Process · Topic 4 of 12
Planning and Managing Resources
Plan people, equipment and materials with RACI charts and histograms, acquire and develop the team, and level or smooth resources on any project type.
- 4 min
- Resources include people, equipment, materials and facilities, not just staff.
- Estimates come from activity needs, and calendars show availability.
- RACI stands for responsible, accountable, consulted and informed.
What it is
Resources are the people, equipment, materials, facilities and tools that the project uses. Planning and managing them means working out what is needed, getting it at the right time, using it well and releasing it when the work ends.
A project can have a perfect schedule and still fail if the right people are not available when the work starts.
How it works
Estimating and organizing resources
Resource estimates come from the activities in the schedule. The project manager asks what skills, quantities and time each activity needs. A resource breakdown structure groups resources by type, such as labor, equipment and material, which helps with estimating and tracking.
Resource calendars show when each resource is available, including holidays, other commitments and shift patterns.
Defining roles and responsibilities
A responsibility assignment matrix (RAM) links work to people. A common form is the RACI chart, where each activity has these roles:
| Letter | Meaning | Rule of thumb |
|---|---|---|
| R | Responsible | Does the work, there can be several |
| A | Accountable | Owns the result and signs off, only one per item |
| C | Consulted | Gives input before a decision, two way |
| I | Informed | Told after a decision, one way |
An organization chart shows reporting lines, and position descriptions explain roles in more detail. A team charter records working agreements.
Acquiring the team
The project manager obtains resources through negotiation with functional managers, pre assignment named in the charter or a contract, procurement of external resources, or virtual teams that work in different locations. The project manager may not control team members who report to a functional manager, so influence and negotiation are key skills.
Developing and managing the team
Team development builds skills and cohesion through training, coaching, co location, team building and recognition. Monitoring includes observing behavior, assessing performance and handling conflict.
Rewards and recognition should relate to behavior the project wants, and they should be fair and timely.
Agile and hybrid teams
Agile teams are small, cross functional and self organizing. They work in a shared space or virtual equivalent, ideally with stable membership and a dedicated focus. Members often have T shaped skills, meaning depth in one area and broad ability in others, so the team can flex work between people.
The team manages its own task assignment during a sprint. The project manager or servant leader focuses on removing impediments and protecting focus.
Resource optimization
When resources are overloaded, two techniques adjust the schedule.
| Technique | What it does | Effect on schedule |
|---|---|---|
| Resource leveling | Adjusts start and finish dates to fit limited resource availability | Can lengthen the critical path and delay the end date |
| Resource smoothing | Adjusts activities within their float so peaks reduce | Does not change the critical path or end date |
A resource histogram, a bar chart of resource use over time, shows the peaks and troughs that need attention.
Controlling resources
During delivery, compare planned and actual resource use. Check that materials arrive on time, that equipment is available and that people are not overloaded. If a team member leaves or is unavailable, the project manager replaces the resource, adjusts the plan or negotiates a change.
Memorise the leveling versus smoothing difference as "leveling can move the end date, smoothing stays within float".
What to remember for the exam
- Resources include people, equipment, materials and facilities, not just staff.
- Estimates come from activity needs, and calendars show availability.
- RACI stands for responsible, accountable, consulted and informed.
- Only one person should be accountable for each deliverable or activity.
- Acquire resources by negotiation, pre assignment, procurement or virtual teams.
- Team development includes training, co location, team building and recognition.
- Agile teams are small, cross functional and self organizing, with servant leadership support.
- Leveling may extend the schedule, and smoothing works within float.
- A resource histogram shows load over time.
Common mistakes
Mixing up responsible and accountable. Several people can do the work, but one person is accountable for the outcome.
Assuming the project manager controls all resources. In many organizations the functional manager does, so negotiation is needed.
Confusing leveling with smoothing. Smoothing never changes the critical path, and leveling can.
Overloading the team. A fully booked team has no capacity for change, issues or learning.
Ignoring non human resources. Late equipment or materials delay a project as much as a missing person.
Do not assign a named person to several full time tasks in parallel and call the schedule feasible, because the resource calendar must support it.
Check yourself
How many people should be accountable for one deliverable in a RACI chart?
One.
What is the difference between resource leveling and resource smoothing?
Leveling adjusts dates to fit limited resources and can delay the finish, while smoothing uses float and leaves the critical path unchanged.
What does T shaped skill mean in an agile team?
Deep expertise in one area plus broad ability in others, which lets the team share work.
Topic 4 of 12 in Process
Test yourself on Process
The full PMI PMP question bank has 1,463 questions, with timed practice exams and an explanation for every answer.
This study guide is independent and is not affiliated with, endorsed by, or sponsored by PMI. Vendor names, certification names and exam codes are trademarks of their respective owners and are used for identification only.