resource forecast and capacity - managing tradeoffs, enabling flow
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Resource Forecast and Capacity
Managing Tradeoffs, Enabling Flow
James P. MacLennan
IT Portfolio Management
CampIT Conference
Rosemont, IL
February 15-16, 2012
A Natural Law
Sound familiar?
Growing request list
Existing large backlog
Quick-changing demands
Bottlenecks on key resources / skills
Challenge Too many projects and commitments, not enough people
Solution Resource Requirements Forecast + “Local” Project Roadmaps
Manage the constrained resources and let everything else “flow”
3
Background / Environment
IT Resource Forecasting
Model
Mix
Method
Project Roadmaps
Demand Management in Action
Bumps in the Road
Hitting a Wall (well, a Bigger Bump)
4
Background / Environment
IT Resource Forecasting
Model
Mix
Method
Project Roadmaps
Demand Management in Action
Bumps in the Road
Hitting a Wall (well, a Bigger Bump)
5
6
Locations
Distribution Center
Manufacturing
Environment
7
Revenue > $3B
Employees > 12,000
Locations > 50
IT Staff 150 +
Current Projects > 450
Technical
Architecture SAP
Notes >> SharePoint
Business
Architecture Integrated Supply Chain
Market Leader
Serial Acquirer
8
Supply < Demand
What Questions are we Trying to Answer?
Business (external):
• Why aren’t my projects getting resources?
How are projects prioritized?
• How can we get more resources for projects?
What am I getting for my [allocated] IT budget?
IT (internal):
• Why aren’t my business partners’ projects getting resources?
How are projects prioritized?
How do we prioritize projects, operations and break-fix support
while servicing multiple constituents (business and IT)?
• Why are we working on [this activity] and not [my project]?
When can we lock-in Committed Dates?
How can we bridge from High-Level Forecast to Tactical Plan?
RPM: Framework for Answering Questions
– Define Standards for Allocation of Resources
– Facilitate Project Specification, Prioritization and Scheduling
– Maintain Visibility to Resource Allocation and Assignment
9
IT Budget Benchmarks
Gross Margin8.3% CAGR
IT Costs4.7% CAGR
Sales (lbs)11.7% CAGR
IT Costs4.7% CAGR
06 07 08 09 10
IT Costs4.7% CAGR
Revenue9.2% CAGR
0.70%
0.80%
0.90%
1.00%
1.10%
1.20%
06 07 08 09 10
$IT as % of Revenue(2.6%) CAGR
10
IT Budget “Mix”
Working to shift money into ETB
• Support revenue / volume growth
• Enable cost reductions / productivity
Enhance the Business (ETB)
Projects
Run the Business (RTB)
Operations, Break / Fix,
Help Desk
Variable
Software Maintenance,
Telecom, etc
35% 35% 34% 36% 35%
47%41% 41% 41%
36%
18%24% 25% 23%
29%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
ETB (Projects)
RTB
Variable
2006 2007 2008 2009 2010
Trends in the right direction –
• Cost Savings in Communication, HW/SW
Maintenance
• Labor shift to Projects over
“Run the business”
Background / Environment
IT Resource Forecasting
Model
Mix
Method
Project Roadmaps
Demand Management in Action
Bumps in the Road
Hitting a Wall (well, a Bigger Bump)
11
12
IT Budget “Mix”
Working to shift money into ETB
• Support revenue / volume growth
• Enable cost reductions / productivity
Enhance the Business (ETB)
Projects
Run the Business (RTB)
Operations, Break / Fix,
Help Desk
Variable
Software Maintenance,
Telecom, etc
35% 35% 34% 36% 35%
47%41% 41% 41%
36%
18%24% 25% 23%
29%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
ETB (Projects)
RTB
Variable
2006 2007 2008 2009 2010
Trends in the right direction –
• Cost Savings in Communication, HW/SW
Maintenance
• Labor shift to Projects over
“Run the business”
13
Model
… define subcomponents / categories …
For the two major components of People Time …
RTB
ETB
Admin
Operations
Break/Fix
Improvement
Opportunity
Projects
… with enough detail to Forecast by month.
Admin Meetings, Training/Development, Vacations/Holidays
Operations Recurring maintenance, Patches – Keeping things running
Break/Fix Bug fixes, Remedy tickets – “… it used to work but now it doesn’t …”
Improvement Process documentation, user assistance, small development efforts
Opportunity Opportunity Phase of New Projects – prepping for Concept Tollgate
Projects Grouped by business, and moving through the PM stage gates
The Forecast
14
CTS # Project NameResource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
10574 Split SAP Company Code Erlanger 0.10 - - - - -
10764 Migrate Common Business Processes Erlanger 0.40 0.40 0.40 0.50 - -
10840 Freight All Kinds (FAK) reclassification Erlanger 0.05 - - - - -
11134 New rate upload template Erlanger 0.05 - - - - -
11238 Pre-Tendering of freight loads Erlanger 0.05 0.20 0.10 - - -
11308 Small Parcel Shipping vendor switch Erlanger 0.10 0.10 - - - -
11431 Gen'l ETB Q112: Transportation/WarehousingErlanger 0.05 0.05 0.05 0.05 0.05 0.05
Break / Fix Erlanger 0.15 0.15 0.15 0.15 0.15 0.15
Operations Erlanger 0.10 0.10 0.10 0.10 0.10 0.10
Holidays Erlanger 0.05 - - 0.05 - -
Other Erlanger 0.05 0.05 0.05 0.05 0.05 0.05
Regular "Non-Working" Time Erlanger 0.05 0.05 0.05 0.05 0.05 0.05
Vacation Erlanger - - - - - -
Warehouse/Transportation Systems Erlanger 120% 110% 90% 95% 40% 40%
Accurate vs. Easy
15
Available Time
Hours per Day 8.0 ==> 40 Hours per Week
Days per Week 5.0 ==> 20 Days per Month
Weeks per Month 4.0 ==> 48 Weeks per Year
Months per Year 12.0 ==> 160 Hours per Month
1,920 Hours per Year
96% of 2000 hours
Forecast Calculator Display
If a task will take 6.0 days … put 0.300 in for the month 0.30
" 2.0 hours per day … " 0.250 " 0.25
" 12.0 hours per week … " 0.300 " 0.30
" 16.0 hours per month … " 0.100 " 0.10
" 3.0 weeks … " 0.750 " 0.75
Resources are … … if total work is …
Available / Underplanned less than 85% utilized (34 hours per week)
