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PMP, Resources - Coggle Diagram

- - - - These resources include human resources (such as project team members), material resources (equipment, supplies), financial resources (budget), and more
  - - - Resource Planning
        
        Identifying & categorizing resources
        
        Determine what are need, when, and how will be acquired & allocated
      - Resource Allocation
        
        Categorizing / Prioritizing resource allocation based on project priorities, constraints, and dependencies.
      - Risk Management
        
        Understanding resource availability and constraints
        
        Anticipate and mitigate potential resource-related risks, such as shortages, conflicts, or delays
  - - - People involved in the project: PM, team members, stakeholders, and other personnel
      - They contribute their skills, knowledge, and expertise to various project activities and tasks
    - - Physical items or supplies required for project execution: Materials, equipment, tools and facilities
      - These resources are necessary for performing specific project tasks and delivering project deliverables
    - - Funds or budget allocated for the project: capital investment, operating expenses, and contingency reserves
      - Effective financial management is essential for ensuring that project costs are controlled and resources are allocated optimally
    - - Includes Data, Documentation, and intellectual property that are vital for project planning, decision-making, and communication.
      - These resources enable stakeholders to access relevant information and make informed decisions throughout the project lifecycle.
  - - - Classifying resources into different types: human, material, financial,
    - - Assessing the availability of resources and capacity to meet project requirements
    - - Identifying resources that are critical or essential for project success and prioritizing their allocation accordingly.
    - - Evaluating the cost implications of acquiring and utilizing resources and optimizing resource allocation to minimize expenses.
- - - - Relevance
        
        Assess whether the team member has relevant experience for the specific tasks or activities required by the project. This includes past projects, similar roles, and responsibilities.
      - Depth & Breadth
        
        Consider the depth (how detailed their experience is) and breadth (the range of different but related experiences) to ensure they can handle complex and varied challenges.
    - - Project-Specific Knowledge
        
        Evaluate if the team member has specific knowledge about the project’s requirements, goals
      - Domain Expertise
        
        Check for understanding of the industry, market conditions, and any technical or business domain-specific knowledge that can impact the project.
    - - Technical Skills
        
        Determine if the team members have the technical skills necessary to perform their tasks effectively. This can include proficiency with specific tools, technologies, or methodologies.
      - Soft Skills
        
        Such as communication, problem-solving, teamwork, and adaptability, which are crucial for effective collaboration and project success.
    - - Collaborative Spirit
        
        Assess whether the team member has a positive attitude and willingness to collaborate with others. This includes their ability to work well in a team, share knowledge, and support peers
    - - Location
        
        Consider the geographical location of the team member. Time zones can affect communication and collaboration, especially in global projects.
      - Cultural Fit
        
        Evaluate if the team member can work effectively within the project’s cultural context, including understanding cultural differences and communication styles.
      - Communication Needs
        
        Ensure the team member can communicate effectively, considering language barriers and the preferred communication tools and methods used by the team.
    - - Budget Constraints
        
        Ensure that the resource fits within the project’s budget. This includes considering salary, training costs, and any other associated expenses.
  - - - Oversees the project, ensures objectives are met, manages resources and stakeholders
    - - Manages a specific team or workstream, ensures tasks are completed on time.
    - - Individuals or groups with an interest in the project, provide input and approval.
    - - Provide expertise in specific areas, support project tasks with specialized knowledge
  - - - Map activates to team members
      - Clarifies responsibilities
    - - Responsible (R)
        
        The person or people who do the work to complete the task. There must be at least one person assigned to this role.
      - Accountable (A)
        
        The person who is ultimately answerable for the correct and thorough completion of the task. There must be only one accountable person specified for each task.
      - Consulted (C)
        
        The people who provide input and feedback on the task. These are typically subject matter experts or key stakeholders.
      - Informed (I)
        
        The people who need to be kept up-to-date on the progress and completion of the task. They do not contribute directly to the task
  - - - Definition
        
        Making resources involves using internal capabilities and resources within the organization to produce the goods or services required for the project.
      - Advantages
        
        Control: Greater control over the quality and schedule of the deliverables
        
        Integration: Easier integration with existing processes and systems.
        
        Customization: Ability to tailor the resources specifically to project needs.
        
        Utilization of Internal Talent: Leverages existing skills and knowledge within the organization.
      - Disadvantages
        
        Cost: High initial investment and ongoing operational costs.
        
        Time: Longer lead time to develop resources.
        
        Capacity: May strain internal resources and capacity
        
        Risk: Risk of diverting focus from core business activities.
      - Considerations
        
        Internal Capabilities: Assess whether the organization has the necessary skills, knowledge, and capacity.
        
        Cost-Benefit Analysis: Compare the cost of making versus buying or borrowing.
        
        Strategic Importance: Determine if the resource is strategically important to keep in-house
    - - Definition
        
        Buying resources involves procuring goods or services from external vendors or suppliers.
      - Advantages
        
        Speed: Faster acquisition of resources.
        
