Controlling Project Resources Slides

Controlling Project Resources
Casey Ayers • PMP® • MBA

CaseyAyers.com | @caseyayers
linkedin.com/in/caseyayers
PMP® is a registered mark of the Project Management Institute, Inc.

“ …the process of ensuring that the
physical resources assigned and allocated
to the project are available as planned, as
well as monitoring the planned versus
actual utilization of resources and taking
corrective action as necessary.
Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) – Sixth Edition,
Project Management Institute, Inc., 2017, Page 352
Monitoring & Project Resource
Control Project Resources
• •
Controlling Management
Ensures resources are allocated

•
and released…
At the right time
•
At the right place

•
In the correct amount

•
Module Overview
Goals of Effective Resource Control

Control Project Resources Process Components
Monitor Resource Usage

•
Ensure estimates accurately

•
represent usage of resources

Identify & Address

•
Shortages & Surpluses

Continuous control efforts can
•
identify variances more quickly

Analyze Resource Allocation/

•
Usage
Ensure resources are adequate
•
and available as planned

Effectively Communicate
•
Regarding Resources
Keep stakeholders up to date with
•
valuable information regarding

resources
Optimize Resource Usage

•
Analyze factors that drive resource

•
usage and changes in utilization

Manage Changes
•
Effectively navigate changes

•
to the resource environment

Process Components
Monitoring & Project Resource
Control Project Resources •
Controlling Management
Inputs Tools & Techniques Outputs

Project Management Data Analysis Work Performance
Plan Information
Project Documents Problem Solving Change Requests
Work Performance Data Interpersonal & Team Skills Project Management

Plan Updates
Project Management Project Documents
Agreements Information System Updates
Organizational Process
Assets
Process Inputs
Control Project Resources Inputs
• •
T&Ts Outputs
•
Project Management Plan

•
Resource Management Plan

•
Defines how team resources should be

•
managed and released

• •
T&Ts Outputs
•
Project Documents
•
Issue Log
•
Indicates who holds responsibility for

•
solving issues
Lessons Learned Register
•
Learning from earlier work can improve

•
efficiency and effectiveness later on

• •
T&Ts Outputs
•
Project Documents
•
Physical Resource Assignments

•
Provides details on resource utilization

•
and attributes, as well as provenance

Project Schedule
•
Indicates what resources are needed,

•
when, and where

• •
T&Ts Outputs
•
Project Documents
•
Resource Breakdown Structure

•
Helpful reference for replacement or

•
reacquisition of resources
Resource Requirements
•
Defines type of resources necessary to

•
accomplish project activities

• •
T&Ts Outputs
•
Project Documents
•
Risk Register
•
Indicates what risks may impact

•
project resources
• •
T&Ts Outputs
•
Work Performance Data

•
Variety of useful information, including

•
usage data for resources to date

• •
T&Ts Outputs
•
Agreements
•
All external resources are subject to

•
agreements of various types

• •
T&Ts Outputs
•
Organizational Process Assets

•
Control and assignment policies

•
Escalation procedures
•
Lessons learned repository

•
Process Tools & Techniques
• •
T&Ts Outputs
•
Data Analysis
•
Alternatives Analysis
•
Consider options for making resource-

•
related corrections
Pay overtime? Assign additional resources?
•
Purchase alternative physical resources?

• •
T&Ts Outputs
•
Data Analysis
•
Cost-Benefit Analysis
•
Determines the most efficient corrective

•
action to resource issues

Performance Reviews
•
Compare planned to actual resource

•
utilization, in conjunction to analysis of

schedule, cost, risk, and quality data
• •
T&Ts Outputs
•
Data Analysis
•
Trend Analysis
•
Allows for better anticipation of

•
forthcoming resource needs and affords

opportunity for proactive changes to be
considered
• •
T&Ts Outputs
•
Problem Solving
•
Identify the issue

