ISO 21502:2020 Clause 7.5 Resources management

7.5.1 Overview

The purpose of resources management is to determine the resources needed to deliver the scope of the project in terms of quality, quantity and optimum usage. Resources should be an integrated part of the project’s plan.
Resources can include people, facilities, equipment, materials, infrastructure and tools. Resources management should involve planning, managing and controlling resources to determine the resource quality, quantity and necessary optimization needed for achieving the objectives of the project.
Those individuals involved in resources management should understand the critical aspects of human resource management regarding competence, experience, availability, behaviour and culture. Requirements and attributes for resources, such as origin, time required and start and end dates for resources should be defined, recorded and updated as necessary.
Conflicts in the availability of resources can occur due to unavoidable circumstances, such as equipment failure, weather, labour unrest, technical problems or competing demands of other work. Such circumstances can necessitate rescheduling activities and can result in a change of resource requirements for current or subsequent activities. Resources should be planned such that they are available when needed and include a reserve to cover the timely intervention of appropriate preventive and corrective actions. Procedures should be established to identify the risks and issues that can result from reallocating existing resources or gathering of additional resources.

In project management, resource management refers to the process of effectively and efficiently allocating, utilizing, and managing the various resources required to complete a project. These resources can include human resources (personnel), materials, equipment, facilities, time, and finances. Resource management involves planning, acquiring, developing, and controlling resources throughout the project lifecycle to ensure that project objectives are achieved within the constraints of time, budget, and quality. Key aspects of resource management in project management include:

1. Resource Planning: This involves identifying the types and quantities of resources needed for each project activity. Resource planning considers the availability of resources, their skills and expertise, and any constraints or limitations that may affect resource allocation.
2. Resource Allocation: Once resources are identified and planned, they are allocated to specific project activities based on the project schedule and requirements. Resource allocation involves assigning resources to tasks and ensuring that they are available when needed to complete the work.
3. Resource Acquisition: Resources may need to be acquired from internal or external sources to meet project requirements. This may involve hiring new personnel, procuring materials or equipment, or outsourcing certain tasks to third-party vendors or contractors.
4. Resource Development: Resource management also involves developing and enhancing the capabilities of project team members to ensure they have the skills and expertise needed to perform their roles effectively. This may include training programs, mentoring, coaching, and professional development opportunities.
5. Resource Utilization: Maximizing resource utilization involves optimizing the use of available resources to minimize waste and inefficiency. This may include prioritizing tasks, balancing workloads, and ensuring that resources are utilized effectively to achieve project objectives.
6. Resource Monitoring and Control: Throughout the project lifecycle, resource utilization is monitored and controlled to ensure that resources are being used according to plan and that any deviations or issues are addressed promptly. This may involve tracking resource usage, monitoring progress against the project schedule, and implementing corrective actions as needed to optimize resource performance.
7. Resource Optimization: Resource management also involves continuously evaluating and optimizing resource utilization to improve project efficiency and effectiveness. This may include reallocating resources, adjusting schedules, or identifying opportunities to streamline processes and reduce resource waste.

Effective resource management is essential for project success as it ensures that the right resources are available at the right time and in the right quantity to support project activities and deliverables. By effectively managing resources, project managers can minimize risks, optimize project performance, and maximize the likelihood of achieving project objectives within the constraints of time, budget, and quality.

The purpose of resources management is to determine the resources needed to deliver the scope of the project in terms of quality, quantity and optimum usage.

The purpose of resource management in project management is to determine the resources needed to deliver the project scope effectively and efficiently, ensuring quality, quantity, and optimal usage. Here’s a breakdown of this purpose:

1. Identifying Required Resources: Resource management involves identifying the specific resources required to complete the project scope. This includes human resources (e.g., project team members, specialists), materials, equipment, facilities, time, and financial resources.
2. Quality: Ensuring that the resources allocated to the project meet the required quality standards is essential. This involves selecting resources with the appropriate skills, experience, and qualifications to perform their roles effectively. Quality considerations also extend to materials, equipment, and other resources to ensure they meet project specifications and requirements.
3. Quantity: Resource management entails determining the quantity of resources needed to support project activities and deliverables. This involves estimating the amount of work required for each task or activity and identifying the corresponding resource requirements. Adequate resource quantities ensure that project activities can be completed on schedule and within budget.
4. Optimum Usage: Resource management aims to optimize the usage of available resources to maximize efficiency and effectiveness. This involves allocating resources in a way that minimizes waste, reduces idle time, and maximizes productivity. Optimizing resource usage ensures that resources are utilized to their fullest potential, contributing to the successful completion of project objectives.
5. Balancing Constraints: Resource management involves balancing various project constraints, including time, cost, scope, and quality, to achieve project objectives. This requires careful consideration of trade-offs and prioritization of resources to address competing demands and constraints effectively.
6. Planning and Allocation: Resource management includes planning and allocating resources according to the project schedule, priorities, and requirements. This involves developing resource plans, assigning resources to specific tasks or activities, and ensuring that resources are available when needed to support project execution.
7. Monitoring and Control: Resource management also involves monitoring resource usage and performance throughout the project lifecycle. This includes tracking resource utilization, assessing progress against resource plans, and implementing corrective actions as needed to address deviations or issues. Effective monitoring and control ensure that resources are managed efficiently and that any resource-related risks are mitigated promptly.

By focusing on determining the resources needed to deliver the project scope in terms of quality, quantity, and optimum usage, resource management helps ensure that projects are executed successfully and deliver the intended outcomes within the constraints of time, budget, and quality.

Resources should be an integrated part of the project’s plan.

Resources should be an integrated part of the project’s plan from the very beginning. Here’s why:

1. Alignment with Objectives: Including resources in the project plan ensures that the project team has a clear understanding of the resources needed to achieve project objectives. By integrating resources into the planning process, project managers can align resource allocation with project goals and requirements.
2. Resource Identification and Allocation: Integrating resources into the project plan allows project managers to identify the specific resources required for each project activity and allocate them accordingly. This ensures that resources are available when needed and that tasks can be completed on schedule.
3. Budgeting and Cost Management: Resources, especially financial resources, play a significant role in project budgeting and cost management. By including resources in the project plan, project managers can accurately estimate resource costs, develop a budget that aligns with resource requirements, and track resource expenditures throughout the project lifecycle.
4. Risk Management: Inadequate or misallocated resources can pose significant risks to project success. By integrating resources into the project plan, project managers can proactively identify resource-related risks, assess their potential impact on project objectives, and develop risk mitigation strategies to address them.
5. Resource Constraints and Dependencies: Projects often have resource constraints and dependencies that need to be managed effectively. By incorporating resources into the project plan, project managers can identify resource constraints, such as limited availability of skilled personnel or equipment, and plan accordingly to minimize their impact on project execution.
6. Schedule Management: Resources have a direct impact on project schedules. By integrating resources into the project plan, project managers can develop realistic schedules that account for resource availability, dependencies, and constraints. This ensures that project timelines are achievable and that tasks are sequenced in a way that optimizes resource utilization.
7. Communication and Collaboration: Including resources in the project plan facilitates communication and collaboration among project stakeholders. By clearly defining resource requirements and allocations in the project plan, project managers can ensure that all stakeholders have a shared understanding of resource needs and can work together effectively to support project execution.

In summary, integrating resources into the project plan is essential for ensuring that projects are executed successfully and that resources are effectively managed to achieve project objectives within the constraints of time, budget, and quality.

Resources can include people, facilities, equipment, materials, infrastructure and tools.

