Nataliia Bichan: PMO Resource Management (UA) Lemberg PMO School 2023 Website – https://lembs.com/pmoschool Youtube – https://www.youtube.com/startuplviv FB – https://www.facebook.com/pmdayconference

1. PMO Resource
Management
Nataliia Bichan
Head of PMO in Yalantis,
PMI PMP, PMI ACP
11
Jan

2. You already know:
Introduction to PMO
● History and evolution of PMOs
● The role and purpose of a PMO in an IT company
● Types of PMOs and their functions
● Benefits of establishing a PMO in an IT company
● Difference between IT Service, IT Product, and Corporate PMO
Assessing Organizational Readiness
● Identifying the need for a PMO in an IT company
● Assessing project management maturity in the organization
● Defining the scope and objectives of the PMO
● Identifying stakeholders and their roles in the PMO
Defining PMO Structure and Governance
● Choosing the appropriate PMO structure for an IT company
● Establishing PMO governance and decision-making
processes
● Defining roles and responsibilities within the PMO
Developing PMO Services and Functions
● Determining the services and functions the PMO will provide
● Designing project management processes and methodologies
● Establishing project portfolio management practices
● Implementing project governance and control mechanisms
PMO Tools and Technologies
● Selecting project management tools and software for the
PMO
● Integrating PMO tools with existing IT infrastructure
● Implementing reporting and dashboard systems for the PMO
● Ensuring data security and privacy in the PMO

3. Agenda:
● Establishing a resource management framework for the PMO
● Allocating resources effectively and efficiently
● Capacity planning techniques for project staffing

4. Plan resources for PMO:
● consider Organisation type
Functional Matrix
Project-
oriented

5. Plan resources for PMO:
● consider PMO type
Supportive Controlling Directive

6. Plan resources for PMO:
● consider physical resources
Do you
need any?
Requirements
/costs
Acquiring
process

7. Plan resources for PMO:
● plan how will be resources acquired
Internal/
hiring
Requirements
/costs
Acquiring
process

8. Plan resources for PMO:
● define roles and responsibilities
RACI
Roles
Organizational
structure

9. Project Management Offices (PMOs) can be organized in various ways to support an organization's project
and portfolio management needs. The specific types of PMO teams often depend on the PMO's role,
functions, and level of maturity within the organization:
● Project Support Team
● Project Portfolio Management (PPM) Team
● Reporting and Analytics Team
● Knowledge Management Team
● PMO Leadership Team
● Training and Development Team

10. Project Support Team
● Project Managers: Responsible for overseeing individual projects, ensuring they stay on track, and
delivering according to scope, schedule, and budget.
● Project Coordinators: Assist project managers in administrative tasks, communication, and
documentation.
Project Portfolio Management (PPM) Team
● Portfolio Managers: Focus on optimizing the organization's portfolio of projects to align with strategic
objectives.
● Business Analysts: Analyze and assess project proposals and their potential impact on the portfolio.
● Financial Analysts: Manage financial aspects of the portfolio, including budgeting and cost analysis.

11. Reporting and Analytics Team
● Data Analysts: Collect and analyze data from projects and portfolios to provide insights for
decision-making.
● Report Developers: Create customized reports and dashboards to communicate project and portfolio
performance.
Knowledge Management Team
● Knowledge Managers: Capture, store, and disseminate project-related knowledge and best practices.
● Document Controllers: Manage project documentation and ensure easy access for team members.

12. PMO Leadership Team
● PMO Director/Manager: Oversee the entire PMO, set strategic direction, and ensure alignment with
organizational goals.
● PMO Administrators: Provide administrative support to the PMO leadership team.
Training and Development Team
● Training Coordinators: Develop and deliver training programs for project managers and team members.
● Mentors and Coaches: Provide guidance and support to individuals within the PMO seeking professional
development.

13. ● Resource allocation is the process of identifying all your
available resources—whether it's labor or monetary—for a
project and then strategically assigning them to tasks that
enable them to do their best work.

