Resource Planning for Projects: A Guide - Project Management Training

ProjectManager

2 Jul 201805:04

Summary

TLDRThis video discusses resource planning for projects, emphasizing the importance of identifying and organizing both personnel and equipment resources. It explains that resources go beyond just people, including hardware, software, finances, and more. Best practices include early planning, involving the team, referencing industry standards, and using project management software. The video outlines three key steps: 1) Identify necessary resources, 2) Determine when these resources are needed, and 3) Negotiate how and where to obtain them. It concludes by recommending project management software to streamline the resource planning process.

Takeaways

🔧 Resource planning involves identifying all necessary resources (people, equipment, finances) required to deliver a project.
👥 Some people mistakenly focus only on personnel or equipment, but resource planning should consider both and more.
📊 Resources are allocated at the task level to ensure that every part of the project has what it needs to be completed.
⚙️ Resources include equipment, hardware, software, financial support, and personnel with specific skills and qualifications.
🗓️ Best practice: plan resources in advance of the project start date to ensure availability.
🛠️ Include team input in the planning process to avoid overlooking critical resources.
📜 Reference industry standards to ensure compliance with regulations and requirements.
🔄 Continuously update resource plans throughout the project to adapt to changing standards and project needs.
🖥️ Use project management software to keep resource planning organized and centralized.
📋 Three key steps for resource planning: 1) Identify resources, 2) Determine when they are needed, 3) Negotiate how to acquire them.

Q & A

What is resource planning in the context of project management?
-Resource planning in project management is the process of identifying and securing the necessary resources, such as people, equipment, tools, and finances, needed to successfully complete a project. It is typically done at the task level to ensure all requirements are met for each specific task within the project.
Why is it important to consider both people and equipment resources in resource planning?
-It is important to consider both people and equipment resources because different tasks within a project may require specific skills, expertise, or tools to be completed effectively. Focusing only on one type of resource could lead to inefficiencies or delays if other critical resources are not accounted for.
What are some best practices for resource planning mentioned in the script?
-The best practices include planning in advance of the project start date, getting input from the team to avoid overlooking resources, referencing industry standards to meet requirements, updating the plan throughout the project, and using project management software to keep everything organized.
Why should you plan your resources at the task level?
-Planning at the task level ensures that all specific needs for each task are considered, such as the people required to complete the task and any equipment or tools necessary for its completion. This detailed level of planning helps avoid missing crucial resources that could affect task or project outcomes.
What should you consider when identifying equipment resources for a project?
-When identifying equipment resources, you should consider the types of hardware, software, and tools needed, their specific requirements (like versions), whether they need to meet industry standards, and whether you will purchase or lease them. It's also important to assess the terms of acquisition.
How can you determine when resources are needed during a project?
-You can determine when resources are needed by assessing the project phases. Some resources may be required only during the pre-project planning phase, others might be needed for specific time frames, and some may be necessary throughout the entire project. Planning ahead ensures resources are available at the right time.
What factors should be considered when dealing with personnel resources?
-When dealing with personnel resources, you should consider the specific roles required, the skills and experience needed, certifications (e.g., security clearance for government projects), and whether to use existing employees or hire externally, either directly or through a third-party.
What is the purpose of negotiating where and how to obtain resources?
-Negotiating where and how to obtain resources ensures that you can secure the necessary resources, whether internally, externally, or through a third-party provider. In some cases, this might involve formal processes like requests for proposals (RFPs) or bids, especially in government projects.
Why is it important to keep updating the resource plan throughout a project?
-It's important to update the resource plan throughout the project because project requirements, industry standards, and resource availability may change over time, especially in long-term projects. Keeping the plan up to date ensures that the project continues to meet all necessary standards and has the resources required at each stage.
How can project management software help with resource planning?
-Project management software can help with resource planning by consolidating all planning activities in one place. It provides an organized way to track resources, update plans, and ensure that all team members have access to the latest information about the project’s resource needs.

Outlines

00:00

🎵 Introduction to Resource Planning in Projects

This paragraph introduces the concept of resource planning in project management. It highlights the common misconceptions people have, such as viewing resources as either only people or only equipment. The speaker emphasizes the importance of resource planning and outlines the intent to provide best practices and a simple 3-step guide to get started with the process.

🛠️ Defining Resource Planning

The second paragraph defines resource planning as a process to identify the necessary resources to complete a project. It explains that planning is done at a task level, where both people and additional tools may be required. Examples of resources include equipment, hardware, software, financial resources, and personnel. The importance of task-level planning is stressed, as each task may require different resources.

📝 Best Practices for Resource Planning

In this section, the speaker discusses best practices for resource planning. Key tips include planning before the project starts to ensure resource availability, getting team input to avoid overlooking necessary resources, and referencing industry standards. It is crucial to update the resource plan as the project progresses, especially if it spans multiple years. Lastly, using project management software to centralize planning is recommended.