Resources in project management encompass a wide range of elements, including:

1. People: Human resources are one of the most critical components of any project. This includes project managers, team members, stakeholders, subject matter experts, and any other individuals involved in project execution.
2. Facilities: Facilities refer to physical spaces or locations required to support project activities. This can include office space, meeting rooms, laboratories, manufacturing facilities, or any other infrastructure needed to facilitate project work.
3. Equipment: Equipment comprises the tools, machinery, technology, and other physical assets necessary to perform project tasks. This can range from computers, software, and communication devices to specialized machinery, vehicles, and hardware specific to the project requirements.
4. Materials: Materials are the tangible goods or substances used in project activities. This can include raw materials, components, supplies, and consumables required to produce project deliverables. Materials can vary depending on the nature of the project, such as construction materials for building projects or raw materials for manufacturing projects.
5. Infrastructure: Infrastructure refers to the underlying framework or systems that support project operations. This can include IT infrastructure, communication networks, utilities, transportation systems, and other essential services needed to enable project activities.
6. Tools: Tools encompass the software applications, methodologies, and techniques used to facilitate project management and execution. This can include project management software, collaboration platforms, data analysis tools, and specialized methodologies or frameworks used to plan, monitor, and control project activities.

Incorporating these various resources into the project plan and effectively managing them throughout the project lifecycle is essential for ensuring project success. By carefully planning, allocating, and utilizing resources, project managers can optimize project performance, mitigate risks, and deliver high-quality outcomes within the constraints of time, budget, and scope.

Resources management should involve planning, managing and controlling resources to determine the resource quality, quantity and necessary optimization needed for achieving the objectives of the project.

Resource management in project management involves planning, managing, and controlling resources to ensure that the right resources are available at the right time and in the right quantity to achieve the project objectives effectively and efficiently. Here’s how resource management encompasses planning, managing, and controlling resources to determine resource quality, quantity, and necessary optimization:

1. Planning Resources: Resource management begins with planning, which involves identifying the types and quantities of resources needed to support project activities and deliverables. During the planning phase, project managers assess project requirements, estimate resource needs, and develop resource plans that outline how resources will be allocated and utilized throughout the project lifecycle.
2. Managing Resources: Once resources are identified and allocated, project managers are responsible for managing those resources effectively. This includes overseeing resource assignments, monitoring resource utilization, and resolving any resource-related issues or conflicts that may arise during project execution. Effective resource management involves balancing resource availability, workload distribution, and project priorities to ensure that resources are utilized optimally to support project objectives.
3. Controlling Resources: Resource management also involves controlling resources to ensure that they are used according to plan and that any deviations or issues are addressed promptly. This includes monitoring resource performance, tracking resource usage against planned allocations, and implementing corrective actions as needed to optimize resource utilization and mitigate risks. Controlling resources helps project managers maintain alignment with project goals and objectives while maximizing the efficiency and effectiveness of resource usage.
4. Determining Resource Quality: Resource management involves assessing the quality of resources to ensure that they meet project requirements and standards. This includes evaluating the skills, expertise, and qualifications of human resources, as well as the quality and suitability of materials, equipment, facilities, and other resources used in project activities. Ensuring resource quality is essential for delivering high-quality project outcomes and minimizing rework or errors that may arise from inadequate resources.
5. Determining Resource Quantity: Resource management includes determining the quantity of resources needed to support project activities and deliverables. This involves estimating resource requirements based on project scope, schedule, and complexity, as well as considering factors such as resource availability, productivity rates, and workload distribution. Determining resource quantity ensures that project activities can be completed on schedule and within budget by ensuring that adequate resources are allocated to meet project demands.
6. Optimizing Resource Utilization: Resource management involves optimizing resource utilization to maximize efficiency and productivity. This includes identifying opportunities to streamline processes, eliminate waste, and improve resource allocation practices to enhance overall project performance. By optimizing resource utilization, project managers can minimize costs, reduce project duration, and enhance the likelihood of project success.

Overall, resource management in project management involves planning, managing, and controlling resources to determine resource quality, quantity, and necessary optimization needed for achieving the objectives of the project. Effective resource management is essential for delivering projects on time, within budget, and to the desired quality standards while maximizing the efficient use of resources and minimizing risks.

Those individuals involved in resources management should understand the critical aspects of human resource management regarding competence, experience, availability, behavior and culture.