Comfortable 85% - 100% "
Busy greater than 100% " (40 hours per week)
Unavailable / Overcommitted greater than 115% " (46 hours per week)
The Forecast
16
CTS # Project NameResource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
10574 Split SAP Company Code Erlanger 0.10 - - - - -
10764 Migrate Common Business Processes Erlanger 0.40 0.40 0.40 0.50 - -
10840 Freight All Kinds (FAK) reclassification Erlanger 0.05 - - - - -
11134 New rate upload template Erlanger 0.05 - - - - -
11238 Pre-Tendering of freight loads Erlanger 0.05 0.20 0.10 - - -
11308 Small Parcel Shipping vendor switch Erlanger 0.10 0.10 - - - -
11431 Gen'l ETB Q112: Transportation/WarehousingErlanger 0.05 0.05 0.05 0.05 0.05 0.05
Break / Fix Erlanger 0.15 0.15 0.15 0.15 0.15 0.15
Operations Erlanger 0.10 0.10 0.10 0.10 0.10 0.10
Holidays Erlanger 0.05 - - 0.05 - -
Other Erlanger 0.05 0.05 0.05 0.05 0.05 0.05
Regular "Non-Working" Time Erlanger 0.05 0.05 0.05 0.05 0.05 0.05
Vacation Erlanger - - - - - -
Warehouse/Transportation Systems Erlanger 120% 110% 90% 95% 40% 40%
Accurate vs. Easy
17
Available Time
Hours per Day 8.0 ==> 40 Hours per Week
Days per Week 5.0 ==> 20 Days per Month
Weeks per Month 4.0 ==> 48 Weeks per Year
Months per Year 12.0 ==> 160 Hours per Month
1,920 Hours per Year
96% of 2000 hours
Forecast Calculator Display
If a task will take 6.0 days … put 0.300 in for the month 0.30
" 2.0 hours per day … " 0.250 " 0.25
" 12.0 hours per week … " 0.300 " 0.30
" 16.0 hours per month … " 0.100 " 0.10
" 3.0 weeks … " 0.750 " 0.75
Resources are … … if total work is …
Available / Underplanned less than 85% utilized (34 hours per week)
Comfortable 85% - 100% "
Busy greater than 100% " (40 hours per week)
Unavailable / Overcommitted greater than 115% " (46 hours per week)
Accurate vs. Easy
18
Available Time
Hours per Day 8.0 ==> 40 Hours per Week
Days per Week 5.0 ==> 21 Days per Month
Weeks per Month 4.166 ==> 50 Weeks per Year
Months per Year 12.0 ==> 167 Hours per Month
2,000 Hours per Year
100% of 2000 hours
Forecast Calculator Display
If a task will take 6.0 days … put 0.288 in for the month 0.29
" 2.0 hours per day … " 0.250 " 0.25
" 12.0 hours per week … " 0.300 " 0.30
" 16.0 hours per month … " 0.096 " 0.10
" 3.0 weeks … " 0.720 " 0.72
Resources are … … if total work is …
Available / Underplanned less than 85% utilized (34 hours per week)
Comfortable 85% - 100% "
Busy greater than 100% " (40 hours per week)
Unavailable / Overcommitted greater than 115% " (46 hours per week)
Accurate vs. Easy
19
Available Time
Hours per Day 9.0 ==> 45 Hours per Week
Days per Week 5.0 ==> 21 Days per Month
Weeks per Month 4.2 ==> 50 Weeks per Year
Months per Year 12.0 ==> 187 Hours per Month
2,249 Hours per Year
112% of 2000 hours
Forecast Calculator Display
If a task will take 6.0 days … put 0.288 in for the month 0.29
" 2.0 hours per day … " 0.222 " 0.22
" 12.0 hours per week … " 0.267 " 0.27
" 16.0 hours per month … " 0.085 " 0.09
" 3.0 weeks … " 0.720 " 0.72
Resources are … … if total work is …
Available / Underplanned less than 85% utilized (38.25 hours per week)
Comfortable 85% - 100% "
Busy greater than 100% " (45 hours per week)
Unavailable / Overcommitted greater than 115% " (51.75 hours per week)
Accurate vs. Easy
20
Available Time
Hours per Day 9.0 ==> 45 Hours per Week
Days per Week 5.0 ==> 21 Days per Month
Weeks per Month 4.2 ==> 50 Weeks per Year
Months per Year 12.0 ==> 187 Hours per Month
2,249 Hours per Year
112% of 2000 hours
Forecast Calculator Display
If a task will take 6.0 days … put 0.288 in for the month 0.29
" 2.0 hours per day … " 0.222 " 0.22
" 12.0 hours per week … " 0.267 " 0.27
" 16.0 hours per month … " 0.085 " 0.09
" 3.0 weeks … " 0.720 " 0.72
Resources are … … if total work is …
Available / Underplanned less than 85% utilized (38.25 hours per week)
Comfortable 85% - 100% "
Busy greater than 100% " (45 hours per week)
Unavailable / Overcommitted greater than 115% " (51.75 hours per week)
The Forecast
21
CTS # Project NameResource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
10574 Split SAP Company Code Erlanger 0.10 - - - - -
10764 Migrate Common Business Processes Erlanger 0.40 0.40 0.40 0.50 - -
10840 Freight All Kinds (FAK) reclassification Erlanger 0.05 - - - - -
11134 New rate upload template Erlanger 0.05 - - - - -
11238 Pre-Tendering of freight loads Erlanger 0.05 0.20 0.10 - - -
11308 Small Parcel Shipping vendor switch Erlanger 0.10 0.10 - - - -
11431 Gen'l ETB Q112: Transportation/WarehousingErlanger 0.05 0.05 0.05 0.05 0.05 0.05
Break / Fix Erlanger 0.15 0.15 0.15 0.15 0.15 0.15
Operations Erlanger 0.10 0.10 0.10 0.10 0.10 0.10
Holidays Erlanger 0.05 - - 0.05 - -
Other Erlanger 0.05 0.05 0.05 0.05 0.05 0.05
Regular "Non-Working" Time Erlanger 0.05 0.05 0.05 0.05 0.05 0.05
Vacation Erlanger - - - - - -
Warehouse/Transportation Systems Erlanger 120% 110% 90% 95% 40% 40%
Accurate vs. Easy
22
Available Time
Hours per Day 8.0 ==> 40 Hours per Week
Days per Week 5.0 ==> 20 Days per Month
Weeks per Month 4.0 ==> 48 Weeks per Year
Months per Year 12.0 ==> 160 Hours per Month
1,920 Hours per Year
96% of 2000 hours
Forecast Calculator Display
If a task will take 6.0 days … put 0.300 in for the month 0.30
" 2.0 hours per day … " 0.250 " 0.25
" 12.0 hours per week … " 0.300 " 0.30
" 16.0 hours per month … " 0.100 " 0.10
" 3.0 weeks … " 0.750 " 0.75
Resources are … … if total work is …
Available / Underplanned less than 85% utilized (34 hours per week)
Comfortable 85% - 100% "
Busy greater than 100% " (40 hours per week)
Unavailable / Overcommitted greater than 115% " (46 hours per week)
Accurate vs. Easy
23
Available Time
Hours per Day 8.0 ==> 40 Hours per Week
Days per Week 5.0 ==> 20 Days per Month
