Gain real-time visibility into your projects. cloud-based, workflow-driven Professional Services Automation

Webinar

A Strategic Approach to Resource Management

Andy Jordan

ProjectManagement.com

Kevin Sequeira

General Manager &

Director of Product Management

Marlon Arevian

Sr. Solution Consultant

Agenda

1. A Strategic Approach to Resource

Management

2. Upland and Tenrox PSA Overview

3. Live Demo

4. Q & A

5. PDU Credit Information

A Strategic Approach to

Resource Management

Introduction and Background

• Resource management is a responsive process

– it acts when things go wrong

– Better approach is to act to prevent things going

wrong at all

• Resource management starts too late – only

rudimentary planning estimates until after project

approval

• Bad resource management increases costs,

decreases revenue opportunities and impacts

margins

Topics

• Introduction and Background

• Strategic Resource Management

– In Planning & Selection

– In Project Execution

– Resource Agility

• Making it Happen

Strategic Resource Management in

Planning & Selection

• Planning & Selection is traditionally executive

driven

– Resources are determined by executives

– Management is ‘top down’ based on executive

choice, not ‘best fit’

• Often treated as a ‘closed group’ exercise

– Excludes large groups of people from participating,

reduces size of pool to choose participants from

– Frequently eliminates entire functions - PMO

Start at the Beginning – The Right

Planning Resources

Set Goals & Objectives

Executives

Identify, Capture & Enhance

Ideas

All Staff Facilitated by

PMO

Business Casing

Departmental Experts

Facilitated by PMO

Leverages Finance & Resource Managers

Review & Selection

Independent Facilitator

Project Selection – Leveraging Resource

Management for Better Choices

• Operations, support & project needs must be considered together

• Whole enterprise resource planning required

• Impacts of different portfolio mixes must be assessed

Integrated Resource Planning

• How many staff do we have? How many can we add / support?

• What skills do we have? What skills can we develop?

• Can skills and numbers be secured in time?

Capacity & Capability Planning

• Avoiding the allocation of entire budget at start of year

• Start with most important projects within constraints framework

• Maintain reserves for adjustments and variances

Anticipating the Need for Change

Resource Management During Project

Execution – Changing the Discussion

• Traditionally owned by Project Managers

– ‘Rear view mirror’ management based on what has

already happened

• Resources moved to areas of pain – managing

the ‘squeaky wheel’

– Results in chasing issues, constantly trying to ‘catch

up’ with the plan

– Doesn’t solve problems, simply moves them to areas

where they are more acceptable

Resource Management During Project

Execution – Becoming Proactive

Portfolio

Project

Success

• Reviews

• Ongoing capacity & capability

• Evolving demands

• Change management

Resource Management During Project

Execution – Becoming Proactive

• Formal portfolio reviews – generally quarterly

• Validation of progress and alignment against goals

• Analysis against benefits, not constraints

Reviews

• Under or over supply driven by performance

• Impact of project mix changes

Ongoing Capacity & Capability

• Integrated resource approach – changes in operations, support or projects

• Needs driven and project deliverable driven changes

• Comparison of actual impact vs. planned impact

Evolving Demands

• Absorbing circumstantial or portfolio driven changes

• Creating change to better utilize available resources

Change Management

Resource Agility – Organizational View

• Inability to move resources effectively and

efficiently across projects costs money

– Lost productivity during change

– Lost performance on projects through team

disruption

• Lack of resource flexibility reduces options for

resource management

– Fewer people capable of performing required

functions

– Lack of infrastructure to track and manage skillsets

Resource Agility – Individual View

• Role as ‘expert’ reduces opportunities for

diversity and growth

– Less interesting work

– Greater opportunity for boredom

• Silo management limits knowledge and

understanding

– Less understanding of organizational functions and

purpose

– Fewer opportunities to work with different groups

Resource Agility Approach • Organizational ‘pain points’

• Develop redundancy and succession plans

• Exercise in risk management

• Eliminates portfolio bottlenecks

Eliminate ‘Single Points of Expertise’

• Individual ‘pain points’

• Results in more empowered and engaged resources

• Implementation of cross-training and development opportunities

Focus on Multi-Discipline

Employees

• Matrix project execution must be enterprise wide

• Creates short term performance ‘drags’ but delivers long term benefits

• Modern tools allow management of resources across divisions

Break Down Resource

Management Silos

• Job titles don’t define capabilities or interests

• Success comes from matching skills to role, regardless of title

• Assumes ability to leverage modern tools to track skills and support employee collaboration

Manage to Skills & Workloads

Implementing Strategic Resource

Management

Understand Your Organization

Build and Maintain Skills Inventory

Understand individual goals and ambitions

Improve Planning and Forecasting

Engage the Right Resources

Implement Enterprise-Wide Planning

Monitor & Improve

Evolve Culture

Break Existing Routines

Commit to Long Term Approach

Avoid Individual Resistance

Implementing Strategic Resource

Management

• Create positive environment and encourage

approach

– Patience when mistakes occur

– Consistent and active support

• Build infrastructure to support the environment

– Appropriate tools used appropriately

– Processes to support the people

– Training and education

– Commitment to evolution

Upland Software

2

The leading provider of

cloud-based enterprise

work management

applications

Who is Upland?

