BSBPMG534 Project Attacko

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Lonsdale Institute *

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530

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Management

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Feb 20, 2024

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BSBPMG534 Manage project human resources Otgonbaatar Damdinragchaa

Project 1. Discuss the tools that can be used to identify resource requirements. Resource Planning & Forecasting Software Runn is a modern resource management application that provides deep insights into all your staff and allows you to plan resources intelligently. Despite being fairly new on the market, Runn comes with a sleek design and decent opportunities to improve your resource management strategy. You can drill down to the earnings, capacity, and utilization rate of every team member and view the percentage of assigned time and how much is billable or non-billable in a daily, weekly, or monthly view. Resource Scheduling Software for Teams Paymo is a project management tool that besides task management, native time tracking, and invoicing, also comes with robust resource planning and scheduling modules. The tool reunites team capacity, workload, and availability on a visual timeline to help you allocate resources accordingly. Tasks and bookings are in sync, so changes get mapped both ways. People Scheduling by Smartsheet “At the heart of 10,000 ft is a people schedule. Here you can see who’s overbooked, who is available, or who’s on vacation.” At least that’s what the vendor promises, in addition to a variety of standard but well-crafted resource management features. Recently acquired by Smartsheet, 10,000 ft comes with an intelligent resource matching feature, drag and drop functionality, and the ability to create comprehensive reports out of time tracking. It goes a long way to assist project managers in matching the right people to specific tasks, without them losing a detailed overview of everyone’s bookings.

2. What techniques can be used to identify resource requirements? Types of methodologies adopted by the industries include: • Phased • Iterative • Incremental • Lean • PRINCE2 3. Discuss the identifying the required project personnel levels and competencies for a project. Plan human resources for project start: • Staffing Plan: this document considers the process of selecting, assembling, and assigning work to members of a project team. The team should be qualified with the appropriate skill sets to meet project deliverables. A staffing plan entails drawing up a time schedule for specific skills based on a task plan. The staffing plan provides for any non-labour resources such as tools, and equipment required by the project team to undertake assigned tasks. • Determine the required skills: the skill sets required for completing project deliverables is first defined, and a skills inventory is undertaken. A skills inventory provides data on the knowledge, skills, and abilities of the organisation’s human resources. The purpose is to match staff competencies with the skill sets required. The process considers existing staff, staff on contract, and new hires. The project manager should develop a skills inventory from relevant in-house departments. You can gather this data in several ways, such as asking employees to self-evaluate with a questionnaire or you can examine past performance reviews. • Match skill levels of qualified staff to project requirements: this process reconciles required skills with existing skills. It entails having a clear understanding of the available staff in the organisation and their ability to meet project requirements. Prepare a comprehensive schedule for qualified, available staff assigning them time-specified duties and responsibilities.

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• Acquiring the right people for the job: Choosing the right people for your project takes time and effort, but it is well worth project success. Without a knowledgeable team, a project becomes more difficult to manage. For best outcomes, select your team based on a) previous experience, b) personal interests, c) work ethic d) competencies and e) proficiencies. The resources you will use to find team members is not difficult. Teams often come from familiar territories. These include negotiations with other project teams, preassignment from another project, or previous use of outside agencies and contractors. 4. What methods and techniques are used in human resource management (HRM)?  Organizational Charts  Responsibility Assignments Matrix  Text  Networking  Organizational Theory  Expert Judgement  SWOT Analysis  Programmatic Job Advertising Tools  Talent Management Systems  Pre-employment Assessment Tools 5. Discuss the tools used in HRM. SWOT HR Analysis SWOT analysis is the tool used to analyze the strengths, weaknesses, opportunities, and threats for any parameter of the organization. Using this tool for self-evaluation of employees or to assess the current capability of the organization is preferred. It analyzes available resource strengths and weaknesses and looks for the opportunities keeping in view the threats by competitors.

Organizational Chart An organizational chart is realistic tools use to map the hierarchy of the organization with reference to reporting, roles and responsibilities pattern. It can be used to properly staff a required skill set for a particular goal and analyze the need for any missing role in the organization structure. RACI Matrix RCI Matrix stands for responsible, consulted and informed. This tool is used by project managers to assign roles to different activities of the project. It nominates the human resource for each task of each project phase as responsible, accountable, consulted and informed. 9 Box Grid tool is used for rating of a current employee on their performance and talents using a graphical approach where the x-axis covers the performance and y-axis provides potential or talent record. The bottom left box is considered as talent risk and the desired employee is from top right consistent star box. Forecasting HR Planning Scenario planning is used to forecast the future skill demand of the organization by considering the potential of different scenarios that may affect the organization such as financial change, technological advancements, and disasters. Replacement HR Chart Replacement chart is a modified form of organization chart used to identify the replacement for each role in the organization hierarchy who is going to retire or leave the business. 6. What training and development methods are relevant to the management of human resources? Feedback Counselling