Weeks per Month 4.0 ==> 48 Weeks per Year
Months per Year 12.0 ==> 160 Hours per Month
1,920 Hours per Year
96% of 2000 hours
Forecast Calculator Display
If a task will take 6.0 days … put 0.300 in for the month 0.30
" 2.0 hours per day … " 0.250 " 0.25
" 12.0 hours per week … " 0.300 " 0.30
" 16.0 hours per month … " 0.100 " 0.10
" 3.0 weeks … " 0.750 " 0.75
Resources are … … if total work is …
Available / Underplanned less than 85% utilized (34 hours per week)
Comfortable 85% - 100% "
Busy greater than 100% " (40 hours per week)
Unavailable / Overcommitted greater than 115% " (46 hours per week)
The Forecast
24
CTS # Project NameResource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
10574 Split SAP Company Code Erlanger 0.10 - - - - -
10764 Migrate Common Business Processes Erlanger 0.40 0.40 0.40 0.50 - -
10840 Freight All Kinds (FAK) reclassification Erlanger 0.05 - - - - -
11134 New rate upload template Erlanger 0.05 - - - - -
11238 Pre-Tendering of freight loads Erlanger 0.05 0.20 0.10 - - -
11308 Small Parcel Shipping vendor switch Erlanger 0.10 0.10 - - - -
11431 Gen'l ETB Q112: Transportation/WarehousingErlanger 0.05 0.05 0.05 0.05 0.05 0.05
Break / Fix Erlanger 0.15 0.15 0.15 0.15 0.15 0.15
Operations Erlanger 0.10 0.10 0.10 0.10 0.10 0.10
Holidays Erlanger 0.05 - - 0.05 - -
Other Erlanger 0.05 0.05 0.05 0.05 0.05 0.05
Regular "Non-Working" Time Erlanger 0.05 0.05 0.05 0.05 0.05 0.05
Vacation Erlanger - - - - - -
Warehouse/Transportation Systems Erlanger 120% 110% 90% 95% 40% 40%
Forecasting RTB – Operations, Break/Fix, Admin
Admin
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
RTB Break / Fix Kinsale Blackthorne 0.28 0.28 0.28 0.28 0.28 0.28
RTB Break / Fix Kinsale Daleside 0.05 0.05 0.05 0.05 0.05 0.05
RTB Break / Fix Kinsale Erlanger 0.15 0.15 0.15 0.15 0.15 0.15
RTB Break / Fix Kinsale Fontana - - - - - -
RTB Operations Kinsale Blackthorne 0.22 0.22 0.22 0.22 0.22 0.22
RTB Operations Kinsale Daleside 0.05 0.05 0.05 0.05 0.05 0.05
RTB Operations Kinsale Erlanger 0.10 0.10 0.10 0.10 0.10 0.10
RTB Operations Kinsale Fontana 0.10 0.10 0.10 0.10 0.10 0.10
Admin Holidays Kinsale Blackthorne 0.05 - - 0.05 - -
Admin Holidays Kinsale Daleside 0.05 - - 0.05 - -
Admin Holidays Kinsale Erlanger 0.05 - - 0.05 - -
Admin Holidays Kinsale Fontana 0.05 - - 0.05 - -
Admin Other Kinsale Blackthorne - - - - - -
Admin Other Kinsale Daleside - - - - - -
Admin Other Kinsale Erlanger 0.05 0.05 0.05 0.05 0.05 0.05
Admin Other Kinsale Fontana - - 0.25 - - -
Admin Regular "Non-Working" Time Kinsale Blackthorne 0.05 0.05 0.05 0.05 0.05 0.05
Admin Regular "Non-Working" Time Kinsale Daleside 0.05 0.05 0.05 0.05 0.05 0.05
Admin Regular "Non-Working" Time Kinsale Erlanger 0.05 0.05 0.05 0.05 0.05 0.05
Admin Regular "Non-Working" Time Kinsale Fontana 0.05 0.05 0.05 0.05 0.05 0.05
Admin Vacation Kinsale Blackthorne - - - - - -
Admin Vacation Kinsale Daleside - - - 0.25 - -
Admin Vacation Kinsale Erlanger - - - - - -
Admin Vacation Kinsale Fontana 0.05 0.05 - - - -
26
Forecasting – Projects
CTS # Project NameProject
Manager
Admin
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
10940 YSHIFT new table functionality Swaton Kelley Swaton 0.20 0.20 - - - -
10940 YSHIFT new table functionality Swaton Kelley Ysidro 0.10 0.10 - - - -
10946 Split EDI Envelopes Spilker Kurzsich Bodegon - 0.15 0.15 0.15 0.15 -
10946 Split EDI Envelopes Spilker Kurzsich Kurzsich 0.02 0.05 0.05 0.05 0.05 -
10946 Split EDI Envelopes Spilker Kurzsich Smith - 0.20 0.20 0.20 0.20 -
10946 Split EDI Envelopes Spilker Kurzsich Spilker 0.10 0.25 0.25 0.25 - -
10947 Add Newco Spend into SAP BW ProcurementFontana Kinsale Fontana 0.05 0.05 - - - -
10947 Add Newco Spend into SAP BW ProcurementFontana Tucker Tucker 0.01 0.01 - - - -
10947 Add Newco Spend into SAP BW ProcurementFontana Tucker Minkina 0.10 0.05 0.05 0.05 - -
10979 RMC Racking - Full RF Redesign Merhl Stepana Merhl 0.15 0.15 0.10 - - -
10979 RMC Racking - Full RF Redesign Merhl Stepana Farthing 0.15 0.15 0.10 - - -
10989 Create Mfg reports in Data Warehouse Obermayr Tucker Arbor 0.50 0.50 0.50 0.50 0.20 -
10989 Create Mfg reports in Data Warehouse Obermayr Tucker Tucker 0.05 0.05 0.05 0.05 0.05 -
10989 Create Mfg reports in Data Warehouse Obermayr Kelley Obermayr 0.20 0.40 0.40 - - -
11000 BU Intranet Collab Site Upgrades Bastone Wilkins Kappeli 0.10 0.15 - - - -
11000 BU Intranet Collab Site Upgrades Bastone Wilkins Wilkins 0.10 0.10 - - - -
11000 BU Intranet Collab Site Upgrades Bastone Wilkins Bastone 0.10 - - - - -
11000 BU Intranet Collab Site Upgrades Bastone Collins Parque 0.05 0.05 - - - -
11009 Canadian ACH SAP AP Vallenson Vallenson Jolus 0.20 0.20 0.20 - - -
11009 Canadian ACH SAP AP Vallenson Vallenson Minskoe 0.20 0.20 0.20 - - -
The Forecast
27
CTS # Project NameResource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
10574 Split SAP Company Code Erlanger 0.10 - - - - -
10764 Migrate Common Business Processes Erlanger 0.40 0.40 0.40 0.50 - -
10840 Freight All Kinds (FAK) reclassification Erlanger 0.05 - - - - -
11134 New rate upload template Erlanger 0.05 - - - - -
11238 Pre-Tendering of freight loads Erlanger 0.05 0.20 0.10 - - -
11308 Small Parcel Shipping vendor switch Erlanger 0.10 0.10 - - - -
11431 Gen'l ETB Q112: Transportation/WarehousingErlanger 0.05 0.05 0.05 0.05 0.05 0.05
Break / Fix Erlanger 0.15 0.15 0.15 0.15 0.15 0.15
Operations Erlanger 0.10 0.10 0.10 0.10 0.10 0.10
Holidays Erlanger 0.05 - - 0.05 - -
Other Erlanger 0.05 0.05 0.05 0.05 0.05 0.05
Regular "Non-Working" Time Erlanger 0.05 0.05 0.05 0.05 0.05 0.05
Vacation Erlanger - - - - - -
Warehouse/Transportation Systems Erlanger 120% 110% 90% 95% 40% 40%
28
Get the Red Out!
