Process Description

Process

As resource capacity management is conducted at the organizational level and resource assignment is at the project activity level, the process inherently involves both project resource management, and organizational resource management. The former is the domain of the Project Manager, and the latter is the responsibility of the Resource Managers.

Project Resource Management

The Project Manager must:

1. Setup and maintain the project schedule to support resource management, including by:

   • Assign budgets to activities or summary activities in the schedule, such that the overall assigned budget equals the total approved project budget. This is part of project setup process.
   • Identify activities where the hours/day capacity is not the standard 8 hours ("Non-Standard Capacity") and allocate additional capacity to these activities. This occurs during project setup and throughout the project as the schedule changes.
   • Establish and maintain delivery periods for activities in the schedule by setting durations and defining start and finish dates, and/or logic that defines start and finish dates. This occurs during project setup, as part of change management, and possibly throughout the project as the schedule changes.
   • Assign a resource, or resources, to budgeted activities in the schedule in consultation with the relevant Resource Managers.
   • Ensure the Resource Management option is enabled on the project schedule. This is enabled out of the box for the GTE standard Smartsheet project schedule but can be verified from the project settings pane.

2. Verify activity level resource loading is achievable. The Activity Level Resource Loading feature of the GTE standard Smartsheet project schedule facilitates this.

3. Verify project level resource loading is achievable. The Project Resource View can be used for this.

Adding Team Members to the Project

To add a new team member (resource) to the project, the Project Manager must:

1. Assign the resource to one or more budgeted activities in the schedule (see Assign a resource, or resources, to budgeted activities).
2. Add the resource to the Avaza project (see Adding a new Resource to the Project).

Organizational Resource Management

The Resource Managers must:

1. Verify organizational level resource loading of relevant personnel is both achievable and appropriate (ie resources are sufficiently utilised as well as not being overloaded). The Team Resource View can be used for this.
2. Ensure new resources are added to the Smartsheet groups so that they appear in the relevant Resource Views. This is part of the on-boarding process and should only require confirmation by the Resource Manager.

The management team must:

1. Verify organizational level resource loading of relevant personnel is both achievable and appropriate (ie resources are sufficiently utilised as well as not being overloaded) and raise concerns or pressing requirements with the Resource Managers as required. The Team Resource View can be used for this.