Resource Allocation
A systematic procedure for identifying, requesting, assigning, and managing personnel and material resources across projects to optimise utilisation and ensure delivery commitments are met.
Purpose
To ensure that every project has the right people with the right skills available at the right time, while maintaining balanced workloads and avoiding over-allocation across the portfolio.
Scope
Applies from the point of initial resource demand identification through to ongoing resource monitoring and reallocation throughout the project lifecycle.
Prerequisites
- Approved project plan with a work breakdown structure and effort estimates
- Resource pool inventory showing available personnel, their skills, and current allocations
- Organisational resource management policies and priority frameworks
- Access to the resource management or capacity planning tool
Step-by-Step Procedure
Identify Resource Requirements
Analyse the project plan and work breakdown structure to determine the specific roles, skills, and effort levels required across the project timeline.
- 1.1Review each work package to identify the required roles and skill sets
- 1.2Estimate the effort in hours or days for each role per project phase
- 1.3Identify any specialised skills or certifications that constrain the resource pool
Check Resource Availability
Review the current resource pool to identify who is available, their existing commitments, and any capacity constraints during the required time periods.
- 2.1Query the resource management tool for personnel matching the required skills and availability windows
- 2.2Review existing project commitments for potential candidates to confirm they have sufficient capacity
- 2.3Identify any resource conflicts where multiple projects need the same person at the same time
- Check for planned leave and public holidays when assessing availability
Submit Resource Requests
Formally request the identified resources through the appropriate approval process, providing justification and priority context for each request.
- 3.1Complete the resource request form specifying the role, skills, effort, and duration needed
- 3.2Include the project priority and business justification to support allocation decisions
- 3.3Submit the request to the resource manager or portfolio management office for review
- 3.4Follow up on any requests that require escalation due to competing demands
Resolve Conflicts and Confirm Allocations
Work with resource managers and other project managers to resolve any allocation conflicts and confirm final resource assignments.
- 4.1Negotiate with other project managers to resolve shared resource conflicts based on project priority
- 4.2Escalate unresolvable conflicts to the portfolio steering committee for decision
- 4.3Confirm final allocations with each assigned team member and their line manager
Onboard Allocated Resources
Brief newly assigned team members on the project context, their specific responsibilities, and provide access to all necessary project tools and documentation.
- 5.1Share the project brief, plan, and relevant documentation with each new team member
- 5.2Grant access to project management tools, repositories, and communication channels
- 5.3Introduce them to the project team and schedule any necessary orientation meetings
- Pair new team members with an existing team member as a buddy for the first week
Monitor Utilisation and Adjust
Continuously track resource utilisation against the plan, identifying under or over-allocation early and making adjustments to maintain optimal productivity.
- 6.1Review resource utilisation reports weekly to identify variance from planned allocation
- 6.2Discuss workload concerns with team members during regular check-ins
- 6.3Initiate reallocation or additional resource requests when utilisation deviates significantly from plan
Quality Checkpoints
Common Mistakes to Avoid
Expected Outcomes
Average percentage of allocated time that is productively used on project tasks versus idle or unplanned administrative time
Percentage of resource requests that are fulfilled with the requested skill profile within the requested timeframe
Number of instances per quarter where a team member is allocated to more than one hundred percent capacity across all projects
Frequently Asked Questions
How far in advance should resource requests be submitted?
Submit resource requests at least two to four weeks before the required start date for standard roles. For highly specialised roles or large teams, submit requests six to eight weeks in advance. Include this lead time in your project planning from the outset.
How do we handle resource conflicts between projects of equal priority?
When projects are of equal priority, escalate the conflict to the portfolio steering committee with a clear summary of the impact on each project. The committee can make a decision based on broader strategic context, client commitments, or revenue implications.
What should we do when a required skill is not available in-house?
First explore whether an existing team member can be upskilled in time. If not, engage contractors or external consultants through the approved procurement process. Document the skill gap and report it to the resource manager so the organisation can plan for future hiring or training.
Should part-time allocations be avoided?
Part-time allocations are sometimes unavoidable but should be managed carefully. Context-switching between projects reduces productivity, so aim for a minimum allocation of forty percent on any single project. Track the impact of part-time allocations on delivery velocity.
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