Individuals involved in resource management should have a deep understanding of the critical aspects of human resource management, as they play a crucial role in project success. Here are some key aspects related to human resource management that should be understood:

1. Competence: Resource managers should assess the competencies of project team members to ensure they have the skills, knowledge, and expertise required to perform their roles effectively. This involves evaluating technical skills, domain expertise, certifications, and qualifications relevant to the project tasks.
2. Experience: Understanding the experience level of project team members is essential for resource managers. They should consider factors such as previous project experience, industry knowledge, and familiarity with relevant tools and technologies when assigning roles and responsibilities.
3. Availability: Resource managers need to consider the availability of human resources when planning and scheduling project activities. They should assess team members’ availability, taking into account other commitments, holidays, leave, and potential conflicts that may impact project timelines.
4. Behaviour: Resource managers should be aware of the behavioural aspects of project team members, including their work ethic, communication skills, collaboration abilities, and problem-solving approaches. Understanding team dynamics and interpersonal relationships can help resource managers foster a positive and productive work environment.
5. Culture: Recognizing the cultural diversity within project teams is crucial for resource managers. They should understand and respect cultural differences, communication styles, and working preferences to promote inclusivity and collaboration among team members from diverse backgrounds.

By understanding these critical aspects of human resource management, resource managers can effectively plan, allocate, and manage project resources to optimize team performance, mitigate risks, and enhance project outcomes. Additionally, they can foster a supportive and inclusive work environment that promotes teamwork, innovation, and continuous improvement.

Requirements and attributes for resources, such as origin, time required and start and end dates for resources should be defined, recorded and updated as necessary.

Defining and recording requirements and attributes for resources is essential for effective resource management in project management. Here’s why it’s crucial and how it should be done:

1. Clarity and Transparency: Defining requirements and attributes for resources provides clarity and transparency regarding what resources are needed for project activities. This helps stakeholders understand resource needs and ensures alignment with project objectives.
2. Resource Planning: By specifying attributes such as origin, time required, and start and end dates for resources, project managers can effectively plan and allocate resources to project activities. This includes determining when resources are needed, how long they will be required, and where they will come from.
3. Resource Allocation: Recording resource requirements and attributes allows project managers to allocate resources appropriately based on project priorities, constraints, and dependencies. This ensures that resources are assigned to tasks in a way that optimizes project performance and minimizes resource conflicts.
4. Resource Scheduling: Attributes such as start and end dates for resources are essential for scheduling project activities and managing resource availability. Project managers can use this information to sequence tasks, allocate resources efficiently, and identify potential scheduling conflicts or bottlenecks.
5. Resource Tracking and Management: Recording resource requirements and attributes enables project managers to track resource utilization, monitor progress, and manage resource availability throughout the project lifecycle. This allows for proactive resource management, including identifying resource shortages or surpluses and making adjustments as needed.
6. Updates and Adjustments: Requirements and attributes for resources should be regularly updated and adjusted as necessary to reflect changes in project scope, priorities, or constraints. This ensures that resource plans remain current and aligned with evolving project needs.

Overall, defining, recording, and updating requirements and attributes for resources is essential for effective resource management in project management. It provides clarity, transparency, and accountability regarding resource needs and facilitates efficient planning, allocation, scheduling, tracking, and management of project resources. By maintaining accurate and up-to-date records of resource requirements and attributes, project managers can optimize resource utilization, minimize risks, and maximize project success.

Conflicts in the availability of resources can occur due to unavoidable circumstances, such as equipment failure, weather, labor unrest, technical problems or competing demands of other work.

Conflicts in the availability of resources can arise due to various unavoidable circumstances that are beyond the control of the project team. Some common examples include:

1. Equipment Failure: Equipment breakdowns or malfunctions can disrupt project activities and lead to delays if alternative equipment or repairs are not readily available. This can impact the availability of resources required to complete specific tasks or activities.
2. Weather Conditions: Adverse weather conditions, such as storms, floods, or extreme temperatures, can affect outdoor project activities or access to certain locations. Weather-related disruptions can limit the availability of resources, particularly if they rely on outdoor facilities or transportation.
3. Labour Unrest: Strikes, labor disputes, or other forms of labor unrest can disrupt project activities by causing delays, work stoppages, or shortages of skilled labor. This can impact resource availability, particularly if key personnel are involved in labor disputes or are unable to work due to strike action.
4. Technical Problems: Technical issues or failures, such as software glitches, communication breakdowns, or infrastructure failures, can disrupt project activities and affect resource availability. Technical problems may require time and resources to resolve, leading to delays in project execution.
5. Competing Demands: Resources may face competing demands from other projects, departments, or stakeholders within the organization. Conflicting priorities can lead to resource shortages or conflicts, particularly if resources are scarce or in high demand across multiple projects or initiatives.