Admin
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
Avail SC Planning / Manufacturing / Plant EngineeringKelley Rockwell 105% 90% 100% 105% 105% 105%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Burch 90% 95% 100% 100% 100% 100%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Ellerton 90% 55% 70% 60% 60% 60%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Innsbruck 125% 90% 105% 105% 105% 105%
Avail Manufacturing Systems Kelley Kelley 100% 80% 50% 65% 30% 35%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Lerner 85% 85% 70% 70% 70% 70%
Avail Manufacturing Systems Kelley Obermayr 105% 125% 110% 50% 25% 25%
Avail Manufacturing Systems DevKey B Kelley Swaton 115% 65% 50% 50% 30% 30%
Avail Warehouse / Distribution / Procurement Kinsale Blackthorne 105% 100% 105% 105% 105% 105%
Avail Warehouse / Distribution / Procurement Kinsale Daleside 110% 105% 30% 55% 25% 25%
Avail Warehouse/Transportation Systems Kinsale Erlanger 120% 110% 95% 95% 45% 45%
Avail Warehouse/Transportation Systems Kinsale Fontana 130% 125% 35% 35% 25% 25%
Avail Finance / Human Resources / Legal Kinsale Heilgeist 125% 120% 125% 125% 125% 125%
Avail Whse/Trans Sys DevKey D Kinsale Kinnesport 100% 115% 80% 90% 40% 40%
Avail Whse/Trans Sys DevKey L Kinsale Kinsale 105% 76% 76% 95% 35% 35%
Avail Finance / Human Resources / Legal Kinsale Pavalar 105% 90% 95% 95% 95% 95%
Avail Warehouse/Transportation Systems Kinsale Flanders 105% 115% 25% 75% 25% 25%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Andrus 95% 90% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Arbor 137% 92% 77% 107% 77% 37%
Avail BW ABAP DevKey B Tucker Cuharick 92% 107% 72% 67% 27% 27%
Avail BW ABAP DevKey B Tucker Minneta 116% 131% 116% 71% 26% 26%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Monrovia 100% 95% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Malkhard 61% 56% 26% 26% 26% 26%
Avail BW ABAP DevKey L Tucker Tucker 99% 88% 69% 60% 49% 44%
Background / Environment
IT Resource Forecasting
Model
Mix
Method
Project Roadmaps
Demand Management in Action
Bumps in the Road
Hitting a Wall (well, a Bigger Bump)
29
“Local” Project Roadmaps
30 MS Project draws pretty pictures …
“Local” Project Roadmaps
31
Getting a Reasonable Subset of the Universe In Sight
“Large” projects, cut across multiple disciplines
“Local” projects – what’s on my plate?
“Local” Project Roadmaps
32
Getting a Reasonable Subset of the Universe In Sight
Top: Projects have been manually “leveled”, scheduled
Bottom: Logistical details / scheduling TBD
33
Forecasting – Projects
CTS # Project NameProject
Manager
Admin
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
10940 YSHIFT new table functionality Swaton Kelley Swaton 0.20 0.20 - - - -
10940 YSHIFT new table functionality Swaton Kelley Ysidro 0.10 0.10 - - - -
10946 Split EDI Envelopes Spilker Kurzsich Bodegon - 0.15 0.15 0.15 0.15 -
10946 Split EDI Envelopes Spilker Kurzsich Kurzsich 0.02 0.05 0.05 0.05 0.05 -
10946 Split EDI Envelopes Spilker Kurzsich Smith - 0.20 0.20 0.20 0.20 -
10946 Split EDI Envelopes Spilker Kurzsich Spilker 0.10 0.25 0.25 0.25 - -
10947 Add Newco Spend into SAP BW ProcurementFontana Kinsale Fontana 0.05 0.05 - - - -
10947 Add Newco Spend into SAP BW ProcurementFontana Tucker Tucker 0.01 0.01 - - - -
10947 Add Newco Spend into SAP BW ProcurementFontana Tucker Minkina 0.10 0.05 0.05 0.05 - -
10979 RMC Racking - Full RF Redesign Merhl Stepana Merhl 0.15 0.15 0.10 - - -
10979 RMC Racking - Full RF Redesign Merhl Stepana Farthing 0.15 0.15 0.10 - - -
10989 Create Mfg reports in Data Warehouse Obermayr Tucker Arbor 0.50 0.50 0.50 0.50 0.20 -
10989 Create Mfg reports in Data Warehouse Obermayr Tucker Tucker 0.05 0.05 0.05 0.05 0.05 -
10989 Create Mfg reports in Data Warehouse Obermayr Kelley Obermayr 0.20 0.40 0.40 - - -
11000 BU Intranet Collab Site Upgrades Bastone Wilkins Kappeli 0.10 0.15 - - - -
11000 BU Intranet Collab Site Upgrades Bastone Wilkins Wilkins 0.10 0.10 - - - -
11000 BU Intranet Collab Site Upgrades Bastone Wilkins Bastone 0.10 - - - - -
11000 BU Intranet Collab Site Upgrades Bastone Collins Parque 0.05 0.05 - - - -
11009 Canadian ACH SAP AP Vallenson Vallenson Jolus 0.20 0.20 0.20 - - -
11009 Canadian ACH SAP AP Vallenson Vallenson Minskoe 0.20 0.20 0.20 - - -
34
Get the Red Out!
Admin
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
Avail SC Planning / Manufacturing / Plant EngineeringKelley Rockwell 105% 90% 100% 105% 105% 105%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Burch 90% 95% 100% 100% 100% 100%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Ellerton 90% 55% 70% 60% 60% 60%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Innsbruck 125% 90% 105% 105% 105% 105%
Avail Manufacturing Systems Kelley Kelley 100% 80% 50% 65% 30% 35%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Lerner 85% 85% 70% 70% 70% 70%
Avail Manufacturing Systems Kelley Obermayr 105% 125% 110% 50% 25% 25%
Avail Manufacturing Systems DevKey B Kelley Swaton 115% 65% 50% 50% 30% 30%
Avail Warehouse / Distribution / Procurement Kinsale Blackthorne 105% 100% 105% 105% 105% 105%
Avail Warehouse / Distribution / Procurement Kinsale Daleside 110% 105% 30% 55% 25% 25%
Avail Warehouse/Transportation Systems Kinsale Erlanger 120% 110% 95% 95% 45% 45%
Avail Warehouse/Transportation Systems Kinsale Fontana 130% 125% 35% 35% 25% 25%
Avail Finance / Human Resources / Legal Kinsale Heilgeist 125% 120% 125% 125% 125% 125%
Avail Whse/Trans Sys DevKey D Kinsale Kinnesport 100% 115% 80% 90% 40% 40%
Avail Whse/Trans Sys DevKey L Kinsale Kinsale 105% 76% 76% 95% 35% 35%
Avail Finance / Human Resources / Legal Kinsale Pavalar 105% 90% 95% 95% 95% 95%
Avail Warehouse/Transportation Systems Kinsale Flanders 105% 115% 25% 75% 25% 25%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Andrus 95% 90% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Arbor 137% 92% 77% 107% 77% 37%
Avail BW ABAP DevKey B Tucker Cuharick 92% 107% 72% 67% 27% 27%
Avail BW ABAP DevKey B Tucker Minneta 116% 131% 116% 71% 26% 26%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Monrovia 100% 95% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Malkhard 61% 56% 26% 26% 26% 26%
Avail BW ABAP DevKey L Tucker Tucker 99% 88% 69% 60% 49% 44%
Background / Environment
IT Resource Forecasting
Model
Mix
Method
Project Roadmaps
Demand Management in Action
Bumps in the Road
Hitting a Wall (well, a Bigger Bump)
35
36
Get the Red Out!