Feedback of performance data can be useful to monitor employee development and for identifying training needs. Counseling serves several purposes in any organization. It helps in strengthening the superior and subordinate relationship, helps the executives to understand the limitation of his seniors and problems of his juniors improves communication, thereby facilitating quality decision, helps employees in recognizing their strengths and weakness and also help evaluate the impact of their decisions and so on. Training Training plays an important role in the development of human resource. To put the right person at the right place with the trained personnel has now become essential in today’s globalized market. 7. Identify and discus the strategies you could use for managing project human resources, and explain their application to different situations. Beography– Some countries might need different kinds of specialists for different countries that it has a presence in, from an HR perspective. That will depend on how the labour laws, employee trends and people practices of those markets are. This will have an impact on the structure it finally has. The local team HR structure will also be reflective of what the market trend is since the jobs will also be linked to the local compensation pay trends. Scale of Operations–This is different from the size of the organization, in that if it is a fast- growing organization or a stable one. Some smaller organizations might be more stable, while big ones might be growing very fast. This will also impact the HR structure because the team members will have complex or simple roles and the span of control will also be evident from the level of operations. Workforce demographics– Depending on the kind of workforce demographics, there might be several new-age HR roles such as Diversity Specialist, HR Technologist and so on. These roles will be more relevant in the structure when the employees belong to diverse segments from age, gender, culture and other such dimensions. 8. What procedures can be used to assist with interpersonal communication?

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Maintain eye contact. Maintaining eye contact makes the person speaking with feel validated and understood. Let the person speak uninterrupted. In most instances, do not to interrupt others while they are talking. Focus on what the person is saying, and try to truly understand the message they’re trying to convey. 9. Discuss the procedures for counseling. While counseling varies in both form and purpose, most counseling theories embody some form of the following three stages: relationship building, problem assessment, and goal setting. Counselors and clients must both be aware that the counseling process requires patience. There is rarely a quick fix, and things may need to get worse before they get better. In addition, the counseling process is collaborative. The counselor does not fix the client; the work requires interaction and commitment from both parties The counseling process is a planned and structured dialogue between client and counselor. The counselor is a trained and qualified professional who helps the client identify the source of their concerns or difficulties; then, together, they find counseling approaches to help deal with the problems faced. 10. What procedures are used for conflict resolution? • Self-serving fairness interpretations. Rather than deciding what’s fair from a position of neutrality, we interpret what would be most fair to us, then justify this preference on the bases of fairness. For example, department heads are likely to each think they deserve the lion’s share of the annual budget. Disagreements about what’s fairlead to clashes. • Overconfidence. We tend to be overconfident in our judgments, a tendency that leads us to unrealistic expectations. Disputants are likely to be overconfident about their odds of winning a lawsuit, for instance, an error that can lead them to shun a negotiated settlement that would save them time and money.

• Escalation of commitment. Whether negotiators are dealing with a labor strike, a merger, or an argument with a colleague, they are likely to irrationally escalate their commitment to their chosen course of action, long after it has proven useful. We desperately try to recoup our past investments in a dispute (such as money spent on legal fees), failing to recognize that such “sunk costs” should play no role in our decisions about the future. 11. What are the processes that may be used in the workplace to measure an individuals' performance against agreed criteria? The basic steps for performing a gap analysis are explained below. 1. Identify the area to be analyzed and identify the goals to be accomplished . The goal will be to discover the causes that contributed to targets not being met, and recommend how to remove the causes. 2. Establish the ideal future state . If everything worked according to plan, 3. Analyze the current state . What causes contributed to the targets being missed? For example, were the workers not trained well enough? Was the production floor short- staffed? Were required materials consistnelty available? Did the layout of the production floor slow things down? 4. Compare the current state with the ideal state . How far from the target was actual production? For example, did you expect to produce 1,000 units per hour, but only managed to produce 800 units per hour? 5. Describe the gap and quantify the difference . In the unit production example (described in step 4), there would be a 20 percent shortfall. After researching the potential causes, outline the contribution of each to the gap. In this example, we may find that insufficient training caused 5 percent of the gap, staffing problems caused 7 percent, material shortages caused 2 percent, and inefficient layout of the factory floor caused 14 percent. Companies can use other ratings systems to quantify the difference that can be as basic as simple terminology like good, fair, and poor, to something more detailed like a 1-50 scale. 6. Summarize the recommendations and create plan to bridge the gaps . Decide what needs to be changed and determine what steps need to be taken to fix things. In this example, the team performing the analysis may decide the layout issue is the easiest to tackle and will have the greatest impact, so they might recommend ways to address

it. Then they could work with the supply chain and staffing teams to create recommendations for those issues as well. They would summarize their ideas and present it to management to begin planning the improvements. 12. What techniques could be used in the workplace for managing and improving performance?  Limit distractions. This is a tip many people know but rarely follow: limit your potential distractions.  Set milestones.  Set clear and achievable goals.  Avoid multitasking.  Improve your time management.  Do important tasks first.  Delegate tasks whenever possible.  Clear your workspace.

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BSBPMG534 Project Attacko

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