How to Develop a Resource Management Plan

How is it that some coaches, leaders, and yes even project managers can take a rag-tag group and shape them into a high-performing team? How do these individuals secure the physical resources? It’s not an accident. It starts with a resource management plan.

picture of project team

What is a Resource Management Plan?

The resource management plan is "the component of the project management plan that provides guidance on how project resources should be categorized, allocated, managed, and released. It may be divided between the team management plan and physical resource management plan" (PMBOK® Guide—6th Edition, Page 318). 

“The cause of almost all relationship difficulties is rooted in conflicting or ambiguous expectations around roles and goals.” —Steven Covey

Human Resource Management Plan

So, what does one include in a human resource management plan?

1. Roles and Responsibilities

If we want to reduce conflict in our projects, it’s critical that we clarify the roles and responsibilities of the team members. But how do we do this? Project managers can create a responsibility assignment matrix (RAM) that shows resources assigned for each work package. 

RACI Matrix

Many project managers use a RACI Matrix.

Activity

John

Sue

Bill

Dawn

Develop requirements

A

R

I

I

Develop design

I

I

A

R

Develop unit test

I

 

A

R

R=Responsible  A=Accountable  C=Consulted  I=Informed

  • Responsible: Who will do the work? This may be one or more people.
  • Accountable: Who owns the work? There should only be one person assigned per activity. This individual should make sure that the required resources are assigned. Additionally, this person must sign off or approve when the activity is completed.
  • Consulted: These subject-matter experts are consulted as the activity is performed. 
  • Informed: Individuals or teams who should be informed and updated as the activity is performed.

Text-Oriented Format

Another way to document roles and responsibilities is a simple text-oriented roles and responsibilities document.

#

Role

Responsibilities

Team Member

1

Project Sponsor

  • Defines goals, scope, and success criteria
  • Provides funding
  • Paves the way for change
  • Approves deliverables
  • Makes or facilitates executive level decisions

B. Monroe

2

Project Manager

  • Develops and manage project plan
  • Identifies issues that may affect project’s timeline, cost, scope, or quality
  • Manages project team

J. Williams


2. Project Organization Chart

A project organization chart (org chart) is a graphic display of the project team members. The chart shows reporting relationships and relative ranks within the team.

3. Project Team Resource Management

The project team resource management is your approach to staffing the project. How will you acquire the staff? Will you have input into the staffing or will the staff be preassigned? When will the human resources be available? What is the availability of each person for the project’s duration? When will you release each resource?

4. Training and Development

Think ahead. How do you plan to train and develop your project team? What team building exercises will you use? Will you utilize external resources to train your team? Don't forget your virtual resources.

5. Rewards and Recognition

Lastly, rewards and recognition may be included. Will the project manager recognize individuals as well as the team? If so, on what basis? When will the recognitions and rewards occur? 

What About Preassigned Human Resources?

In some projects, your team resources may be preassigned. You had no voice in the selection of your team. Some individuals may lack the experience, skills, and knowledge needed for success. Furthermore, some team members may have some attitude problems. I've have some tips for you in my post—How to Deal with Preassigned Project Resources.

Human Resource Management Plan Template

If you've never developed a human resource management plan, you may find a template helpful.

Physical Resource Management Plan

The physical resources may include things such as supplies, materials, computers, copiers, network cabling, and physical rooms. Document these requirements. 

How About You?

When assigned your next project, make time to develop a resource management plan including your human resource management plan and your physical resource management plan. Be the leader that transforms each group of individuals into a high-performing team.

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