Planning Projects with BrightWork Resource Allocation
Why do projects fail?
Over half of all projects are generally thought to fail, and according to some estimates, even up to 70 or 80 percent. Projects fail because they are poorly planned or poorly executed. Sometimes though, they simply should never have been started in the first place because of bad timing, misjudged budget or the wrong resource availability. There might be an enthusiasm to do the project but there isn’t enough consideration in the early stages.
BrightWork has long acknowledged the importance of appropriate planning but in order to plan and approve new projects, it is essential to know adequate resources are available to ensure success.
The release of BrightWork 15.9 in 2018 evolved the existing resource reporting mechanism and improved it with a new Resource Allocation list functionality. This new capability allows project managers to manage resources at an earlier stage in the planning process when specific tasks and timelines might not be confirmed.
You might not know how long you will need an engineer, designer or other team member but you are sure that you will need their time at some point along the process.
Project Request Management
Resource Allocation fits seamlessly within BrightWork Project Request Manager (PRM), a template which anticipates project management, planning challenges long before they happen. The Project Request Manager template automates the process behind requesting, qualifying and approving a new project and has been very popular with PMOs as they struggle to make the right decision on a new project.
The process is also very configurable as you can simplify the stages in the approval process and re-caption the steps according to your own business taxonomy.
Of course, in order to approve a project, one must be confident that resources are available or else the project is doomed before it’s started.
Resource reporting is a critical part of the project request management process as it enabling project managers to make informed decisions about which projects to green-light. BrightWork resource reporting assigns resources to your existing projects and reports on what is over-allocated. Knowing which team members have been over-allocated (e.g John has been allocated 100 hours’ worth of tasks but is only available for 40 hours) can prevent bottlenecks and inevitable delays in the project.
Up until now, this process has been very granular and specific to the individual tasks within the projects. But what if the individual tasks are not clear when planning a process? What if you know you might need an engineer at some stage in the project but it is too early to break down their workload?
Resource Allocation gives you an overview of what’s available and allows you to block allocate your resources.
“I need Mike for the first two weeks’ full time. I need him for the next three weeks half-time and the final week at quarter time to close out the project”.
You may have hundreds of tasks later and you can allocate them to Mike (your resources) based on the pre-determined block allocations. You can also take this a step further. If you are sure you need a Designer but are unsure who is best suited to the project, you can allocate a block of time for a Designer and identify the specific person for tasks at a later stage in the process.
As we outlined, one of the main reasons projects fail, are late, over budget or simply don’t deliver is because they should possibly have never have been started in the first place. Project Request Manager and BrightWork’s improved Resource Allocation informs your decision with accurate data providing that all-important stitch in time to save nine!