        Expertise: Access to specialized skills and technology not available internally.
        
        Cost-Efficiency: Potentially lower costs due to economies of scale.
        
        Focus: Allows the organization to focus on core competencies.
      - Disadvantages
        
        Dependence: Reliance on external suppliers can lead to dependency.
        
        Quality Control: Less control over the quality of deliverables.
        
        Integration Issues: Potential challenges in integrating external resources with internal systems.
        
        Security Risks: Sharing sensitive information with external parties can pose security risks.
      - Considerations
        
        Vendor Reliability: Assess the reliability and reputation of the suppliers.
        
        Cost: Consider total cost of ownership, including purchase price, maintenance, and potential hidden costs
        
        Contract Terms: Negotiate favorable terms and ensure clear contracts to manage risks.
    - - Definition
        
        Borrowing resources involves using temporary resources from other departments within the organization or from external sources, often through loans, rentals, or temporary assignments
      - Advantages
        
        Flexibility: Flexible and scalable resource management.
        
        Cost Savings: Lower costs compared to making or buying, especially for short-term needs.
        
        Quick Access: Rapid access to resources without long-term commitments.
        
        Optimal Utilization: Efficient use of existing resources that might otherwise be underutilized.
      - Disadvantages
        
        Availability: Limited availability and potential competition for the same resources.
        
        Commitment: Temporary nature might not be suitable for long-term projects.
        
        Coordination: Requires careful coordination and management to ensure timely return of borrowed resources
        
        Training: May need additional time to train borrowed resources to fit the project requirements.
      - Considerations
        
        Resource Sharing Agreements: Establish clear agreements on the terms of borrowing, including duration and conditions of use.
        
        Impact on Lender: Consider the impact on the lending department or organization.
        
        Compatibility: Ensure that borrowed resources are compatible with the project’s requirements and culture.
    - - Assess Project Requirements:
        
        Determine the specific needs and constraints of the project
        
        Identify the types and quantities of resources required.
      - Evaluate Options:
        
        Conduct a cost-benefit analysis for making, buying, and borrowing
        
        Consider factors such as time, cost, quality, control, and strategic importance.
      - Analyze Risks:
        
        Identify and assess risks associated with each option, including dependency, quality control, and integration issues.
      - Make an Informed Decision:
        
        Choose the option that best aligns with the project’s goals, budget, timeline, and strategic objectives
      - Implementation and Monitoring:
        
        Implement the chosen option and continuously monitor the performance and suitability of the resources.
- - - - Allocation guidelines
        
        This section outlines the procedures and guidelines for allocating resources to project tasks based on project requirements, priorities, and constraints.
      - Identify needs, evaluate availability
        
        It defines the process for identifying resource needs, evaluating resource availability, and making decisions regarding resource allocation.
      - Consider skills, cost, strategic importance
        
        Resource allocation procedures should consider factors such as skill sets, availability, cost, and strategic importance to the project.
    - - Define stakeholders roles
        
        Define the roles of key stakeholders involved in resource planning and allocation, including project managers, team leads, functional managers, and resource owners
      - Assign responsible
        
        Clear roles and responsibilities within the project team are essential for effective resource management
      - Monitor and report
        
        Responsibilities should be clearly assigned, outlining who is responsible for resource identification, allocation, monitoring, and reporting
    - - Detailed list of resources
        
        Detailed list of all resources required for the project, including human resources, material resources, equipment, and financial resources.
      - Quantity, availability, requirements
        
        Each resource should be clearly identified, along with its quantity, availability, and any specific requirements or constraints.
    - - Describe Team Structure
        
        Responsibilities should be clearly assigned, outlining who is responsible for resource identification, acquisition, allocation, monitoring, and reporting
      - Reporting relationships
        
        This chart clarifies the project team hierarchy and helps stakeholders understand their roles and responsibilities within the project.
    - - Recruit & onboard
        
        Recruiting and onboarding team members with the necessary skills and expertise.
      - Support & resources
        
        Providing support and resources to team members to ensure their success.
      - Facilitate communication
        
        Facilitating communication and collaboration among team members to maximize productivity
    - - Identify training needs
        
        Identify training needs, resources, and timelines for conducting training programs or workshops.
      - Training Programs
        
        Outline plans for training and skill development to ensure that team members have the knowledge and capabilities required to perform their roles effectively.
    - - Team-building activities
      - Workshops & coaching
    - - Monitor resource utilization
      - Track usage & deviation
    - - Recognize & reward contributions
        
        Develop a plan for recognizing and rewarding team members for their contributions and achievements
        
        Recognition can take various forms, such as verbal praise, awards, bonuses, or career development opportunities
      - Boost morale & motivation
        
        Recognizing team members' efforts and accomplishments helps boost morale, motivation, and engagement.