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Project and Resource Management: A Do-it-Yourself
guide
Shyam Kapoor
Partner, Prisio Technologies
Phone: +1 (732) 208-3616
103 Carnegie Center, Ste 300
Princeton, NJ 08540
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Agenda • Objectives
• Project Management Lifecycle • Initiation & Planning
• Execution
• Controls
• Reporting
• Resource Management • Requirement
• Search & Matching
• Maintain Resource Repository
• Lessons Learnt & Conclusion
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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
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Survey
Role
• Project/Program Manager
• Technology Manager
• Staffing/Resource Manager
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
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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
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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?
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Project Management Life cycle
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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
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Project Dashboard
• Project details
• Key Performance
Areas
• Worklist
• Notifications
• Tasks & Deliverables
• Change Control
• Shortcuts
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Project Execution
• Workplan Progress -
% Complete
• Collaborative Updates
• Cost Collection • Time & Labor
• Purchasing
• Payables
• iExpense
• Data Summarization
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Project Controls • Issue Management with classifications and routing
• Change Requests with approvals and impact analysis
• Change Orders
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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
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Project Reporting (contd.) • Configurable with Graphs
• Multiple currencies and calendars
• Publishing and notifications with email 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)
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Project Reporting (contd.)
• Performance Dashboard
• Cumulative Cost, Effort –
Actual, Budget, Forecast
• Earned Value
• Summaries with drill down
• Performance Exceptions
with scorecards
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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
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Resource Management
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Resource Requirement
• Created by Project/Program/Staffing/Resource Manager
• Request by Date Range, Role, Competencies, Priority, Effort,
Location
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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’
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Search Resource • 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
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
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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
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Maintain Resource Repository
• Maintained by all – Staffing/
Resource/Project Manager/
Team Member
• Vacation Approvals
• Track Schedule
• Manage resource loading
• Manage competencies
• Resumes
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Resource Utilization
• Review by all – Executives/
Staffing/Resource/Project
Manager/Team Member
• Summary/Detail – By
Organization/Individual/
Period
• Comparison with prior
periods
• Require Project Intelligence
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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
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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
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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).
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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
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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