Managing conflicts in resource availability requires proactive planning, communication, and contingency measures to mitigate potential impacts on project timelines and deliverables. This may involve:

• Identifying potential sources of resource conflicts during project planning and risk assessment.
• Developing contingency plans and alternative strategies to address resource shortages or disruptions.
• Establishing clear communication channels to facilitate early detection and resolution of resource conflicts.
• Collaborating with stakeholders to prioritize resource allocation and resolve conflicts in a timely manner.
• Monitoring resource utilization and availability throughout the project lifecycle and adjusting plans as needed to address emerging issues.

By proactively addressing conflicts in resource availability and implementing appropriate mitigation measures, project managers can minimize disruptions, maintain project momentum, and ensure successful project delivery despite unforeseen challenges.

Such circumstances can necessitate rescheduling activities and can result in a change of resource requirements for current or subsequent activities.

Circumstances such as equipment failure, adverse weather, labor unrest, technical problems, or competing demands can indeed necessitate rescheduling activities and lead to changes in resource requirements for current or subsequent activities in a project. Here’s how these situations can impact project resource management:

1. Rescheduling Activities: When unexpected events occur, project managers may need to adjust the project schedule to accommodate changes in resource availability or resolve conflicts. This may involve shifting task dependencies, revising timelines, or rearranging project activities to mitigate the impact of resource disruptions.
2. Changing Resource Requirements: Resource conflicts or disruptions may result in changes to resource requirements for current or subsequent activities in the project. For example, if equipment failure occurs, alternative equipment may need to be sourced, requiring adjustments to resource allocations and schedules. Similarly, labor unrest or competing demands may necessitate reallocating personnel or hiring additional resources to maintain project progress.
3. Reallocating Resources: In response to resource conflicts or disruptions, project managers may need to reallocate resources from one activity to another to ensure that critical tasks are completed on time. This may involve prioritizing activities, adjusting workloads, or reprioritizing resource allocations to address immediate project needs.
4. Revising Resource Plans: Resource disruptions may prompt project managers to revisit resource plans and make adjustments to account for changes in resource availability, requirements, or dependencies. This may involve updating resource calendars, revising resource assignments, or renegotiating resource agreements to align with revised project schedules and objectives.
5. Implementing Contingency Measures: Project managers may implement contingency measures to mitigate the impact of resource disruptions and ensure project continuity. This may include developing backup plans, establishing alternative resource sources, or procuring reserve resources to address unexpected resource shortages or failures.
6. Communicating Changes: Effective communication is essential when implementing changes to resource requirements or schedules due to unforeseen circumstances. Project managers should communicate changes promptly to stakeholders, team members, and resource providers to ensure that everyone is aware of the revised plans and can adjust their activities accordingly.

By being proactive in rescheduling activities and adapting resource requirements in response to unexpected events, project managers can effectively manage resource disruptions and minimize their impact on project performance. Flexibility, adaptability, and effective communication are key to navigating resource challenges and maintaining project momentum in the face of uncertainty.

Resources should be planned such that they are available when needed and include a reserve to cover the timely intervention of appropriate preventive and corrective actions.