Admin
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
Avail SC Planning / Manufacturing / Plant EngineeringKelley Rockwell 105% 90% 100% 105% 105% 105%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Burch 90% 95% 100% 100% 100% 100%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Ellerton 90% 55% 70% 60% 60% 60%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Innsbruck 125% 90% 105% 105% 105% 105%
Avail Manufacturing Systems Kelley Kelley 100% 80% 50% 65% 30% 35%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Lerner 85% 85% 70% 70% 70% 70%
Avail Manufacturing Systems Kelley Obermayr 105% 125% 110% 50% 25% 25%
Avail Manufacturing Systems DevKey B Kelley Swaton 115% 65% 50% 50% 30% 30%
Avail Warehouse / Distribution / Procurement Kinsale Blackthorne 105% 100% 105% 105% 105% 105%
Avail Warehouse / Distribution / Procurement Kinsale Daleside 110% 105% 30% 55% 25% 25%
Avail Warehouse/Transportation Systems Kinsale Erlanger 120% 110% 95% 95% 45% 45%
Avail Warehouse/Transportation Systems Kinsale Fontana 130% 125% 35% 35% 25% 25%
Avail Finance / Human Resources / Legal Kinsale Heilgeist 125% 120% 125% 125% 125% 125%
Avail Whse/Trans Sys DevKey D Kinsale Kinnesport 100% 115% 80% 90% 40% 40%
Avail Whse/Trans Sys DevKey L Kinsale Kinsale 105% 76% 76% 95% 35% 35%
Avail Finance / Human Resources / Legal Kinsale Pavalar 105% 90% 95% 95% 95% 95%
Avail Warehouse/Transportation Systems Kinsale Flanders 105% 115% 25% 75% 25% 25%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Andrus 95% 90% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Arbor 137% 92% 77% 107% 77% 37%
Avail BW ABAP DevKey B Tucker Cuharick 92% 107% 72% 67% 27% 27%
Avail BW ABAP DevKey B Tucker Minneta 116% 131% 116% 71% 26% 26%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Monrovia 100% 95% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Malkhard 61% 56% 26% 26% 26% 26%
Avail BW ABAP DevKey L Tucker Tucker 99% 88% 69% 60% 49% 44%
“Local” Project Roadmaps
37
Getting a Reasonable Subset of the Universe In Sight
Top: Projects have been manually “leveled”, scheduled
Bottom: Logistical details / scheduling TBD
38
Forecast Load Check
125 %
116 %
134 %
39
Forecast Load Check
116 %
134 %
40
Get the Red Out!
Admin
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
Avail SC Planning / Manufacturing / Plant EngineeringKelley Rockwell 105% 90% 100% 105% 105% 105%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Burch 90% 95% 100% 100% 100% 100%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Ellerton 90% 55% 70% 60% 60% 60%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Innsbruck 125% 90% 105% 105% 105% 105%
Avail Manufacturing Systems Kelley Kelley 100% 80% 50% 65% 30% 35%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Lerner 85% 85% 70% 70% 70% 70%
Avail Manufacturing Systems Kelley Obermayr 105% 125% 110% 50% 25% 25%
Avail Manufacturing Systems DevKey B Kelley Swaton 115% 65% 50% 50% 30% 30%
Avail Warehouse / Distribution / Procurement Kinsale Blackthorne 105% 100% 105% 105% 105% 105%
Avail Warehouse / Distribution / Procurement Kinsale Daleside 110% 105% 30% 55% 25% 25%
Avail Warehouse/Transportation Systems Kinsale Erlanger 120% 110% 95% 95% 45% 45%
Avail Warehouse/Transportation Systems Kinsale Fontana 130% 125% 35% 35% 25% 25%
Avail Finance / Human Resources / Legal Kinsale Heilgeist 125% 120% 125% 125% 125% 125%
Avail Whse/Trans Sys DevKey D Kinsale Kinnesport 100% 115% 80% 90% 40% 40%
Avail Whse/Trans Sys DevKey L Kinsale Kinsale 105% 76% 76% 95% 35% 35%
Avail Finance / Human Resources / Legal Kinsale Pavalar 105% 90% 95% 95% 95% 95%
Avail Warehouse/Transportation Systems Kinsale Flanders 105% 115% 25% 75% 25% 25%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Andrus 95% 90% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Arbor 137% 92% 77% 107% 77% 37%
Avail BW ABAP DevKey B Tucker Cuharick 92% 107% 72% 67% 27% 27%
Avail BW ABAP DevKey B Tucker Minneta 116% 131% 116% 71% 26% 26%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Monrovia 100% 95% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Malkhard 61% 56% 26% 26% 26% 26%
Avail BW ABAP DevKey L Tucker Tucker 99% 88% 69% 60% 49% 44%
Background / Environment
IT Resource Forecasting
Model
Mix
Method
Project Roadmaps
Demand Management in Action
Bumps in the Road
Hitting a Wall (well, a Bigger Bump)
41
42
Get the Red Out!
Admin
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
Avail SC Planning / Manufacturing / Plant EngineeringKelley Rockwell 105% 90% 100% 105% 105% 105%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Burch 90% 95% 100% 100% 100% 100%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Ellerton 90% 55% 70% 60% 60% 60%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Innsbruck 125% 90% 105% 105% 105% 105%
Avail Manufacturing Systems Kelley Kelley 100% 80% 50% 65% 30% 35%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Lerner 85% 85% 70% 70% 70% 70%
Avail Manufacturing Systems Kelley Obermayr 105% 125% 110% 50% 25% 25%
Avail Manufacturing Systems DevKey B Kelley Swaton 115% 65% 50% 50% 30% 30%
Avail Warehouse / Distribution / Procurement Kinsale Blackthorne 105% 100% 105% 105% 105% 105%
Avail Warehouse / Distribution / Procurement Kinsale Daleside 110% 105% 30% 55% 25% 25%
Avail Warehouse/Transportation Systems Kinsale Erlanger 120% 110% 95% 95% 45% 45%
Avail Warehouse/Transportation Systems Kinsale Fontana 130% 125% 35% 35% 25% 25%
Avail Finance / Human Resources / Legal Kinsale Heilgeist 125% 120% 125% 125% 125% 125%
Avail Whse/Trans Sys DevKey D Kinsale Kinnesport 100% 115% 80% 90% 40% 40%
Avail Whse/Trans Sys DevKey L Kinsale Kinsale 105% 76% 76% 95% 35% 35%
Avail Finance / Human Resources / Legal Kinsale Pavalar 105% 90% 95% 95% 95% 95%
Avail Warehouse/Transportation Systems Kinsale Flanders 105% 115% 25% 75% 25% 25%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Andrus 95% 90% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Arbor 137% 92% 77% 107% 77% 37%
Avail BW ABAP DevKey B Tucker Cuharick 92% 107% 72% 67% 27% 27%
Avail BW ABAP DevKey B Tucker Minneta 116% 131% 116% 71% 26% 26%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Monrovia 100% 95% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Malkhard 61% 56% 26% 26% 26% 26%
Avail BW ABAP DevKey L Tucker Tucker 99% 88% 69% 60% 49% 44%
43
Get the Red Out!
