Resource Planning & Resource Management

Deployment with system: Reliable resource planning software functions in BCS

Resource planning is an important part of project management that ensures that the necessary resources (project participants and material resources) are available in your projects at all times. It is also related to time and cost planning. Anticipatory capacity planning protects your employees from stress, overtime and dissatisfaction. Make optimal use of your resources: Planning, scheduling and allocating people, financial resources and material resources is child's play with BCS, as data from all modules is available in real time for resource planning. With BCS, you recognize impending resource bottlenecks at an early stage and take targeted countermeasures.

Resource provisioning for projects: Resource Planning Software

Enterprise-wide resource management can only be successful if resource planning is forward-looking and complete. With BCS, you access all the information required for holistic resource planning centrally and in real time.

In portfolio management, you clarify resource availability even before the project is released.

In addition to project tasks, BCS also allows you to keep an eye on line activities in resource planning.

You staff each project role with the right employees according to their qualifications and skills.

In addition to the project manager, team leaders are also included in the planning process.

You can respond in real time to changing priorities and staff availability, and adjust planning for any scenario.

You can schedule material resources that you manage centrally in the BCS inventory management module with just a few clicks.

Keep an eye on who is working on what and how much capacity you have free at any given time.

Adrian Kamer

Senior System Architect, Deleproject AG

"We have more efficiency and quality in our project work and can deliver more output with fewer resources."

Björn Höhne

Director Consulting, USU GmbH

"For project managers, on the one hand, it is important to be able to take into account available capacities in various skill groups for scheduling at an early stage, but also to recognize potential conflicts with other projects. For HR managers on the other hand, workload management of their employees is essential - both to avoid permanent overload and free employees."

Alexandra Baldauf

Business Consultant, Goodson Softwaresolutions GmbH

"Thanks to resource planning and holiday management, we always have an overview of which employees are available. This allows us to counteract bottlenecks in good time and guarantee our customers continuous project handling."

Thilo Menges

Head of Department Digitalization & Innovation, Carl-Thiem-Klinikum Cottbus gGmbH

"Resources, especially in a technical environment, are limited. Different stakeholders and different activities are involved here: In addition to line activities in IT, strategic projects arise, but they rely on the same resources. This makes prioritization necessary. If certain resources are not available, BCS actively supports the assessment of which activities are important and which activities are urgent and facilitates the necessary reprioritization."

Ralf Junge

Head of PMO, Sandstein Neue Medien

"From day one, leave management and resource management with data updated in real time provided more clarity and speed in our organizational processes. Every employee knows at a glance how many vacation days or "child sick days" are still available. If a vacation is canceled, the corresponding capacities are immediately available again in resource planning thanks to live data. If a team member is absent at short notice due to illness, I have a central overview of all the necessary information to compensate for the absence."

Gabriele Schrenk

Executive Board Member of EANTC AG

Projektron BCS [lets] gears interlock: With Projektron BCS, the effects of our employees’ leave and sick days on project procedures are visible at a glance – copying by hand with resulting errors and inaccuracies becomes obsolete.

Capacity alignment: for realistic planning

In order to systematically manage employee capacities, it is crucial to know the degree of utilization of entire departments and project teams as well as of individual employees.

Projektron BCS determines the degree of utilization not only on the basis of planned project assignments and agreed working hours, but also takes into account other decisive influencing factors, such as current remaining workload estimates from ongoing projects and tickets, basic loads from day-to-day business, as well as vacation, compensatory time off, public holidays and absences due to illness.

  • The workload mountain provides a quick overview: The graphic summarizes the most important information and clearly shows you overloads and underloads of both individual employees and entire company departments. 
  • The matrix Project Workload/Department shows you to what extent your departments are involved in projects and who still has free capacities. Here you can also obtain important information, such as project status, duration or remaining workload.
  • The resource preview offers you even more detailed evaluations: For example, if you want to analyze the reasons for an employee's overload, you can simply display his or her appointments, projects, tasks, and tickets.

Utilization analyses, forecasts and utilization scenarios: 360° capacity planning

Utilization analysis: Manage resources systematically

You can analyze the workload of your project team or department particularly conveniently in the Projektron BCS resource preview: The degree of workload per employee is clearly displayed with colored bars. Highlighted in red, overloads can be quickly identified. You can also show the resource planning in the project plan and display the workload of individual project team members in detail over the duration of the project.

Thanks to the practical tree structure, detailed analyses are also easy: For example, if you want to analyze the reasons for an employee's overload in more detail, simply show their appointments, projects and tasks.

Workload forecasting: Well-founded forecasts

In order to systematically manage employee capacities, it is crucial to forecast their utilization as realistically as possible.

Our project management software determines the degree of utilization of your employees not only on the basis of planned project assignments and agreed working hours, but also takes into account the other decisive influencing variables.

Current remaining workload estimates from ongoing projects and the basic load from day-to-day business are included in the automatic workload calculation, as are vacations, compensatory time off, public holidays and absences due to illness - data that is fed directly and in real time from the personnel management module into resource planning.

Workload mountains: Mountains and valleys at a glance

The workload mountain provides a quick overview of capacity utilization. The graphic summarizes the information from the workload analysis and clearly shows you overloads and underloads of both individual employees and entire company divisions.



Workload scenarios: Plan ahead, avoid bottlenecks and conflicts

If employees are involved in several tasks and projects running in parallel, even small changes can lead to major overloads.

What if? In Projektron BCS, you can see how future tasks or projects will affect the capacity of your employees. In this way, you can use these scenarios to resolve resource conflicts in advance, before they arise, and ensure balanced resource utilization. BCS helps you model realistic, pessimistic and optimistic workload scenarios in seconds.

Flexible organizational structures: line, matrix and more

From branches to departments to individual employees: In resource management, you map your organizational structure in Projektron BCS simply, individually and in detail. You can also define flexible groups of people independently of departments and projects.

As a project manager, you assign either individual people or entire groups of people to your project during project planning. In doing so, you can conveniently access the data stored in resource management and even display the workload of individual employees or the entire group of people during the project.

The plus for matrix organizations

Whether personnel manager or project manager: The provision of resources for projects can be flexibly adapted to the processes in the company in the Projektron BCS rights matrix.

Equipped with the appropriate rights, line managers without a project reference can determine who should belong to the project team. These assignments can also be changed with just a few clicks, for example in the event of capacity bottlenecks.

A strict separation of resource management and project management can also be realized. If the project manager plans his projects with placeholders, the line manager can assign his employees.

Whether it is internal departments, external employees or directly in the project: Projektron BCS supports you in the day-based scheduling of employees over long periods of time. The Scheduling view shows on which days employees are already blocked via appointments. In this way, you can easily see which employees are scheduled and which are available. The overview also shows which appointments are for several days and where there are appointment conflicts.

Material resources: Available for your team

Is the meeting room available? Are the company car and laptop ready for use? You manage inventory assets centrally in BCS in the Inventory and Contract Management module. You can create each inventory item as a linked resource in no time at all and include it in appointment calendars or in your effort planning. One look at the Projektron BCS appointment calendar and you know exactly when and for how long a resource is available. To be on the safe side, you can reserve the required resources in advance in resource management in Projektron BCS.

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Adaptable to methods

Do you work according to IPMA, Scrum, Kanban, PMI or PRINCE2? Rely on BCS!

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