14. Allocating resources for PMO:
● estimate activities duration
● define type of engagement
● define availability
● setup onboarding process
● set clear goals
● setup evaluation process
● develop team

15. Capacity planning techniques for project staffing

16. * PMO can be helpfull with management and allocation resources across projects based on priorities,
schedules, budgets and more.
Top Resource Management Challenges
1. Resource capacity planning is poor
2. Resource risks are not assessed
3. Not enough appropriately skilled resources
4. Resource use is not optimized
5. Schedules/deadlines are unrealistic
6. Resources are assigned inconsistently
7. Too many unplanned requests for resources
8. Resource utilization is poorly documented
9. Shifting resources to respond to problems
10. Transition process for resources is inadequate.

17. To mitigate those challenges Project Management Office can:
● Identifies and audits resources according to skills sets. And accordingly classifies them
or creates a database.
● Develops processes, methodologies and best practices for assigning resources.
● Manages a staff of project planners and controllers, project managers and resource
managers within the PMO.
● Creates and offers training programs and professional development pathways. It also
conducts performance evaluation.
● Builds and sets up project management softwares and collaboration tools for project
teams.

18. if comparing capacity planning to resource planning (or resource management), the first
one can be reduced to “anticipating future business requirements and making sure we
have required resources to start a project“. While resource planning is “choosing and
assigning specific resources for and during a project or task”.

19. Effective capacity planning is crucial for project success, as it ensures that you have the
right people in place to deliver the project on time and within budget.
From a Project Management Office (PMO) perspective, capacity planning takes on a
broader role, encompassing the management of resources across multiple projects
within an organization.
Here are some capacity planning techniques specific to the PMO perspective:

20. Resource Pool Management:
Maintain a centralized resource pool that includes details about the skills, availability, and
allocation of all resources (e.g., project managers, developers, analysts) across various
projects.
Resource Allocation Prioritization:
Prioritize projects based on organizational goals and resource availability. Allocate
resources to projects that align with strategic objectives.

21. Resource Balancing:
Continuously monitor the workload of individual resources and balance their assignments
across multiple projects to prevent over allocation or underutilization.
Resource Portfolio Analysis:
Evaluate the resource demand and capacity across all projects in the portfolio. Identify
resource constraints and allocate resources strategically.

22. Resource Forecasting:
Use historical project data and demand forecasts to anticipate future resource needs. This
helps in recruiting, training, or hiring new resources proactively.
Resource Utilization Metrics:
Develop key performance indicators (KPIs) to measure resource utilization, such as billable
hours, capacity utilization, and resource efficiency.

23. Resource Scheduling Tools:
Find resource management software or tools that fits your company structure to streamline
resource allocation and tracking.

24. Resource Governance:
Establish governance processes and decision-making frameworks for resource allocation,
considering factors like project priority, risk, and strategic importance.
Scenario Planning:
Create scenarios for resource allocation under different conditions, such as changes in
project scope, delays, or unexpected resource shortages.

25. Resource Skill Development:
Invest in training and skill development programs to enhance the capabilities of resources,
making them more versatile and adaptable to different projects.
Resource Pipeline Management:
Manage a pipeline of potential resources, including external contractors or consultants, to
quickly address resource shortfalls.

26. Regular Reporting:
Generate regular reports and dashboards to provide visibility into resource allocation,
utilization, and the overall health of the project portfolio.
Capacity Review Meetings:
Conduct periodic meetings with project managers to review resource needs, challenges,
and adjustments required to optimize resource allocation.

27. Resource Optimization:
Explore opportunities for resource optimization, such as sharing specialized resources
among projects or leveraging cross-functional teams.
Continuous Improvement:
Continuously assess and refine capacity planning processes based on feedback and
lessons learned from previous projects.

28. From the PMO perspective, effective capacity planning ensures that the
organization's projects align with its strategic objectives, resources are used
efficiently, and risks associated with resource constraints are mitigated. It plays a
critical role in achieving successful project execution and organizational success.

29. Homework:
● Define resource management framework for PMO and project
management staffing practices

30. Additional materials:
● PMBOK 7th Edition
● Mastering resource management
● Solving the Resource Puzzle
● Ten Best Practices For PMO Resource Management
● PMO resource management challenges: What you need to know
● "The PMO Playbook: Effective Product Life Cycle
Management" by Jeanne W. Ross
● "The Standard for Portfolio Management" by PMI.

31. THANK YOU
Any questions? Feel free to contact me
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