Staff Optimization: Keep your teams optimized

Staff Optimization is one of the most significant challenges in project management, if not the most challenging one. Project scheduling and task assignment to different people must be followed by resource analysis, what-if scenarios to prevent over-commitment and false delivery projections to management and customers, as well as under-utilization of resources which can lead to disengaged unhappy employees.

In addition, analyzing the loading of groups of people based on teams or skills (and not just on the individual level) are doing from a high-level view is not readily available for portfolio leaders. 

And to add to the undertaking of resource management, when constant changes take place in a portfolio as they normally do, rapid resource load adjustments, and then tracking and monitoring their impact within resource management and project delivery becomes painstaking work.

Proggio solves these resource management challenges with its visual and dynamic resource management map on a timeline.

Benefits of managing resources in Proggio

With Proggio you will be able to handle these common use cases mentioned above with simplicity, flexibility, and clarity. But most of all, with Proggio you can now automatically visualize your resource load from a high-level customized view to maintain better control over all your resources.

Above is the high-level view of the resource load of cross-functional teams.

  1. Gain a High-Level View of Your Resource Allocation
    Unlike most project portfolio tools, with Proggio you can see resource loads across projects (i.e., at the portfolio level, team level, grouped by type of skill, or down to the individual). In other words, you can immediately see if your resources are aligned with your project priorities (vs. having them buried on low priority tasks)
  2. Manage Resources with Greater Flexibility
    Easily manage who your resources are, their load percentage, their roles and permissions, and more on a visual timeline map view.
  3. Adapt to Change Without a Hitch
    When the inevitable changes take place in your project portfolio, and impact projects and the resources that execute them, predict the implications of “what-if” changes in resource management on resources and delivery in a clear visual resource management map. Some examples of what kind of scenarios you can preview:
    a. Adding a project into the current plan and like to see the implications 
    b. Spotting an overcommit and moving a project timing to see the implications 
    c. I’m filtering the analysis per skill to focus on areas where I know there is an issue. I’m taking a project out of the analysis to see how we are doing without it
  4. Focus Faster
    Tag users by their skills, and filter who or what group you want to monitor, allocate, or re-allocate tasks to instantly.  Easily highlight areas where you might need skill development or contract/temp hires if demand for specific skills exceeds what’s available.
  5. Enable Automatic Workload Awareness
    With Proggio’s focused views and simple tools that support all stakeholders based on roles and permissions, you can support their work in the same solution so that you can always automatically be up to date about their workload. In addition, if someone wants to make a change at the project or task level that impacts anything else on the project timeline (i.e., extending the timeline), they will be blocked from doing so. If they have permission to make the adjustment, any and all items that are impacted will automatically shift to the day after the original date planned and be visibly reflected on the visual timeline, while the relevant stakeholders will be notified of the changes in the Proggio feed and in the notification bell.

Above you will see that the resource, John White, begins with a current 60% load capacity > Track it back to the project that he is assigned to > Within the project activity, you decide that he can help Milat with a task so you add him and give him 30% workload to this new task > John’s resource load changes automatically to 78%.

6. Save Time with Automatic Project Portfolio Updates
Have your project portfolio updated from the bottom-up when end-users make updates about their activity status automatically.

7. Minimize Your Efforts
When resources have access to Proggio, they will automatically be updated about any tasks that they get added or removed from their activity and task list.