The Project Resource Request

Here is yet another template that I am digging out of my archives to provide here.  As you can easily guess, this document is designed for requesting resources at the beginning of your project based on information in your statement of work (SOW) and the estimates of resource requirements that either you or Sales put together in the pre-engagement process.  It is also helpful for requesting additional resources during the project.

How useful this is to anyone depends on the organization they work in.  If you have a mature PMO with processes in place, then I would guess that you already have a standard form or spreadsheet to use to request resource for your project.  However, if you’re one of just a few PMs or personnel acting in a PM role in your organization or you’re in the process of building some PM processes for a newer organization or even setting up a new PMO, then any template may be better than nothing.

As with all of these documents, if you want the original Word doc file, just email me if you think this will be useful or helpful.  And please, provide your own example if you wish.  We’re looking to learn and share information so I’m happy to use and post whatever you would like to provide to the readers of PM Tips.

PROJECT RESOURCE REQUEST

[Save file name as: client name RESOURCE REQUEST yyyymmdd]

PROJECT DESCRIPTION

Provide a brief description of the project objectives and overall performance of the work to be performed.

WORK DESCRIPTION AND ROLE

Describe the work to be performed on the project by the resource(s) and what role the individual(s) will play on the project team.

DESIRED SKILLS

Describe the technical, business or professional skills needed by the resource(s) to successfully meet the needs of the project.

DELIVERABLES

Describe the deliverables the resource(s) will be responsible to complete as a result of their work on the project.

DATES REQUESTED

Starting: mm/dd/yyyy Ending: mm/dd/yyyy

HOURS OR % FTE

Provide the estimated number of hours or the percent of time the individual(s) will be need to be allocated to work on the project.

WORK LOCATION

Describe all of the locations the resource(s) will be expected to be located – if multiple locations, provide dates as they are know at the time of the request.

REPORTING STRUCTURE

Describe the reporting structure for the project and how the individual(s) will be expected to operate within this structure.

5 more tips for the PRINCE2 exam

Last week I gave you five tips for taking the PRINCE2 exam.  Here are five more tips to exam success.

1. Check the language of the question

There are very few absolutes in PRINCE2, so questions with ‘must’ or ‘all’ in the text need special attention.  It is rare that something ‘must’ be done, so don’t get carried away.  Equally, questions that refer to making decisions or providing commitment normally relate to the Project Board as it is this group that are the main decision-making body on the project.  Answer each question in isolation, so if a question asks for the ‘most suitable’ person to carry out a particular role (for example), think about the answers provided and select the ‘most suitable’ one.  In the next question, select the same person again if they are ‘most suitable’ for the next role.  It doesn’t matter that you have already pegged them as carrying out the first role – the answers are not linked in any way.

2. Understand product breakdown structures

The product breakdown structure (PBS) is a key component of PRINCE2 and not something used in other methodologies.  It is really important to understand how it works and what the symbols mean.  Spend some time working out how to interpret the diagrams: do you know how an intermediate product is represented?  What about a grouping?  Or an external product?  On top of understanding the schematic, you need to know what comes off the PBS and onto the product flow diagram – and in which order.  If you understand PBS you won’t find the questions on this topic difficult, and it could be a place to pick up some easy marks.

3. Do your pre-course preparation

In all honesty, the PRINCE2 manual is a dull read.  It is hard to get motivated to work your way through it, but it is essential to make sure you have covered the whole text.  If you are doing PRINCE2 for the first time, you will find the 5 day course very intensive, so you’ll have a head start if you at least comprehend some of the material before it is presented for the first time.

If you have chosen to take the course by self-study you really need to be motivated.  Put together a revision timetable.  If your training provider has sent you online materials or a CD, work through it.  You’ll get most benefit – whatever type of training you are doing – from past papers and sample exam questions.  The APM Group has released some questions into the public domain for training purposes, so ask your training provider what they can let you have.

4. Forget your common sense

Answer the questions based on the scenario.  Forget the fact that if it was your project in real life you’d be doing things differently, or have appointed a more effective Project Board, or factored in better tolerances.  In real life your users might not be capable of setting Acceptance Criteria, but the manual says that it’s their responsibility to do so.  It’s not your project (and it’s not real life) and you are stuck with answering regarding the scenario you are given.

Put common sense aside and make sure that your answers relate to the scenario. You may find that you don’t need to use the detail of the scenario for most of the questions (doing some sample papers will give you an indication of how much of the scenario is pulled into the questions).  Even so, reading it will give you the context for the questions, so read through the scenario booklet and underline or highlight anything that you consider important.

5. Turn up on time with the right stuff!

The exam might be in a different room to where you have taken your course, especially as it will need to be laid out differently – exam style, surprisingly enough.  The course might have been informal and fun but the exam will have a different atmosphere.  Remember your photographic identification: without it the invigilator won’t let you take the exam.  If you have changed your name since you took the Foundation paper, or the Practitioner paper and you are now re-sitting, check in advance if you need to bring a copy of your marriage certificate (or other name-change paperwork) to the exam.  If you are taking the Practitioner paper you will be allowed to take in your manual, so don’t leave it at home.