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Project Resource Planning Checklist


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Project Resource Planning Checklist Project Resource Planning Checklist is created to help project managers in determining types and amounts of resources that are required to accomplish their projects. With a help of this checklist you can plan HR, administrative and tangible resources, such as consumable materials.

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Planning Human Resources:

  • Make sure a competent candidate is proved and assigned to the position of PM;
  • Consider all skills and competencies which will be required during the project execution;
  • Estimate efforts and skilling associated with every task on your WBS;
  • Associate the tasks on your WBS with necessary type and amount of labour.

  • Plan involvement of certain specialists into every task for its successful completion;
  • Consider adding more resources to tasks which can be done faster if more people engaged;
  • Study expediency of task crashing method to compress your project schedule.

  • Estimate compensations to be paid to workers;
  • Base your figures upon average hourly rates for specific kinds of labour and estimated efforts required for every task.

  • Budget compensations and plan specific assignments on every task; 
  • Plan project workforce engagement over the whole project duration:
    • Define the project’s requirements for part-time and full-time workforce.
    • Identify project roles and functions that can be covered by services of one-time contractors.
    • Identify project roles and functions that need service of permanent project staff.
  • Determine which project roles can be filled by own resources of the organization;
  • Learn which project roles will need resources engaged from outside;
  • Learn which project roles can be covered by providing trainings to existing resources;
  • Create project team charter to document required roles and responsibilities;
  • Compose specific employment plans and delegate specifications to HR dept;
  • Build recruitment strategy/schedule to satisfy project needs in human resources.

  • Create working schedules for the team members and communicate these schedules to them; 

    Planning Administrative Resources:

  • Ascertain the business justification is complete, reviewed, and accepted by the project owners;
  • Review the project benefits to know how critically they are dependent on timeframes;
  • Some project benefits can lose their value as the target dates are missed.

  • Estimate duration of all tasks and draw project timeline to see how you can fit the time limits;
  • Implement adjustments to compress the schedule if it doesn’t fit into the desired timeframe;
  • Consider adding more resources to tasks, executing tasks in parallel or reducing project scope.

  • Estimate the project budget and define whether funding can be provided by your organization;
  • Justify the budget as worth of investment (calculate ROI and payback period).

  • Plan activities to engage additional funding or to establish project sponsorship;
  • If necessary, seek for financiers or partners with which you can share the financial burden.

  • Define resource of administrative support provided to the project by the stakeholders;
  • Consider what level of support the project stakeholders and organizational managers can grant to the project team in order to promote the project execution.

  • Identify managerial resource and competencies provided to the PM;
  • Plan responsibilities and contribution of all the project stakeholders;
  • Agree upon the project acceptance criteria with the project owners/customers;
  • Ensure the clear acceptance criteria are collaboratively preplanned and verified by customers.

  • Plan specific business processes that will be used during the project execution:
    • Deliberate optimal and reasonable workflows for ad-hoc processes.
    • Explain these processes in specific documents, manuals and procedures.
    • Elaborate every process’s architecture to guide practical implementation.
  • Make sure all regulatory documents and organizational assets are ready and verified:
    • Project management plans.
    • Risk management plan.
    • Quality management plan.
    • Team management plan.
    • All possible specifications.
  • Refine the project schedule and budget as the project plan is getting more and more improved;
  • Polish the plan details since any related facts are getting clearer. 

    Planning Tangible Resources: 

  • Plan toolset necessary for the project team to work;
  • Consider tools, software and hardware that will be used by the project team members.

  • Estimate consumable materials needed to complete the project tasks;
  • Plan the costs of acquiring necessary amounts of raw materials.  

  • Define a need for furniture and equipment (for the major processes and for management);
  • Plan the infrastructure and technology to be utilized during the project.

  • Estimate the costs of establishing individual workplaces for professionals and supplying them;
  • Plan renting premises, deploying infrastructure and equipment to organize working processes;
  • Consider establishing the Project Office (plan its location, arrangement and maintenance);
  • Plan logistics ...

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