Project Communications and Human Resource Management

1
Project Communications andHuman Resource
Management

• Unit 3Project Human Resource Planning
• Doreen Myers

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Agenda

• Overview
• Human Resource Management Processes
• Human Resource Planning Process
• Roles Responsibilities
• Responsibility Assignment Matrix
• Staff Management Plan
• Project Org Chart
• Reading for next unit quiz prep

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Human Resource Planning Overview

• Performed early in the project
• Reviewed and modified as required throughout the
  project
• Tightly linked with communications planning
• Involves identifying, documenting and assigning
  project roles, responsibility and reporting
  relationships

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Human Resource Management
Human Resource Planning
Acquire Project Team
Develop Project Team
Develop Project Team
Source PMBOK, 2004
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Human Resource Planning Process
Inputs
Tools and Techniques
Outputs

• Enterprise environmental factors
• Organizational process assets
• Project management plan Activity Resource
  Requirements

• Organizational charts and position descriptions
• Networking
• Organizational theory

• Roles and responsibilities
• Project organization chart
• Staffing management plan

Source PMBOK, 2004
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Human Resource Planning Inputs

• Enterprise Environmental Factors.
• Organizational which units will be involved,
  current working arrangements, formal and
  informal.
• Technical which disciplines and specialties,
  types of technologies, software, platforms.
• Interpersonal formal and informal among
  potential project team. Cultural and language
  differences will affect relationships, what level
  of trust exists?
• Logistical Distance that separates people and
  units, different building, time zones, countries?
• Political Individual agendas of stakeholders.
  Who has informal power in areas important to the
  project? Informal alliances?
• Constraints
• Organizational Structure.
• Collective bargaining agreements.
• Economic conditions.

Source PMBOK, 2004
7
Human Resource Planning Inputs

• Organizational Process Assets
• Templates Organization charts, position
  descriptions, performance appraisals
• Checklists common project roles/responsibilities,
  typical competencies, training programs, team
  ground rules, safety considerations, reward ideas
• Project Management Plan
• Activity resource requirements preliminary
  requirements of people and competencies

Source PMBOK, 2004
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Human Resource Planning Tools and Techniques

• Organization Charts / Position Descriptions
• Hierarchical charts
• Matrix based responsibility charts
• Text-oriented position descriptions (typical for
  roles and responsibilities)
• Networking informal interaction to understand
  political and interpersonal factors
• Organizational Theory regarding the behaviour of
  people, teams and organizational units

Source PMBOK, 2004
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Human Resource Planning Outputs

• Roles and Responsibilities
• Role label describing the position in the
  project
• Authority right to make decisions
• Responsibilities work/output that a project team
  member is expected to perform to complete project
  activities
• Competency skills and capacity required to
  complete project activities
• Project Organization Charts
• Staffing Management Plan staff acquisition,
  timetable, release, training, recognition and
  rewards

Source PMBOK, 2004
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Staffing Management Plan

• Describes when and how human resource
  requirements will be met
• Often includes histograms
• Describes the timetable for resources
• Also the skills and knowledge
• Attention should be given to releasing resources
  when no longer needed
• Should be confirmed by resource owners to define
  planning assumptions/constraints

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Staffing Management Plan

• Using a sample project

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Staffing Management Plan

• Resource Timetable

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Staff Management Plan

• The Business Consultant is overallocated

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Staff Management Plan

• The overallocation is resolved through resource
  leveling (frontloading in this case)

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Resource Leveling

• Resolving over/ under allocations through
  modification of the project schedule
• Purpose is to have each resource with an even
  dedication throughout the project
• Normally required when there are limited
  resources
• Could allow for sharing resources with other
  projects
• Solution is to modify the timing of activities to
  reduce resources (level) during peak time periods
  by
• Changing the pattern of the resource
• Introducing leveling delays
• Changing a dependency or lag

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Staff Management Plan

• Staff Plan should also include the skills and
  knowledge required. Using the same example

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Roles Responsibilities

• 1. Define For each Project Team Member
• Role on Team
• Responsibilities/expectations including
• Authority level right to make decisions
• Accountability acceptance of success or failure
• 2. Multiple individuals could have the same role

• Purpose
• Ensure each team member has a clear
  understanding of their role
• Reduce potential for ambiguity regarding who
  does what

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Role Who Responsibilities

• Project Sponsor John Smith Provides the overall
  sponsorship role including monitoring of the
  project progress, resolution of escalated
  issues and support for resource needs.
• Functional Mgr Adele Johnson Provides final
  sign-off on the project deliverables, and
  resolves any major business issues arising
  during the project.
• Bus. Contact Tammy Jones Resolves business issues
  arising during the project.
• Tech Analyst Gilles Randerson Provides input from
  a technical perspective.
• Proj Mgr/ Bus Anal Karen Jackson Provides project
  management for the project, and business
  analysis support.
• Designer/developers Sam Hope Provides
  analysis, design and development Tom
  Merry of programs to re-format the files to match
  target system requirements, does unit
  testing, supports user acceptance testing
• Quality Assurance Joan Planter Provides quality
  assurance support for the Tom Dyce
  project.

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Responsibility Assignment Matrix

• Key tool for documenting the role and
  responsibility assignments
• Serves as a communication tool so all
  participants understand who does whaton the
  project
• May be developed for various levels or groups
  within a project
• project phases
• WBS

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Responsibility Assignment Matrix (example)
RResponsible AApprove
C-Consult IInformed
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Responsibility Assignment Matrix (class exercise)
RResponsible AApprove
C-Consult IInformed
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Responsibility Assignment Matrix

• Many variations
• RACI (Responsible, Approve, Consult, Inform)
• RACI (Responsible, Accountable, Consult, Inform)
• ROCI (Responsible, Owns, Consult, Inform)
• etc.
• Approach may depend either on the PMs discretion
  or the norms of the company

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Project Org Chart

• Graphic display of the project reporting
  relationships within the project

Program Manager
Project Manager
Systems Analyst
Business Analyst
QA Manager
Admin Support
Programmer 1
Programmer 2
Tester 2
Tester 1
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Class Exercise

• Divide into groups of 3 or 4 people
• Page 183 of Kerzner
• Review assigned question(s)
• Consensus on correct answer
• Discuss rationale

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Next Unit

• Team Acquisition, Team Development and Team
  Management
• Reading
• Required Textbook Chapter 4.0-4.7, 4. 9,
  5.5-5.7
• Optional PMBOK Chapter 9.2, 9.3, 9.4
• First Quiz Units 1, 2 and 3
• Multiple choice
• From handouts, class discussion,
• Kerzner PMI quiz p29/30 128-9 183-4