•
Define the issue, dividing into manageable pieces

•
Investigate the issue by collecting data

•
Analyze the issue and potential solutions

•
Solve the issue, choosing best course of action

•
Verify the issue is solved

•
• •
T&Ts Outputs
•
Interpersonal & Team Skills

•
Negotiation
•
Acquisition of resources, changes to

•
agreements, and cost discussions all require

negotiation skills
Influencing
•
Helps in obtaining resources needed and in

•
solving control-related challenges

• •
T&Ts Outputs
•
Project Management Information System

•
Helpful in monitoring resource status and

•
utilization information
Process Outputs
• •
T&Ts Outputs
•
Work Performance Information

•
Analysis of resource utilization and

•
availability can allow gaps and surpluses to

be identified and controlled
• •
T&Ts Outputs
•
Change Requests
•
Control efforts may lead to

•
recommendations for corrective or

preventative actions
Change requests must be processed
•
through Perform Integrated Change Control

• •
T&Ts Outputs
•
Project Management Plan Updates

•
Resource management plan

•
Schedule baseline
•
Cost baseline
• •
T&Ts Outputs
•
Project Documents Updates

•
Assumption log
•
Issue log
•
Lessons learned register

•
Physical resource assignments

•
Resource breakdown structure

•
Risk register
Module Review:

Resources are critical to project success
Control activities help ensure the right resources, in the
needed quantities, at the needed time, are available
Control activities address resource constraints, prevent
resource-related issues, and allow resource-related
opportunities to be exploited
Module Review:

Monitor resource usage
Identify and address shortages and surpluses
Analyze resource allocation and usage
Effectively communicate regarding resources
Optimize resource usage
Manage changes
Module Review:

Monitor resource usage
Identify and address shortages and surpluses
Analyze resource allocation and usage
Effectively communicate regarding resources
Optimize resource usage
Manage changes
Module Review:
Inputs: Project management plan, project documents,
work performance data, agreements, OPAs
Tools & Techniques: Data analysis, problem solving,
interpersonal and team skills, project management
information system
Output: Work performance information, change
requests, project management plan updates, project
documents updates
Module Review:
Inputs: Project management plan, project documents,
work performance data, agreements, OPAs
Tools & Techniques: Data analysis, problem solving,
interpersonal and team skills, project management
information system
Outputs: Work performance information, change
requests, project management plan updates, project
documents updates
Congratulations!
Preparing for the PMP® Exam
Organizational
Influences & Project Project Scope Developing Project Quality Project Communications
Management Lifecycle Management Project Schedules Management Management
Project Integration Project Schedule Project Cost Project Resource

Management Management Management Management
Introduction to Project
Management & the PMP Exam
Congratulations!

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Controlling Project Resources

Casey Ayers • PMP® • MBA

PMP® is a registered mark of the Project Management Institute, Inc.

Ensures resources are allocated

At the right place

In the correct amount

Goals of Effective Resource Control

Monitor Resource Usage

Ensure estimates accurately

represent usage of resources

Identify & Address

Shortages & Surpluses

identify variances more quickly

Analyze Resource Allocation/

and available as planned

valuable information regarding

Optimize Resource Usage

Analyze factors that drive resource

usage and changes in utilization

Eﬀectively navigate changes

to the resource environment

Inputs Tools & Techniques Outputs

Work Performance Data Interpersonal & Team Skills Project Management

Project Management Plan

Resource Management Plan

Defines how team resources should be

managed and released

Indicates who holds responsibility for

Learning from earlier work can improve

eﬃciency and eﬀectiveness later on

Physical Resource Assignments

Provides details on resource utilization

and attributes, as well as provenance

Indicates what resources are needed,

when, and where

Resource Breakdown Structure

Helpful reference for replacement or

Defines type of resources necessary to

accomplish project activities

Indicates what risks may impact

Work Performance Data

Variety of useful information, including

usage data for resources to date

All external resources are subject to

agreements of various types

Organizational Process Assets

Control and assignment policies

Lessons learned repository

Consider options for making resource-

Purchase alternative physical resources?

Determines the most eﬃcient corrective

action to resource issues

Compare planned to actual resource

utilization, in conjunction to analysis of

Allows for better anticipation of

forthcoming resource needs and aﬀords

Identify the issue

Define the issue, dividing into manageable pieces

Investigate the issue by collecting data

Analyze the issue and potential solutions

Solve the issue, choosing best course of action

Verify the issue is solved

Interpersonal & Team Skills

Acquisition of resources, changes to