Outlining Resource Management: Key Outputs and Guidelines

Plan Resource Management is a critical process within Project Resource Management, focusing on the outputs that guide the identification, acquisition, and management of project resources.

This section explores the outputs of the plan resource management process, including the resource management plan and the team charter. It also discusses the updates that may be made to project documents, such as the assumption log and risk register, during this process. These outputs and updates provide a roadmap for resource management throughout the project, setting clear expectations for team behavior and outlining strategies for resource control and team development.

The process of planning resource management interacts with other project management processes in several ways. For instance, the resource management plan feeds into the development of the project schedule and the project budget. Similarly, the assumptions and risks identified during this process can influence decision-making in areas such as risk management and stakeholder management. Ultimately, effective resource management contributes to the efficient and successful completion of the project, delivering value to the stakeholders.

Learning Objectives

  • Understand the purpose and components of a resource management plan, including the identification, quantification, and acquisition of resources.
  • Recognize the importance of aligning individual authority with responsibilities and managing potential competence mismatches in a project team.
  • Understand the role of a team charter in setting expectations, guiding behavior, and increasing productivity among project team members.
  • Recognize the shared responsibility of all team members in adhering to the team charter and the need for its periodic review and update.
  • Understand the importance of updating project documents, including the assumption log and risk register, during the resource management process.

Resource Management Plan

The resource management plan is a crucial component of the project management plan. It guides how project resources should be categorized, allocated, managed, and released. Depending on the project specifics, the resource management plan can be divided into the team management plan and physical resource management plan.

The resource management plan includes methods for identifying and quantifying team and physical resources needed for the project. It provides guidance on how to acquire these resources and outlines the roles and responsibilities associated with them.

In a project context, a role refers to the function assumed by or assigned to a person, such as a civil engineer or business analyst. Authority refers to the rights to apply project resources, make decisions, sign approvals, accept deliverables, and influence others to carry out the project work. Responsibility refers to the assigned duties and work that a project team member is expected to perform. Competence refers to the skill and capacity required to complete assigned activities within the project constraints.

Aligning individual levels of authority with individual responsibilities is crucial for optimal team performance. If team members lack required competencies, the project's performance can be at risk. Proactive responses to competence mismatches can include training, hiring, schedule changes, or scope changes.

A project organization chart is a graphic display of project team members and their reporting relationships. The detail level of this chart can vary based on the needs of the project.

Training strategies and team development methods are essential for improving the project team's skills and abilities. Resource control involves ensuring adequate physical resources are available as needed and optimizing the acquisition of these resources for project needs. This includes managing inventory, equipment, and supplies throughout the project life cycle.

A recognition plan outlines the recognition and rewards that will be given to team members and the timing for these recognitions. This plan is an important part of motivating and retaining team members.

What is the primary purpose of a resource management plan in project management?
  1. To provide a detailed schedule of all project activities
  2. To guide how project resources should be categorized, allocated, managed, and released
  3. To list all the stakeholders involved in a project
  4. To provide a detailed cost estimate of the project
B) To guide how project resources should be categorized, allocated, managed, and released

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Team Charter

I recall a time when I was assigned to manage a diverse team for a new project. The team was a mix of individuals with different backgrounds, skills, and work styles. It was a challenge to get everyone on the same page and working harmoniously. That's when I realized the importance of a team charter in project resource management.

The team charter, as I discovered, is a crucial output of the Plan Resource Management process. It's like a roadmap for the team, setting the values, agreements, and operating guidelines. It establishes clear expectations for acceptable behavior by project team members, creating a framework for how the team should function.

The team charter can include various elements such as team values, communication guidelines, decision-making criteria and process, conflict resolution process, meeting guidelines, and team agreements. These elements provide a framework for how the team operates and interacts, promoting a positive and productive team environment.

Early commitment to clear guidelines in the team charter can decrease misunderstandings and increase productivity. By discussing areas such as codes of conduct, communication, decision making, and meeting etiquette, team members can understand values that are important to each other, fostering mutual respect and collaboration.

The team charter is most effective when the team has a chance to develop it or contribute to it. This involvement ensures the charter reflects the team's unique dynamics and needs, increasing its relevance and effectiveness.

All project team members share the responsibility of ensuring the rules documented in the team charter are followed. This shared responsibility promotes accountability and adherence to the team's agreed-upon guidelines.

Just like a roadmap needs updates when new roads are built or old ones are closed, the team charter should be reviewed and updated periodically to maintain understanding of the team ground rules. Regular reviews also help to orient and integrate new team members, ensuring they understand and adhere to the team's operating guidelines. This ongoing review and update process ensures the team charter remains relevant and effective throughout the project lifecycle.

Reflecting on my experience with that diverse team, I can see how the team charter served as our guiding light, helping us navigate through our differences and work together effectively. It's a testament to the power of a well-crafted team charter in project resource management.

What is the primary purpose of a team charter in project management?
  1. To provide a detailed schedule of all project activities
  2. To set the team values, agreements, and operating guidelines for the team
  3. To list all the stakeholders involved in a project
  4. To provide a detailed cost estimate of the project
B) To set the team values, agreements, and operating guidelines for the team

Project Documents Updates

The process of managing resources often necessitates updates to project documents. These updates ensure that all assumptions and risks related to resources are accurately captured and communicated to all stakeholders.

The assumption log is a key project document that may be updated during this process. It documents assumptions about the availability, logistics requirements, and location of physical resources. These assumptions are crucial for planning and managing resources effectively. The assumption log may also be updated with assumptions about the skill sets and availability of team resources. These assumptions help in identifying the right team members for the project and planning their work schedules.

The risk register is another project document that may be updated during the resource management process. It documents risks related to the availability of team and physical resources. These risks could include potential shortages, delays, or changes in resource availability. The risk register may also be updated with other known resource-related risks. These could include risks related to resource costs, quality, or performance.

Updating the assumption log and risk register during the resource management process is crucial. It ensures that all resource-related assumptions and risks are accurately captured, enabling effective resource planning and management. It also facilitates communication and understanding among all project stakeholders, contributing to the overall success of the project.

Which of the following project documents is typically updated with assumptions about the availability and logistics requirements of physical resources during the process of managing resources?
  1. Project charter
  2. Assumption log
  3. Risk register
  4. Stakeholder register
B) Assumption log