Planning resources with a reserve is a prudent approach to ensure project success, especially in the face of uncertainties and unforeseen events. Here’s why it’s important and how it can be implemented:

1. Ensure Timely Availability: By planning resources with a reserve, project managers can ensure that resources are available when needed to support project activities. This reserve can help mitigate the risk of resource shortages or delays caused by unexpected events, ensuring that project timelines are met and critical tasks are completed on schedule.
2. Account for Uncertainties: Uncertainties are inherent in any project, and having a reserve of resources allows project managers to account for these uncertainties effectively. Whether it’s unexpected delays, resource constraints, or technical issues, having a buffer of resources provides flexibility to address unforeseen challenges without jeopardizing project progress.
3. Cover Preventive and Corrective Actions: The reserve of resources can be allocated to cover the timely intervention of preventive and corrective actions. This may include proactive measures to prevent potential risks from materializing or reactive responses to address issues as they arise. Having a reserve ensures that project managers have the resources necessary to implement these actions promptly, minimizing the impact on project objectives.
4. Manage Risks: Planning resources with a reserve is a risk management strategy that helps mitigate the impact of potential risks on project outcomes. By allocating a portion of resources as a reserve, project managers can reduce the likelihood of resource shortages or delays derailing the project and increase the likelihood of successfully achieving project objectives.
5. Maintain Project Momentum: Having a reserve of resources allows project managers to maintain project momentum even in the face of unexpected challenges. Instead of waiting for resources to become available or scrambling to find alternative solutions, project teams can draw upon the reserve to address issues promptly and keep the project moving forward.
6. Optimize Resource Utilization: While the reserve of resources is intended for contingency purposes, it can also be utilized strategically to optimize resource utilization. Project managers can allocate reserve resources to critical tasks or high-risk activities to ensure their timely completion and minimize the impact of potential disruptions on project outcomes.

In summary, planning resources with a reserve is a proactive approach to managing uncertainties and mitigating risks in project management. By ensuring timely availability of resources and providing a buffer for preventive and corrective actions, project managers can enhance project resilience, maintain momentum, and increase the likelihood of successful project delivery.

Procedures should be established to identify the risks and issues that can result from reallocating existing resources or gathering of additional resources

Establishing procedures to identify the risks and issues associated with reallocating existing resources or gathering additional resources is essential for effective resource management in project management. Here’s how such procedures can be established and implemented:

1. Risk Identification: Develop a systematic process for identifying potential risks and issues associated with reallocating existing resources or gathering additional resources. This may involve conducting risk assessments, brainstorming sessions, or using risk identification techniques such as SWOT analysis, cause-and-effect diagrams, or risk registers to identify potential risks and issues.
2. Resource Reallocation Impact Analysis: Assess the potential impact of reallocating existing resources on project activities, timelines, and objectives. Consider factors such as resource dependencies, critical path tasks, project constraints, and stakeholder priorities to identify potential risks and issues that may arise from resource reallocation.
3. Resource Acquisition Risk Assessment: Evaluate the risks and challenges associated with gathering additional resources for the project. This may include assessing factors such as resource availability, cost implications, quality considerations, supplier dependencies, and procurement risks to identify potential risks and issues related to acquiring additional resources.
4. Stakeholder Consultation: Consult with relevant stakeholders, including project team members, sponsors, vendors, and other stakeholders, to gather insights and perspectives on potential risks and issues associated with resource reallocation or acquisition. Stakeholder input can help identify additional risks, validate risk assessments, and inform risk mitigation strategies.
5. Risk Mitigation Strategies: Develop and implement risk mitigation strategies to address identified risks and issues associated with resource reallocation or acquisition. This may include developing contingency plans, establishing alternative resource sources, negotiating contracts with suppliers, or implementing risk transfer mechanisms to mitigate potential impacts on project objectives.
6. Monitoring and Review: Continuously monitor and review the effectiveness of risk mitigation strategies and the status of identified risks and issues throughout the project lifecycle. Regularly review resource allocation plans, procurement processes, and resource utilization to identify emerging risks and proactively address issues as they arise.
7. Documentation and Reporting: Document identified risks, issues, and risk mitigation strategies in a risk register or project management system. Provide regular updates and reports to project stakeholders on the status of identified risks and issues, as well as the effectiveness of risk mitigation efforts, to ensure transparency and accountability in resource management.

By establishing procedures to identify the risks and issues associated with reallocating existing resources or gathering additional resources, project managers can proactively identify and address potential challenges, minimize disruptions, and optimize resource management to support project success.