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How can you measure the performance of your team and program with resource allocation?

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Resource allocation is a critical aspect of program management, as it determines how efficiently and effectively you can deliver your program outcomes and benefits. However, resource allocation is not a one-time decision, but a dynamic and ongoing process that requires constant monitoring and evaluation. How can you measure the performance of your team and program with resource allocation? Here are some tips and techniques to help you optimize your resources and achieve your program goals.

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Jerhmie Zacarias, MS

PMP? | Project, Program, and Transformation Leader

1 Define your key performance indicators

The first step to measure your team and program performance with resource allocation is to define your key performance indicators (KPIs). KPIs are measurable values that reflect how well you are achieving your program objectives and aligning with your strategic vision. KPIs can be related to various aspects of your program, such as scope, quality, schedule, cost, risk, stakeholder satisfaction, and value creation. You should select KPIs that are relevant, specific, measurable, achievable, realistic, and time-bound, and communicate them clearly to your team and stakeholders.

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Jerhmie Zacarias, MS

PMP? | Project, Program, and Transformation Leader
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??? We all know that KPIs are important, but how do we create and determine good KPIs? For me: 1. Align KPIs to Objectives: Ensure they directly support your program's goals. 2. Make KPIs Measurable: They should involve quantifiable, trackable data. 3. Keep KPIs Relevant: They need to matter to your team and program. 4. Make them Understandable: All team members should comprehend what they measure. 5. Review Regularly: Your KPIs aren't set in stone. Update them as needed to better fit changing objectives or strategies. A good set of KPIs will drive progress and motivate your team.

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2 Track and report your resource utilization

The next step to measure your team and program performance with resource allocation is to track and report your resource utilization. Resource utilization is the percentage of time or capacity that your resources are used for productive work. Resource utilization can help you identify how efficiently you are using your resources, how much work your resources can handle, and how much slack or buffer you have in case of changes or uncertainties. You should use tools and methods, such as timesheets, dashboards, reports, and resource management software, to collect and analyze data on your resource utilization and compare it with your planned allocation and KPIs.

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Jerhmie Zacarias, MS

PMP? | Project, Program, and Transformation Leader
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??? Tracking resource utilization is critical in assessing team and program performance in program management. ?? By identifying who is working on what, and the time and resources consumed, one can evaluate productivity and efficiency. ??? Regular reporting provides transparency, allowing managers to reassign resources if needed. Functioning as a control measure, it reveals scope creep or other issues, prompting timely interventions. This tracking assesses if resources are optimally utilized and tasks are completed within timelines, directly indicating team performance. On a program level, it shows if the program is on track towards achieving its objectives, directing overall performance.

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3 Evaluate your resource allocation decisions

The third step to measure your team and program performance with resource allocation is to evaluate your resource allocation decisions. Resource allocation decisions are the choices you make about how to assign, prioritize, balance, and optimize your resources across your program components and activities. Resource allocation decisions can have a significant impact on your program performance, as they affect the quality, speed, cost, and value of your deliverables and outcomes. You should use techniques and criteria, such as cost-benefit analysis, return on investment, value for money, and opportunity cost, to assess the effectiveness and efficiency of your resource allocation decisions and identify areas for improvement.

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4 Adjust your resource allocation plan

The final step to measure your team and program performance with resource allocation is to adjust your resource allocation plan. Resource allocation plan is the document that outlines how you will allocate your resources throughout the program lifecycle and how you will manage any changes or issues that may arise. Resource allocation plan is not a static document, but a flexible and adaptive one that reflects the current and future needs and realities of your program. You should review and update your resource allocation plan regularly, based on the feedback and data you gather from your measurement and evaluation processes, and communicate any changes or adjustments to your team and stakeholders.

Resource allocation is a vital skill for program managers, as it enables them to maximize the use and value of their resources and deliver their program outcomes and benefits effectively. By measuring your team and program performance with resource allocation, you can ensure that you are aligning your resources with your program objectives and strategic vision, and that you are adapting to the changing and complex program environment.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Jerhmie Zacarias, MS

PMP? | Project, Program, and Transformation Leader
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??????? To summarize my points, Performance Measurement with resource allocation involves assessing how efficiently and effectively resources have been utilized. Key metrics can include: ?? Return on Investment (ROI), which indicates financial efficiency; ?? productivity metrics like output per resource; and ?? program-specific KPIs to gauge the effectiveness in achieving objectives. Resource utilization rate can provide insights into capacity management. Comparing actual vs. planned resource usage can highlight discrepancies and reveal areas for improvement. Tools such as Balanced Scorecard can also be used to evaluate performance across multiple dimensions - financial, customer, internal processes, and learning & growth.

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How can you measure the performance of your team and program with resource allocation?

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3

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5

1 Define your key performance indicators

2 Track and report your resource utilization

3 Evaluate your resource allocation decisions

4 Adjust your resource allocation plan

5 Here’s what else to consider

Program Management

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How can you measure the performance of your team and program with resource allocation?

1

2

3

4

5

1 Define your key performance indicators

2 Track and report your resource utilization

3 Evaluate your resource allocation decisions

4 Adjust your resource allocation plan

5 Here’s what else to consider

Program Management

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