🚦 Step 1: Identifying Required Resources

Step 1 of the guide involves identifying the necessary resources, focusing on equipment and people. The speaker encourages considering equipment types, versions, and industry standards. For people, it’s important to determine the specific roles, experience, skills, certifications, or security clearances required. Additionally, it's important to decide whether to use internal staff, hire externally, or use third-party contractors.

📅 Step 2: Determining When Resources Are Needed

Step 2 explains the importance of determining the timing of resource requirements. Some resources might only be necessary during the pre-project phase, while others are needed throughout the entire project. Specialized teams, like a SWAT team for crisis management, may only be required during specific situations. Planning ahead ensures that these resources are available when needed.

💼 Step 3: Negotiating and Acquiring Resources

Step 3 focuses on deciding how and where to acquire resources. The speaker discusses whether to use internal resources, third-party suppliers, or external contractors. In some cases, like government projects, formal processes such as requests for proposals (RFPs) or bids may be required. The emphasis is on ensuring that the acquisition process is well-planned and executed in a timely manner.

🔑 Conclusion: Best Practices and Three Simple Steps

The final paragraph wraps up the discussion on resource planning by summarizing the key takeaways: the importance of understanding what resource planning is, following best practices, and using the three outlined steps to effectively plan resources. The speaker concludes by suggesting the use of project management software, inviting the audience to sign up for a specific tool to streamline their resource planning efforts.

Mindmap

Keywords

💡Resource Planning

Resource planning refers to the process of identifying the necessary resources required to successfully execute a project. In the video, it's described as a crucial step in project management to ensure all resources, whether people, equipment, or finances, are available when needed. It's important at the task level, ensuring that each task has the required resources for successful completion.

💡People Resources

People resources, also referred to as personnel, include the team members and individuals needed to complete specific tasks within a project. The video emphasizes the need to account for the skills, expertise, and certifications of personnel, especially for specialized tasks or in government projects where security clearances may be required.

💡Equipment

Equipment includes the hardware, software, and tools necessary for project execution. In the video, it is identified as a key category of resources alongside people, and project managers must determine whether to purchase, lease, or acquire these items from third parties, and ensure they meet industry standards or version requirements.

💡Task Level Planning

Task level planning refers to the practice of assigning resources specifically to individual tasks rather than at a broader project level. The video explains that this level of detail is necessary because each task may require different personnel, equipment, or tools for successful completion, making it critical for precise resource allocation.

💡Industry Standards

Industry standards are the regulations, requirements, or best practices that need to be followed within a specific field. The video advises project managers to reference their industry’s standards when planning resources to ensure compliance, and to continually update their plans as standards evolve over time.

💡Pre-project Planning

Pre-project planning is the phase before project execution where key decisions are made, including resource allocation. In the video, it is stressed that resource planning should begin during this phase to ensure resources are secured before the project starts, preventing delays or shortages.

💡Internal vs. External Resources

Internal resources are those that are already available within an organization, such as employees or in-house equipment. External resources come from outside the organization, such as third-party contractors or leased equipment. The video highlights the importance of determining where resources will come from and negotiating how they will be obtained.

💡Request for Proposal (RFP)

A Request for Proposal (RFP) is a formal process used in some projects, especially in government work, to solicit bids from external vendors for resources or services. The video mentions RFPs as a common method for acquiring external resources, requiring project managers to go through a competitive bidding process to secure needed assets.

💡Project Management Software

Project management software is a tool that helps project managers organize, track, and manage project resources, timelines, and tasks in one centralized location. The video recommends using such software to ensure all resource planning information is consolidated, making it easier to update and manage throughout the project's duration.

💡SWAT Team Resources

In the context of the video, SWAT team resources refer to specialized personnel or tools that are only needed during crisis situations. The video advises planning for these resources in advance, even though they may only be required in rare or critical moments, to ensure they are available when needed.

Highlights

Resource planning involves identifying all resources required for a project, including people and equipment.

It is crucial to plan resources in advance of the project start date to ensure availability.

Resource planning should happen at the task level, ensuring each task has the necessary resources.

Resources include people, equipment (hardware, software), finance, and industry standards.

It's important to gather input from the team to avoid overlooking key resources.

Reference industry standards to ensure compliance with requirements.

Resource planning should be updated continuously throughout the project's duration.

Create a guide or set of standards for consistent resource planning across projects.

Project management software helps to centralize and organize resource planning.

Three steps for resource planning: 1) Identify required resources; 2) Determine when they are needed; 3) Negotiate where and how to get them.

When identifying resources, consider specific versions, standards, and whether to purchase or lease equipment.

Consider the experience, skills, and certifications required for people resources.

Some resources are only needed at certain project phases or during crisis situations.

Negotiating resources may involve internal, external, or third-party sources, and might require requests for proposals in government work.

Using tools and software can streamline resource planning processes.