In many organizations, its very rare for an employee to be dedicated to only one project. Many times, resources are stretched across several projects demanding their time. And when a new project comes along that is requesting a specific resource who may already be fully allocated, conflict may arise. Often times, project managers of the conflicting projects have project plans with a resource allocation on their individual computers, where no other managers in the organization can view the allocation. Or even worse, the project manager may have never done a resource planning exercise on the project.
In the first article listed below, author Donna Fitzgerald suggests the concept of a centralized project resource allocation system. Not having the centralized scheduling system to show the allocation of all resources potentially puts the projects the current resource is working on as well as future projects requesting his time at risk. By having the system in place, the project manager simply would need to go to the system to determine whether or not a resource could be allocated to the project. If a project manager really wants a specific employee on a project but that resource is overallocated, the manager has two options: either find another resource (either through another team member or consultant), or push the project start date to another date.
Having a centralized system also requires buy-in from all portions of an organization, which potentially could be a difficult task. However, I feel if an organization were to implement such a solution, it would eliminate a lot of headaches at the resource planning phase of the project. Another potential solution to this type of problem would be to prioritize projects, either at the organizational level, or departmental level, or even at the resource level.
In the second article, author Daniel Chou uses the James Bond movie “Casino Royale” and Dame Judi Dench’s character M to illustrate the allocation of various resources (e.g. James Bond) on various projects. In the movie, she manages from the top down, in that she is able to add/remove resources from tasks if a project is getting out of control or if it’s going well. Based on the various risks associated with a project, a manager can accommodate for those risks (hopefully seen in advance through the use of a risk management plan) by adding additional or removing resources at that time.
Does anyone in their current employment situation have a centralized location that shows the allocation of potential project resources? If not, how do you go about ensuring a potential project resource is not overallocated?