Admin
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
Avail SC Planning / Manufacturing / Plant EngineeringKelley Rockwell 105% 90% 100% 105% 105% 105%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Burch 90% 95% 100% 100% 100% 100%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Ellerton 90% 55% 70% 60% 60% 60%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Innsbruck 125% 90% 105% 105% 105% 105%
Avail Manufacturing Systems Kelley Kelley 100% 80% 50% 65% 30% 35%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Lerner 85% 85% 70% 70% 70% 70%
Avail Manufacturing Systems Kelley Obermayr 105% 125% 110% 50% 25% 25%
Avail Manufacturing Systems DevKey B Kelley Swaton 115% 65% 50% 50% 30% 30%
Avail Warehouse / Distribution / Procurement Kinsale Blackthorne 105% 100% 105% 105% 105% 105%
Avail Warehouse / Distribution / Procurement Kinsale Daleside 110% 105% 30% 55% 25% 25%
Avail Warehouse/Transportation Systems Kinsale Erlanger 120% 110% 95% 95% 45% 45%
Avail Warehouse/Transportation Systems Kinsale Fontana 130% 125% 35% 35% 25% 25%
Avail Finance / Human Resources / Legal Kinsale Heilgeist 125% 120% 125% 125% 125% 125%
Avail Whse/Trans Sys DevKey D Kinsale Kinnesport 100% 115% 80% 90% 40% 40%
Avail Whse/Trans Sys DevKey L Kinsale Kinsale 105% 76% 76% 95% 35% 35%
Avail Finance / Human Resources / Legal Kinsale Pavalar 105% 90% 95% 95% 95% 95%
Avail Warehouse/Transportation Systems Kinsale Flanders 105% 115% 25% 75% 25% 25%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Andrus 95% 90% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Arbor 137% 92% 77% 107% 77% 37%
Avail BW ABAP DevKey B Tucker Cuharick 92% 107% 72% 67% 27% 27%
Avail BW ABAP DevKey B Tucker Minneta 116% 131% 116% 71% 26% 26%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Monrovia 100% 95% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Malkhard 61% 56% 26% 26% 26% 26%
Avail BW ABAP DevKey L Tucker Tucker 99% 88% 69% 60% 49% 44%
Bad Behavior: Mild
44
Project NameProject
Manager
Admin
Manager
Resource
Name Jan12 Feb12 Mar12
Green Migrate Common Business Processes Kinsale Kelley Obermayr 0.10 0.10 0.05
Green Create Mfg reports in Data Warehouse Obermayr Kelley Obermayr 0.20 0.40 0.40
Green OEE Data Input and Download from ERP Obermayr Kelley Obermayr 0.20 - -
Green Plant 3 Maintenance System ImplementationObermayr Kelley Obermayr 0.20 0.10 0.20
Complete Plant 2 Maintenance System ImplementationObermayr Kelley Obermayr 0.05 0.05 -
Green PE Group Data Retrieval Obermayr Kelley Obermayr 0.10 0.10 0.20
Proposed General ETB Q1-2012: Manufacturing Kelley Kelley Obermayr - 0.05 0.05
RTB Break / Fix Kelley Obermayr 0.03 0.03 0.03
RTB Operations Kelley Obermayr 0.02 0.02 0.02
Admin Holidays Kelley Obermayr 0.05 - 0.05
Admin Other Kelley Obermayr 0.05 0.05 0.05
Admin Regular "Non-Working" Time Kelley Obermayr 0.05 0.05 0.05
Admin Vacation Kelley Obermayr - 0.30 -
Avail Manufacturing Systems Kelley Obermayr 105% 125% 110%
Bad Behavior: Mild
45
Project NameProject
Manager
Admin
Manager
Resource
Name Jan12 Feb12 Mar12
Green Migrate Common Business Processes Kinsale Kelley Obermayr 0.10 0.10 0.05
Green Create Mfg reports in Data Warehouse Obermayr Kelley Obermayr 0.20 0.40 0.40
Green OEE Data Input and Download from ERP Obermayr Kelley Obermayr 0.20 - -
Green Plant 3 Maintenance System ImplementationObermayr Kelley Obermayr 0.20 0.10 0.20
Complete Plant 2 Maintenance System ImplementationObermayr Kelley Obermayr 0.05 0.05 -
Green PE Group Data Retrieval Obermayr Kelley Obermayr 0.10 0.10 0.20
Proposed General ETB Q1-2012: Manufacturing Kelley Kelley Obermayr - 0.05 0.05
RTB Break / Fix Kelley Obermayr 0.03 0.03 0.03
RTB Operations Kelley Obermayr 0.02 0.02 0.02
Admin Holidays Kelley Obermayr 0.05 - 0.05
Admin Other Kelley Obermayr 0.05 0.05 0.05
Admin Regular "Non-Working" Time Kelley Obermayr 0.05 0.05 0.05
Admin Vacation Kelley Obermayr - 0.30 -
Avail Manufacturing Systems Kelley Obermayr 105% 125% 110%
Project NameProject
Manager
Admin
Manager
Resource
Name Jan12 Feb12 Mar12
Green Migrate Common Business Processes Kinsale Kelley Obermayr 0.10 0.10 0.05
Green Create Mfg reports in Data Warehouse Obermayr Kelley Obermayr 0.20 0.40 0.40
Green OEE Data Input and Download from ERP Obermayr Kelley Obermayr 0.20 - -
Green Plant 3 Maintenance System ImplementationObermayr Kelley Obermayr 0.20 0.10 0.20
Complete Plant 2 Maintenance System ImplementationObermayr Kelley Obermayr 0.05 0.05 -
Green PE Group Data Retrieval Obermayr Kelley Obermayr 0.10 0.10 0.20
Proposed General ETB Q1-2012: Manufacturing Kelley Kelley Obermayr - 0.05 0.05
RTB Break / Fix Kelley Obermayr 0.03 0.03 0.03
RTB Operations Kelley Obermayr 0.02 0.02 0.02
Admin Holidays Kelley Obermayr 0.05 - 0.05
Admin Other Kelley Obermayr 0.05 0.05 0.05
Admin Regular "Non-Working" Time Kelley Obermayr 0.05 0.05 0.05
Admin Vacation Kelley Obermayr - 0.30 -
Avail Manufacturing Systems Kelley Obermayr 105% 125% 110%
Assumption: we are Modeling Reality
People typically do not work on vacation
Project plans should reflect actual time planned to work
Will that vacation gap impact project time lines?
46
Get the Red Out!
