How do you develop and maintain a resource database for multiple projects?

To establish and sustain a resource database for multiple projects, start by defining the resource types crucial for these endeavors. Select a suitable database tool that aligns with your organization's needs and capabilities. Create a structured database outlining categories, attributes, and relationships among resources. Populate it with accurate and relevant data, ensuring regular updates to maintain its relevance and reliability. Regular maintenance involves validating, cleansing, and updating information. Leverage this database actively to inform decisions, allocate resources efficiently, and optimize utilization across various projects, fostering better project management and resource allocation strategies.

Establish a centralized resource database detailing team members' skills, availability, and roles. Regularly update this database based on project assignments and personnel changes. Categorize resources by expertise to facilitate quick identification. Leverage project management tools or dedicated software to maintain accessibility and accuracy.

Begin by centralising information on available resources, talents, and capacities in order to develop and maintain a resource database for different projects. Regularly categorise and update resource details using project management software or databases to ensure accuracy and accessibility across projects. To keep the database current and reliable, implement consistent data entry standards and provide a system for continuing maintenance and verification.

Another aspect to take into consideration is the integration interfaces that it offers in order to be able to develop customized frontend for the users (web or app) for them to consume the data and add new one

It's very easy for managers to ignore what the data says and rely on personal opinions, which defeats the purpose of having a DB in the first place. Data-driven decisions are devoid of emotions and as such should be relied upon for evidence-based interventions.

In my experience, I have discovered that setting up precise data entry guidelines from the outset can be incredibly advantageous. By maintaining consistent naming conventions and formats, data accuracy is ensured and data upkeep becomes effortless. This ultimately leads to a dependable database that serves as a valuable resource for a variety of projects.

Before all these steps are followed, it should be defined a data governance policy. The database is just a tool. On the other hand, a change management program to create awareness about the importance of adopting a data centric mindset is needed, if not, the database may not be used.

How you approach this depends on the type of resource you want to track. Managing licences is far different to managing people resources and will require different tools and processes. The main area to consider before defining a people resource approach and choosing a tool is: How large is the pool of people you wish to manage? If you only have a small pool it is probably not cost effective to buy a resourcing tool. If you have a large pool a system will be more cost effective.

Whatever system you use, the key to any success has to be regular engagement and review by all contributing parties. Projects slip and impacts need to be captured, understood and changes agreed not just assuming resource can be retained.