7 award-winning

products

~300 Uplanders

committed to innovation

& customer success

United by shared vision

to revolutionise the

way organizations work

Guiding Principles

Enterprise Work Management

What it is: Software that enables organisations to plan, manage and execute projects and work

Who it is for: 200 Million Knowledge Workers

What it does:

Increases Visibility, Collaboration and Productivity

IT

Strategic

Planning

Work

Execution

Process Excellence

Marketing

Finance

Professional

Services

Benefits: Optimise Resources Time Money + +

What it is

disrupting: Manual

processes

Paper-based

processes Email

applications Spreadsheets

On-premise

applications

Document & Workflow Automation

Financial Management

Professional Services Automation

Program & Portfolio Management

Project Management & Collaboration

Time & Expense Tracking

Web Content Management

IT Marketing Finance Professional

Services

Process

Excellence

Automating the Flow of Enterprise Work

Upland products are used both vertically to address department-specific needs, as

well as horizontally to seamlessly connect multiple functions across the

organisation.

Secure

Scalable

360 Service

Integrations

Enterprise-Class

Partner Many Built-for-

Purpose Products

One Trusted Partner

Upland brings you the best of both worlds – a family of built-for-purpose cloud applications

with the simplicity and reliability of working with a single provider.

Award-Winning Family of Cloud-Based Products

Visionary Recognition(1)

Highlighted in Gartner Magic Quadrant for

Cloud-Based IT PPM

3 Products(2)

Ranked among leaders in their respective categories

3 Products(3)

Recognised for delivering tangible value to clients

via the cloud

Critical Acclaim(4)

Awarded and featured in numerous publications

Enterprise Work

Management

Program & Portfolio

Management

Project Workforce

Management

Financial

Management

Project

Management &

Collaboration

Workflow Automation

& Enterprise Content

Management

(1) Gartner, Inc. – “Magic Quadrant for Cloud-Based IT Project and Portfolio Management Services” (May 2014).

(2) TopTen Reviews.com

(3) Best of SaaS Showplace (BoSS) Award – (February 2014; July 2013; May 2010).

(4) 2014 SIIA Software CODiE Award Finalist; GetApp Review (January 2014); Stage-Gate Ready (August 2013); CPA Practice Advisors – “Review of Time & Billing Systems”

(December 2013).

Tenrox PSA

Professional Services Automation (PSA)

• PSA software supports a company's ability to

address and respond to customer-driven

demand for services, billable projects or other

types of customer-support interactions.

• PSA software improves service delivery,

resource management, project management and

collaboration, while ensuring accurate and timely

time and expense capture and billing.

Tenrox PSA Enables services organizations to improve service delivery

and resource management, while streamlining accurate time

and expense capture and billing.

Key Benefits & Capabilities:

• Monitor and increase resource

utilization

• Increase control over fixed bid

projects, scope change and

employee-related expenditures

• Implement consistent project

execution best practices

• Automate project compliance

with labor and industry

regulations

• Increase project visibility,

workforce productivity and

operational effectiveness

• Facilitate real-time

communication and decision-

making”

Key Functional Areas:

• Resource & Capacity Planning

• Project Planning

• Revenue Management

• Workflow Designer

• Time Tracking

• Expense Management

• Project Financials

• Analytics & Reporting

• Integration

• Mobile

Awards & Accolades:

Best Project Management Solution

PPM for PSA Certified

Process Driven Solution

Opportunity /

Projects

Bill, Invoice,

Chargebacks

& Rev. Rec.

Analyze & Report

Integrate

Execute

Accessible Anywhere

Workflow-Engine

Plan &

Forecast

Live Demo

Questions?

Contact Us:

Phone:

– Direct: 450-688-3444

– Toll free (US and Canada): 855-944-PLAN (7526)

Email: info@uplandsoftware.com

Website: www.tenrox.com

Connect with us:

@tenrox

Tenrox

Company: Tenrox

PDU Credits

This webcast session entitles you to obtain 1 PDU

towards your PMP as per the PMI Organization.

This session appears on www.pmi.org web site page.

Continuing Certification Requirements System:

https://ccrs.pmi.org/search

Course information: – Provider ID#: 2579

– Provider Name: Upland Software

– Course ID: Tenrox10022014

– Program Name: A Strategic Approach to Resource Management