Admin
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
Avail SC Planning / Manufacturing / Plant EngineeringKelley Rockwell 105% 90% 100% 105% 105% 105%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Burch 90% 95% 100% 100% 100% 100%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Ellerton 90% 55% 70% 60% 60% 60%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Innsbruck 125% 90% 105% 105% 105% 105%
Avail Manufacturing Systems Kelley Kelley 100% 80% 50% 65% 30% 35%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Lerner 85% 85% 70% 70% 70% 70%
Avail Manufacturing Systems Kelley Obermayr 105% 125% 110% 50% 25% 25%
Avail Manufacturing Systems DevKey B Kelley Swaton 115% 65% 50% 50% 30% 30%
Avail Warehouse / Distribution / Procurement Kinsale Blackthorne 105% 100% 105% 105% 105% 105%
Avail Warehouse / Distribution / Procurement Kinsale Daleside 110% 105% 30% 55% 25% 25%
Avail Warehouse/Transportation Systems Kinsale Erlanger 120% 110% 95% 95% 45% 45%
Avail Warehouse/Transportation Systems Kinsale Fontana 130% 125% 35% 35% 25% 25%
Avail Finance / Human Resources / Legal Kinsale Heilgeist 125% 120% 125% 125% 125% 125%
Avail Whse/Trans Sys DevKey D Kinsale Kinnesport 100% 115% 80% 90% 40% 40%
Avail Whse/Trans Sys DevKey L Kinsale Kinsale 105% 76% 76% 95% 35% 35%
Avail Finance / Human Resources / Legal Kinsale Pavalar 105% 90% 95% 95% 95% 95%
Avail Warehouse/Transportation Systems Kinsale Flanders 105% 115% 25% 75% 25% 25%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Andrus 95% 90% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Arbor 137% 92% 77% 107% 77% 37%
Avail BW ABAP DevKey B Tucker Cuharick 92% 107% 72% 67% 27% 27%
Avail BW ABAP DevKey B Tucker Minneta 116% 131% 116% 71% 26% 26%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Monrovia 100% 95% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Malkhard 61% 56% 26% 26% 26% 26%
Avail BW ABAP DevKey L Tucker Tucker 99% 88% 69% 60% 49% 44%
47
Get the Red Out!
Admin
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
Avail SC Planning / Manufacturing / Plant EngineeringKelley Rockwell 105% 90% 100% 105% 105% 105%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Burch 90% 95% 100% 100% 100% 100%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Ellerton 90% 55% 70% 60% 60% 60%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Innsbruck 125% 90% 105% 105% 105% 105%
Avail Manufacturing Systems Kelley Kelley 100% 80% 50% 65% 30% 35%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Lerner 85% 85% 70% 70% 70% 70%
Avail Manufacturing Systems Kelley Obermayr 105% 125% 110% 50% 25% 25%
Avail Manufacturing Systems DevKey B Kelley Swaton 115% 65% 50% 50% 30% 30%
Avail Warehouse / Distribution / Procurement Kinsale Blackthorne 105% 100% 105% 105% 105% 105%
Avail Warehouse / Distribution / Procurement Kinsale Daleside 110% 105% 30% 55% 25% 25%
Avail Warehouse/Transportation Systems Kinsale Erlanger 120% 110% 95% 95% 45% 45%
Avail Warehouse/Transportation Systems Kinsale Fontana 130% 125% 35% 35% 25% 25%
Avail Finance / Human Resources / Legal Kinsale Heilgeist 125% 120% 125% 125% 125% 125%
Avail Whse/Trans Sys DevKey D Kinsale Kinnesport 100% 115% 80% 90% 40% 40%
Avail Whse/Trans Sys DevKey L Kinsale Kinsale 105% 76% 76% 95% 35% 35%
Avail Finance / Human Resources / Legal Kinsale Pavalar 105% 90% 95% 95% 95% 95%
Avail Warehouse/Transportation Systems Kinsale Flanders 105% 115% 25% 75% 25% 25%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Andrus 95% 90% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Arbor 137% 92% 77% 107% 77% 37%
Avail BW ABAP DevKey B Tucker Cuharick 92% 107% 72% 67% 27% 27%
Avail BW ABAP DevKey B Tucker Minneta 116% 131% 116% 71% 26% 26%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Monrovia 100% 95% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Malkhard 61% 56% 26% 26% 26% 26%
Avail BW ABAP DevKey L Tucker Tucker 99% 88% 69% 60% 49% 44%
Bad Behavior: Significant
48
Assumption: We are Modeling Effort Time NOT Calendar Time
Work forecasts for Effort Time in the project plan
You are working from a project plan, yes?
This is NOT a Reservation System
Project NameProject
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
Shop Floor Scheduling System Leyton Janga 0.20 0.20 0.20 0.20 0.20 0.20
Shop Floor Scheduling System Leyton Heilgeist 0.80 0.80 0.80 0.80 0.80 0.80
Shop Floor Scheduling System Leyton Kalles 0.40 0.40 0.40 0.40 0.40 0.40
Shop Floor Scheduling System Leyton Marston 0.05 0.05 0.05 0.05 0.05 0.05
Relocate East DC Technical Infrastructure Marston Mandeville 0.02 0.01 - - - -
Relocate East DC Technical Infrastructure Marston Pekin 0.05 0.10 - - - -
Relocate East DC Technical Infrastructure Marston Cutter 0.10 0.30 0.25 0.10 - -
Relocate East DC Technical Infrastructure Marston Heilgeist 0.05 0.05 0.15 0.05 - -
49
Prioritization Process - Requirements
1. Simplicity
a. Clearly Documented Process
b. Common Terms
c. Minimal “Bureaucracy”
2. Visibility
a. Inside / Outside of IT
b. Qualitative and Quantitative
c. Forward- / Backward-Looking
3. Transparency
a. Capture All Inputs
b. Show Real Business Value
c. Alignment with Business Objectives
d. Distribution of Resources across Business Units
e. Evergreen, Never Forgets
Background / Environment
IT Resource Forecasting
Model
Mix
Method
Project Roadmaps
Demand Management in Action
Bumps in the Road
Hitting a Wall (well, a Bigger Bump)
50
Major Change brings Major Bumps
51
Challenge: Multiple, Large, Concurrent Projects
• Six major projects in 2011; go-lives 10/1, 11/1, 12/1, 1/1, 2/1
• Functional resources (operations, finance, etc.) not in the forecast, but often the constraint
“Local” Project Roadmaps
52 MS Project draws pretty pictures …
53
Get the Red Out!
