Project and Resource Management: A Do-it-Yourself guide

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2 Project and Resource Management: A Do-it-Yourself guide Shyam Kapoor Partner, Prisio Technologies ShyamK@prisiotechnologies.com Phone: +1 (732) Carnegie Center, Ste 300 Princeton, NJ 08540

3 Agenda Objectives Project Management Lifecycle Initiation & Planning Execution Controls Reporting Resource Management Requirement Search & Matching Maintain Resource Repository Lessons Learnt & Conclusion

4 Objectives Discuss Project and Resource Management challenges Project Management life cycle Oracle Project Management - Setup & Usage Oracle Resource Management Setup & Usage Reporting Lessons Learnt Q&A

5 Role Project/Program Manager Technology Manager Staffing/Resource Manager Survey Tools Primavera Planview MS Projects Oracle EBS (PM/RM/PPA) Others Objectives Learn Oracle EBS (PM/RM/PPA) Compare with currently used tools Unanswered questions

6 Project/Program Management Challenges Global Projects & Resources Multiple stakeholders/vendors/customers across the globe Agile and Time sensitive plans On Time and On Budget Constant Communications & Reporting to stakeholders Standardized Tools & Processes Ever changing resource pool New technology & competencies

7 Stakeholders Questions What is the overall health of my projects? Are we on-time and on budget? What is the earned value of my project? Why do I need additional budgets for my project? What is my current utilization rate and how does it compare to last quarter? What is my resource requirement forecast? Do we need to hire more? How many?

8 Project Management Life cycle

9 Project Initiation & Planning Create approved project Manually, Template, Copy from a Project Detailed Workplan WBS, Financial Structure, Standardized Template Budget and/or Forecast Summary level, Task level Classifications Attachments E.g. Project Charter, SOW Assign Resources

10 Project details Key Performance Areas Worklist Notifications Tasks & Deliverables Change Control Shortcuts Project Dashboard

11 Project Execution Workplan Progress - % Complete Collaborative Updates Cost Collection Time & Labor Purchasing Payables iexpense Data Summarization

12 Project Controls Issue Management with classifications and routing Change Requests with approvals and impact analysis Change Orders

13 Project Reporting BI dashboards with project financial information like cumulative budget/actual, cost, effort, billing & collections, margin, earned value Tasks/Resource summaries for a workplan Analysis by Tasks, Resources, Time Visibility across all levels of a project and sub-projects and across organizations Drill down to underlying transactions

14 Project Reporting (contd.) Configurable with Graphs Multiple currencies and calendars Publishing and notifications with attachments Configurable key indicators View Key Performance Area Statuses for a project like Financial, Schedule and Execution of project Reporting on individual exceptions in the above performance area with configurable visual indicators (e.g. On track, Critical, At Risk)

15 Project Reporting (contd.) Performance Dashboard Cumulative Cost, Effort Actual, Budget, Forecast Earned Value Summaries with drill down Performance Exceptions with scorecards

16 Project Reporting (contd.) Multiple Status Report E.g. Monthly Steering Committee, Weekly Project Status Configurable Templates Include top (say 5) Bugs Issues Change Requests Schedule, Reminders and Publish

17 Resource Management

18 Resource Requirement Created by Project/Program/Staffing/Resource Manager Request by Date Range, Role, Competencies, Priority, Effort, Location

19 Advertise Requirement Advertise inside or outside of the Organization Publish to selective people Publish in a date range Pre-defined and configurable rule e.g. Escalate and publish requirement to bigger audience every seven days if not fulfilled

20 Search from pool of candidates Search independently of project requirement Match by scoring E.g. Matching score = 0*Competency Match + 0.6*Availability Match + 0.4* Job Level Match Search Resource Weighting Types Percentage Comments Competency Match 0% Global competencies finalization in progress Availability Match 60% Availability had a higher importance for the Organization Job Level Match 40% Currently using only Job Levels for all resources

21 Match, Review, Approve, Assign Nominate resources as candidate to fill Project manager can review and approve or reject a candidate Approval hierarchy Automated nomination based on weightings Direct assignment Notification on confirmation Assignment is with initial transfer price rate

22 Maintain Resource Repository Maintained by all Staffing/ Resource/Project Manager/ Team Member Vacation Approvals Track Schedule Manage resource loading Manage competencies Resumes

23 Review by all Executives/ Staffing/Resource/Project Manager/Team Member Summary/Detail By Organization/Individual/ Period Comparison with prior periods Require Project Intelligence Resource Utilization

24 Lessons Learnt Standardize PMO processes before PM/RM implementation Standardize workplan structure for similar types of project Evaluate usage of project planning tools (e.g. MS Project vs. Oracle) Well defined project communication strategy Standardized resource competencies Evaluate current approval hierarchy Oracle software licenses

25 Lessons Learnt (contd.) Oracle Project Management key setup considerations Project workplan structures and project financial structures - Sharing structures was easier to manage and satisfy all reporting need Progress status can be configured as per your management practice e.g. Red, Green and Yellow OR standard On Track, At Risk and Critical Measurable Work item for each task of Workplan and Task types to control how Oracle Projects processes tasks. These are used in filling timesheets if using Oracle Time & Labor Status for Projects, Tasks, Issues, Change requests

26 Lessons Learnt (contd.) Oracle Project Management key setup considerations Control Item Types which represents a specific type of issue or change and provides you with a template for the creation of issues and changes. Financial Plan Types are required for different types of project budgets and forecasts that you want to plan for (for example, an approved cost budget, an estimate, or a bid).

27 Lessons Learnt (contd.) Oracle Resource Management key setup considerations Define Status for resource requirement, candidate statuses, assignment approval statuses, and assignment scheduling statuses based on your organization needs Define team templates for easier setup of projects based on project types Resource competencies list OR Job Levels OR both. Note these has to be constantly managed and updated for each resource in your organization Resource matching formula with appropriate weightage for your organization

28 Conclusion What is the overall health of my projects? Are we on-time and on budget? A: Project Dashboard, Performance Summary What is the earned value of my project? A: Project Performance Summary Why do I need additional budgets for my project? A: Project Control Change Requests What is my current utilization rate and how does it compare to last quarter? A: (Resource) Utilization Intelligence Dashboards What is my resource requirement forecast? Do we need to hire more? How many? A: Open Requirements By List, Timeline