be a heightened emphasis
on sustainability, considering the
environmental and social impacts of resource
decisions.
Impact: Projects that are profitable, socially
responsible, and environmentally friendly.

Real-time resource
analytics:
Insight: The need for instant data will provide
systems with real-time insights into resource
usage, availability, and performance.
Impact: Instantaneous decision-making,
proactive problem-solving, and timely project
adjustments.
Personalized resource
experiences:
Insight: Tools will evolve to offer personalized
experiences based on user roles, preferences,
and past behaviors.
Impact: Improved user engagement, quicker
tool adaptation, and enhanced productivity.
Increased emphasis on
skill development
& upgradation:
Insight: As the business landscape changes,
continuous learning will be focused, ensuring
resources (especially human) remain relevant.
Impact: Teams that are adaptable,
up-to-date, and ready to tackle future
challenges.
Blockchain in resource
allocation & tracking:
Insight: Blockchain technology will offer
transparent, immutable, and decentralized
tracking of resource allocations and
transactions.
Impact: Enhanced trust, reduced fraud, and
improved collaboration between stakeholders.

While it's vital to recognize future trends in resource management, let's discover how to maximize efficiency today with PPM Express in three simple steps.

The Resource Manager's Handbook

Maximizing your resource management efficiency
with PPM Express: 3 simple steps
PPM Express is an AI-powered project portfolio and resource management tool integrated with various project management platforms (including
Azure DevOps Boards, Jira Software, Microsoft Project, Microsoft Planner, Smartsheet, and Monday.com) to enha on, reporting, and cloud project
visibility in your resource management.

Here are the steps to get PPM Express:

01 02 Choose a pricing plan 03

Resource managemenet plan
Visit the PPM Optimize team and asset allocation Use PPM Express
effectively.
Express website and as your resource
book a discovery call Portfolio management plan management
Align projects with your business goals
by entering your efficiently.
AI-powered
email address. solution.
Product management plan
Streamline your product development
and launch process.

By following these steps, project managers can access PPM Express and unlock the full potential of AI-powered resource management by exploring the
range of features and tools PPM Express offers, empowering organizations to achieve peak team efficiency, strategic decision-making, and collaborative
success.

The Resource Manager's Handbook

Supercharge your project portfolio management
with PPM Express integration

PPM Express equips organizations with:

Portfolio management Resource planning Ideation/ initiative intake

Program management Roadmapping Advanced reporting with Microsoft Power BI

Project management
Task management
Budgeting
Prioritization, strategic themes, strategic Integration with multiple platforms
alignment
Automation and API
OKR (Objectives and Key Results)

Schedule your free consultation

with our PPM Transformation Team today to discuss your goals,
objectives, and the current state of your processes
at www.ppm.express/trial

The Resource Manager's Handbook

Conclusion

Resource management is the heart of successful projects,

melding art and science. This guide, the Handbook, has laid out
its core principles, challenges, and the path forward.

As the world of business changes, so will our tools and

approaches, but the essence of resource management remains:
diligent planning, proactive action, and constant optimization.

With the insights from this Handbook, you can confidently

navigate this direction with success.

Thank you for joining us on this exploration!

www.ppm.express
Sincerely, PPM Express team.