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What is resource management and why is it so important?

Substantial project planning is a matter of course in everyday life. However, in areas where it could be important for companies, there are many reasons not to do.

Was ist Ressourcenmanagement und warum ist es so wichtig?

Staff availability, skills, training, resource management and, last but not least, capacity planning, no matter how you would call it – project managers get funny pleasure here. The reasons can be diverse.

“How should this work out?”, “What else should I take into account in future?”, “How should I know who is available when?”

Popular phrases that sound very distant as a start, but deal intensively with resource management to reliably answer these questions. But what was the reason? Planning first of all means to work with the resources that are available, though they may be “scarce”. Above all, this means the competition between booked and available resources to achieve the maximum possible for your company; like in personal life, where we are usually faced with the choice of distributing the maximum benefit between expenses for apartment, food and vacation with a limited budget. Unfortunately, all needs certainly cannot be satisfied alike.

In day-to-day business and when planning new ideas and projects, such an approach can leave question marks. Normally, we create a respective project plan and ignore the need to question and assign available resources.

The obstacles in resource management

In general, it is not too easy to get a clear picture of available resources and their roles. Illnesses, dismissals and interpersonal problems often make everyday planning difficult or even destroy it. Even managers are often not always calculable when making ad-hoc decisions. But also important key persons may not be available at the desired time or are simply blocked. Already running projects also may require more time and capacity than planned. To enhance complexity even more and challenge the ability of a multi-project management, project members can  sometimes be assigned to several interdependent projects. As a start, the tasks can be divided into three segments:

  • strategic segment
  • tactical segment
  • operating segment

With the help of planning sheets or capacity diagrams, but also capacity overviews, you will get a clear picture. These helpful functionalities usually are an integral part of project / multi-project management software.

Why resource management is that important?

KLUSA Enterprise

With a tool, free resources can be identified very easily and quickly and can be used where they are needed. There is a complete transparency of all available and used resources. At the same time, you get a complete overview, absolute flexibility and you can re-schedule resources by will. Last but not least, your resources (project team members) are untroubled from overload and overbooking the best way.

Get the most out of your resources with KLUSA!

Professional resource management with KLUSA supports locating your staff in projects in an optimum way. A balanced capacity planning is a prerequisite for projects on schedule and optimum work load of available resources.

Resource requests in projects

  • Selecting resources with specific skills from existing resource pools
  • Assigning to corresponding work packages (considering possible bottleneck resources)
  • Personal planning of the project manager as well as official requests with or without approval workflow
  • Views for Resource Analysis and Resource Availability show all planned resources of a project as well as the capacity and requests to members of a project
  • Comprehensive graphic support using various charts

Resource workflow (optional)

  • Planning of resource requests in the project
  • Requests for skills or individual people
  • Decision and assignment in resource management (HR team) based on capacity and work load, amongst others

Rejecting or approving resources (optional)

  • Decision based on calendars, worktime models, availability, approval status, capacities, overbooking of pool members, as well as progress and milestones of the requesting projects
  • Capacities, effort and baseload of pool members or projects as table or chart
  • Convenience functions for bulk bookings, but also distributing of requests

Creating and administrating resource pools

  • Organization of assigned resources in one or more groups, aka. resource pools
  • Structure and maintenance of the pool is based on staff and other attributes, such as skills, locations, etc.
  • Assigning of cost centers (for later cost assessment in the projects)
  • Assigning skills to pool members
  • Defining capacity per skill
  • Assigning a worktime model per pool member
  • Overview of time recording data of the project team

My work

  • Projects and work packages where the pool member is planned as table or chart (in the MyKLUSA module)
  • Details on projects, work packages, approval status and necessary skills for the regarded period
  • Overview of the planned effort

For further information see data sheet KLUSA Resource management.