Clarity Educational Community Resource Management Overview Presenters: Jerry Dolak and Karl Lockwood

2 Clarity Educational Community Agenda Overview of Resource Management Value of Resource Management Challenges Rego Keys to Success Questions

3 Clarity Educational Community Resource Management Right People – Right Time – Right Projects – Finding qualified, available people – Finding people with the skills needed Planning and Forecasting – Determining the total work across projects (demand) – Determining overall resource availability (capacity) – Determining future staffing needs Tracking and Billing – Recording actual work performed – Requests for additional/fewer hours as needed

4 Clarity Educational Community Resource Management Definitions Availability – The number of hours a resource is available to work on any given day. By default, 8 hours per day. Allocation – The hours or % of time a resource is designated to perform work on a specific project. Assignments – The amount of work designated for a resource on a specific task. ETC – Estimate to Complete. The number of hours it will take the resource to complete work on the task. As actual time is tracked against the assignment, the ETC will decrement. Actuals – Actual work (in hours) the resource has booked on a specific task via timesheets.

5 Clarity Educational Community Determine the roles/skills needed to perform project tasks Ensure Resource Allocations are sufficient to meet Project Demand Work with Resource Manager to get the right resources on the project Communicate resource issues to the Resource Manager & IT Leadership Maintain Resource Roles Maintain Resource Allocations Monitor Resource Availability (Vacation Calendar) Monitor Resource Utilization Monitor Project Performance data Work with Project Manager to review and update/resolve resource allocations as needed Communicate resource risks and issues to PMs & IT Leadership Project Manager (PM)Resource Manager (RM) Resource Management Roles & Responsibilities Enter timesheets in a timely manner Update ETCs via timesheets if/as necessary Maintain non-working days in personal calendar Team Member (TM)

6 Clarity Educational Community How Would You Like to Fulfill Demand? Which Demand management model would work best for you? – Centralized Resource management (to RM/Booking manager) – Resource Management by department (to area of organization) – Resource Management by function (to development, dba, etc.) CA PPM offers options to fulfill each demand management option. CA PPM offers flexibility for staffing of projects – Manual staffing – Resource requisitions – Combination of the two options

7 Clarity Educational Community Staffing Methods Manual Staffing is a Project Manager adding team members directly to the project – Add a role or named resource directly to the project – Use booking status to determine which allocations have been approved by Resource Management Requisitions allow a Project Manager to send a more formal request to have a resource assigned to fill a role – Route a request to a booking manager – Booking manager is notified of pending request – Booking manager determines best candidate for requisition using Resource Finder – Historical requisition requests are stored in CA PPM Both of these methods can be used at the same time.

8 Clarity Educational Community Value of Resource Management Resource Management will lower external consulting costs – Understanding future resource needs will allow an organization to avoid finding external resources at the last minute to complete work Resource Management will move labor costs from lower value add activities to high value add activities – The natural tendency of a project manager is to overestimate the resources needed to perform work. Resource management monitors this to allow an organization to plan more accurately and reduce “filler” work by resources Utilization of CA PPM to manage resources real-time, increasing visibility – Demand and Allocation management within CA PPM allows for direct updates, reducing management by and spreadsheets. The data is consistently current with CA PPM Resource Management will improve customer satisfaction by providing more accurate project dates – Accurate estimation of hours needed will help project managers more accurately predict the finish dates of tasks, milestones, and projects

9 Clarity Educational Community Challenges Capacity and Demand is reviewed in roles. Too many roles within an organization can make that analysis overly complex OOTB skills does not allow capacity and demand reporting Readiness of the organization should be at all levels, to begin managing resources within CA PPM How do I enforce having RMs and PMs keep their data current? How do I get them to talk to each other?

10 Clarity Educational Community Challenges – Open Mic Have you implemented resource management within CA PPM? What Goals did you intend to Achieve? What issues did you have in implementation or use? Did you have an existing process you were expecting to map to the system?

11 Clarity Educational Community Keys to Success Minimize roles and use other identifiers – department OBS, primary application, primary skill Support multiple demand fulfillment models Encourage RMs and PMs to TALK and give them more rights in Clarity to update after the conversation Lots of Training and Mentoring Lots of views to help RMs and PMs see issues Measure the Effectiveness of RM Post Implementation (Rego Adoption Metrics)

12 Clarity Educational Community Adoption Metrics

13 Clarity Educational Community Project Commitment Metric Example Purpose/Description – Provides a measurement for the Hard Allocations at the project level over a 2 week timeframe Selection Criteria – Active projects only (active/approved/started) – Excludes programs and templates – Roles are not included in the analysis – Can also opt to choose based on project stage Calculations – 5 – Project Commitment for named resources in the next 14 days between 80% and 100% – 4 – Project Commitment for named resources in the next 14 days between 60% to 80% – 3 – Project Commitment for names resources in the next 14 days between 40% to 60% – 2 – Project Commitment for named resources in the next 14 days between 20% to 40% – 1 – Project Commitment for named resources in the next 14 days between 1% to 20% – 0 – Project Commitment for named resources in the next 14 days less than 1% Formula – Project Commitment = Hard Allocation Hours / Total Allocation Hours Variations – Percentages and timeframes

14 Clarity Educational Community Resource Lowest / Highest Adopters Provides a view into which resource managers have the highest or lowest adoption scores by looking at an average overall score for all Resource metrics or by an individual metric. Selection Criteria – Resource is Active – Resource is Open for time entry Calculations – 0 – Null values are not calculated into the averages Formula: A= Sum of all Individual Resource metric Values ÷ the Number of Resource metric values Variations: None

15 Clarity Educational Community Resource Allocation Metric Example Purpose/Description – indicates if the Resource Manager is keeping total resource allocations within the expected range for future time periods Selection Criteria – Resource is Active – Resource is Open for Time Entry Calculations – 5 – Resource has an allocation percent between 80% - 120% for the next 120 days – 4 – Resource has an allocation percent between 70% - 130% for the next 120 days – 3 – Resource has an allocation percent between 80% - 120% for the next 90 days – 2 – Resource has an allocation percent between 70% - 130% for the next 90 days – 1 – Resource has an allocation percent between 70% - 130% for the next 30 days – 0 – Resource has an allocation percent outside 70% - 130% for the next 30 days Formula: Allocation Percent – Total Allocations / Total Availability Variation: Percent ranges and timeframes

16 Clarity Educational Community Questions Phone Website We hope that you found this session informative and worthwhile. Our primary goal was to increase your understanding of the topic and CA PPM in general. There were many concepts covered during the session, if you would like to contact any presenter with questions, please reach out to us. Thank you for attending regoUniversity 2015!