i3Works Case Study

Resource Management

What the Client achieved

  • A resource baseline, segmented across projects, functions and grades.
  • Consensus on areas of pressure and an action plan to resolve them.
  • An understanding of organisational capacity and their ability to deliver their current portfolio and accept new work.

i3Works developed a portfolio level resource management solution for a major public sector client; helping the client to identify, characterise and visualise the distribution of resources across their portfolio, understand the level and type of resource demand, identify areas of pressure and identify the correlation between resourcing and project performance.

Article Image
  • Resource Management

Published on 5 March 2016 in P3M

Our Client’s challenge

Our client knew that they had a wide range of resource challenges that were undermining project performance and overall delivery confidence. In order to resolve these, they required a significant improvement in their understanding of resource supply and demand. Specifically they needed to understand:

  • The amount or composition of resources required to deliver their portfolio,
  • Where resources are currently deployed,
  • The impact of a reduction in their workforce (redundancy programme) on the delivery of the portfolio,
  • Resource utilisation across various portfolio segments,
  • The variance in resource supply vs demand across project areas,
  • The mix of resources and how these are deployed, ranging from client staff, contingent labour, technical support and technical services,
  • The impact of resource shortfalls on project delivery including schedule, cost, performance and quality.

i3Works' role

i3Works were the PMO lead for the transformation of resource management. They delivered this by:

Establishing effective governance.

This included setting up a programme board including terms of reference and senior level coaching. I3Works also chaired a resource management meeting to bring together key HR and project personnel.

Effective project management

i3Works developed a plan, defined key milestones and maturity targets, underpinned by a lite approach to risk and issues management.

Resource utilisation

i3Works established the approach and methods to identify resource clashes and over utilisation, including identifying the implications of this on project and portfolio delivery.

Analysis

i3Works provided dashboards, analysis and insight on resource deployment, demands and utilisation, including the automatic extraction of data from Enterprise Project Manager.

Processes

i3Works provided support to client with the definition of processes to validate resource demand requests, translating initial estimates into validated and qualified assessments supported by a schedule (for project based demand) or set of demand metrics (for service based demand).

Validation

i3Works provided thought leadership and support regarding the integration of past experience and lessons identified to develop a set of validated estimates for project activities or phases, to bring consistency to forecasts and approach.

Recruitment

i3Works provided support to the client on the definition of processes and procedures, including applying lean techniques, to deliver a step change in the efficiency of how external resources are brought into the organisation.

Efficiency

i3Works exploited the analytics and source data to assess the synergy between activities, enabling more efficient resource deployment.

Building momentum

i3Works worked in close partnership with the client to highlight that the challenge is a shared one and everyone has a part to play in developing the solution. This was driven home by sharing emerging dashboards and analysis which provided evidence on the scale and complexity of the challenge.

Communications

i3Works developed a communication plan and associated campaign to build momentum within the organisation and demonstrate the need for change.

Education

i3Works ran surgeries and lunchtime sessions to educate the community on functional resource management, particularly the differences between elapsed time and contact time on resource planning. They were also instrumental in the development of a knowledge base to underpin consistency in approach.

Portfolio impact

i3Works worked in partnership with the client to ensure that new projects that enter the portfolio consider the availability of resources, the nature/SQEP of the resource demands, how these resources will be provided, synergy with other projects and resource deployment. The also assessed the interaction between resource availability/ deployment and the composition of the portfolio, including an assessment of the impact of a change to the portfolio and associated dependencies.

Prioritisation

i3Works helped to establish portfolio prioritisation, including how resources are deployed against these priorities. Identifying the areas of resourcing stress, or pressure, across the portfolio.

Resource rationalisation

Bringing independent assurance to challenge resource demand requests. Providing the analysis and information to support resource delayering.

Having accepted responsibility for the leadership of resource management i3Works turned it around within 2 months. Momentum continues to build and the senior management team now have a range of portfolio level analysis, dashboards and insight to make some difficult priority decisions. This is the beginning of a longer journey, which will enable the management team to prioritise resource deployment to improve overall delivery confidence and performance.

 

The overall outcome

The organisation had been struggling to capture validated resource demand; differentiating between project team resource aspirations and the stark realities of the current, financially constrained resourcing environment. i3Works were able to work in partnership with the client to develop a series of high level project resourcing plans, which were integrated together to provide segmented, intuitive and comprehensive analysis. This analysis was used to prioritise portfolio resource decisions and to inform portfolio level rebalancing.


How i3Works can help your organisation

i3Works has a rich seam of P3M and business change expertise. We have delivered PMOs, led £billion mega projects and led programmes of up to 130 projects. We understand the need to ground P3M solutions in the practical reality of business; ensuring alignment with strategic intent whilst also championing a lean, pragmatic implementation of P3M methodologies. Our team are seasoned practitioners, including Registered Project Professionals, Chartered Engineers and underpinned by a wide range of P3M professional qualifications.

We have a passion for what we do and firmly believe in the value that a PMO can deliver. But we also appreciate that the industry is littered with process heavy, mechanistic PMO implementations that lose sight of their strategic purpose. By maintaining focus on the problems statements that the PMO is there to resolve, the PMO becomes an enabler for effective strategic and tactical decision making.


Contact us

For further information on how i3Works is able to support you in delivering business value, please contact us:

info@i3Works.co.uk

Return to Case Study Homepage