Key Steps to Achieve Accurate Resource Utilization Reporting in Your Project Management Software Tool: Part 5/6
In part 1, we discussed the key of capturing all of the work to be performed by your resources (people for the purposes of this series).
In part 2, we discussed the key of accurately capturing when the work will be performed.
In part 3, we discussed the key of capturing the effort as opposed to strictly the duration of the work.
In part 4, we discussed the key of capturing the true capacity of your people.
In this post, we need to talk about process, discipline, and tools. Capturing resource utilization once, such as to present the results at an important meeting, is not easy. There are no magic shortcuts. Capturing resource utilization continually over time is even harder. That takes a few extra ingredients.
First, you must have a documented process on which everyone is trained to continually capture accurate resource utilization. It needs to include the elements that we have discussed in these posts. For example, how will your organization capture the work to be performed? How will it estimate when it will be performed and the amount of effort? Who will maintain the true capacities of people in your organization? How will this information be reviewed for accuracy. This will not just happen. Your team needs to know the expectations.
That requires discipline: a steadfastness to continue doing this because the benefits are huge. Many organizations try, but not that many truly have the grit to manage their resources in this way.
And it also requires the right tool. You will essentially be tracking a lot of data. You need someplace to store that data. You need a tool that can calculate the utilization numbers. This can be a project management software tool such as ours (EnterPlicity) or it can be an Excel spreadsheet, but you need to have a well organized tool that is properly maintained with all of this data.
Process, discipline, and tools. Make sure you don't forget about these.