Admin
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
Avail SC Planning / Manufacturing / Plant EngineeringKelley Rockwell 105% 90% 100% 105% 105% 105%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Burch 90% 95% 100% 100% 100% 100%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Ellerton 90% 55% 70% 60% 60% 60%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Innsbruck 125% 90% 105% 105% 105% 105%
Avail Manufacturing Systems Kelley Kelley 100% 80% 50% 65% 30% 35%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Lerner 85% 85% 70% 70% 70% 70%
Avail Manufacturing Systems Kelley Obermayr 105% 125% 110% 50% 25% 25%
Avail Manufacturing Systems DevKey B Kelley Swaton 115% 65% 50% 50% 30% 30%
Avail Warehouse / Distribution / Procurement Kinsale Blackthorne 105% 100% 105% 105% 105% 105%
Avail Warehouse / Distribution / Procurement Kinsale Daleside 110% 105% 30% 55% 25% 25%
Avail Warehouse/Transportation Systems Kinsale Erlanger 120% 110% 95% 95% 45% 45%
Avail Warehouse/Transportation Systems Kinsale Fontana 130% 125% 35% 35% 25% 25%
Avail Finance / Human Resources / Legal Kinsale Heilgeist 125% 120% 125% 125% 125% 125%
Avail Whse/Trans Sys DevKey D Kinsale Kinnesport 100% 115% 80% 90% 40% 40%
Avail Whse/Trans Sys DevKey L Kinsale Kinsale 105% 76% 76% 95% 35% 35%
Avail Finance / Human Resources / Legal Kinsale Pavalar 105% 90% 95% 95% 95% 95%
Avail Warehouse/Transportation Systems Kinsale Flanders 105% 115% 25% 75% 25% 25%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Andrus 95% 90% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Arbor 137% 92% 77% 107% 77% 37%
Avail BW ABAP DevKey B Tucker Cuharick 92% 107% 72% 67% 27% 27%
Avail BW ABAP DevKey B Tucker Minneta 116% 131% 116% 71% 26% 26%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Monrovia 100% 95% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Malkhard 61% 56% 26% 26% 26% 26%
Avail BW ABAP DevKey L Tucker Tucker 99% 88% 69% 60% 49% 44%
Major Change brings Major Bumps
54
Challenge: Multiple, Large, Concurrent Projects
• Six major projects in 2011; go-lives 10/1, 11/1, 12/1, 1/1, 2/1
• Functional resources (operations, finance, etc.) not in the forecast, but often the constraint
Challenge: Large Influx of New Users
• Internally developed system; documentation is good, not great
• Rules of Golf represent some fundamental philosophy changes
55
56
Major Change brings Major Bumps
57
Challenge: Multiple, Large, Concurrent Projects
• Six major projects in 2011; go-lives 10/1, 11/1, 12/1, 1/1, 2/1
• Functional resources (operations, finance, etc.) not in the forecast, but often the constraint
Challenge: Large Influx of New Users
• Internally developed system; documentation is good, not great
• Rules of Golf represent some fundamental philosophy changes
Challenge: Change in Basic Business Philosophy
• Then: Slow Growth and Low Risk
• Now: Fast Growth and Medium Risk
A Natural Law
Sound familiar?
Growing request list
Existing large backlog
Quick-changing demands
Bottlenecks on key resources / skills
Challenge Too many projects and commitments, not enough people
Solution Resource Requirements Forecast + “Local” Project Roadmaps
Manage the constrained resources and let everything else “flow”
A Natural Law
Sound familiar?
Growing request list
Existing large backlog
Quick-changing demands
Bottlenecks on key resources / skills
Challenge Too many projects and commitments, not enough people
Solution Resource Requirements Forecast + “Local” Project Roadmaps
Manage the constrained resources and let everything else “flow”
Resource Forecast and Capacity
This presentation is licensed under the Attribution-NonCommercial-NoDerivs 3.0 United States license,
available at http://creativecommons.org/licenses/by-nc-sa/3.0/
James P. MacLennan Vice President, Information Technology
Pactiv LLC
1900 West Field Court
Lake Forest, IL 60045
(847) 840 8132
jpmacl@cazh1.com
An electronic version of these slides is available online
www.cazh1.com
CampIT - IT Portfolio Management Conference
Rosemont, IL Feb 16, 2012
20120216 CAMPIT CONFERENCE ROSEMONT.PPX
Image Credits: By Geoff (originally posted to Flickr as Pilgrim's path) [CC-BY-2.0 (www.creativecommons.org/licenses/by/2.0)], via Wikimedia Commons
62
Mix
Next Steps - Define Standards for Allocation of Resources
How much time on Admin? Department standards / expectations
What tasks, what % of time for “RTB”?
Which systems, resources, time commitment for “Maintenance”?
How much time / resources on the prioritized list of Projects?
What is the `best mix?
“RTB” (25%) Projects (25%)“Maint” (25%) Admin (25%)
“RTB” (30%) Projects (40%)“Maint”
(10%) Admin (20%)
“RTB” (50%)Projects
(10%)
“Maint”
(10%) Admin (30%)
Symphony 2008 Objectives
Problem:
We [still] prioritize and schedule more work than we can get done!
Cause / Effect:
– Stuff takes a long time to finish
– Stuff takes a long time to get started
– Outside factors stop progress; restarts are painful
– 1 / 2 / 3 / 99 … difficult / inconsistent / squishy
– Stopping something that is already started is almost unheard of
Result:
– Angst about overscheduling …
– Frustration over Constrained Resources
– Frustration over Lack of Control of My Schedule
– ... and we avoid the "most difficult" conversations with business units that want this stuff
we avoid the "No"'s
64
Get the Red Out!
Admin
Manager
Resource
Name Jan12 Feb12 Mar12 Apr12 May12 Jun12
Avail SC Planning / Manufacturing / Plant EngineeringKelley Rockwell 105% 90% 100% 105% 105% 105%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Burch 90% 95% 100% 100% 100% 100%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Ellerton 90% 55% 70% 60% 60% 60%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Innsbruck 125% 90% 105% 105% 105% 105%
Avail Manufacturing Systems Kelley Kelley 100% 80% 50% 65% 30% 35%
Avail SC Planning / Manufacturing / Plant EngineeringKelley Lerner 85% 85% 70% 70% 70% 70%
Avail Manufacturing Systems Kelley Obermayr 105% 125% 110% 50% 25% 25%
Avail Manufacturing Systems DevKey B Kelley Swaton 115% 65% 50% 50% 30% 30%
Avail Warehouse / Distribution / Procurement Kinsale Blackthorne 105% 100% 105% 105% 105% 105%
Avail Warehouse / Distribution / Procurement Kinsale Daleside 110% 105% 30% 55% 25% 25%
Avail Warehouse/Transportation Systems Kinsale Erlanger 120% 110% 95% 95% 45% 45%
Avail Warehouse/Transportation Systems Kinsale Fontana 130% 125% 35% 35% 25% 25%
Avail Finance / Human Resources / Legal Kinsale Heilgeist 125% 120% 125% 125% 125% 125%
Avail Whse/Trans Sys DevKey D Kinsale Kinnesport 100% 115% 80% 90% 40% 40%
Avail Whse/Trans Sys DevKey L Kinsale Kinsale 105% 76% 76% 95% 35% 35%
Avail Finance / Human Resources / Legal Kinsale Pavalar 105% 90% 95% 95% 95% 95%
Avail Warehouse/Transportation Systems Kinsale Flanders 105% 115% 25% 75% 25% 25%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Andrus 95% 90% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Arbor 137% 92% 77% 107% 77% 37%
Avail BW ABAP DevKey B Tucker Cuharick 92% 107% 72% 67% 27% 27%
Avail BW ABAP DevKey B Tucker Minneta 116% 131% 116% 71% 26% 26%
Avail BW: Func Desn/Build, Qrys/Rpts Tucker Monrovia 100% 95% 95% 95% 95% 95%
Avail BW ABAP DevKey B Tucker Malkhard 61% 56% 26% 26% 26% 26%
Avail BW ABAP DevKey L Tucker Tucker 99% 88% 69% 60% 49% 44%
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