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Project Resource Request

Project Resource Request

One of the main documents of any project is the Project Resource Request. This form covers information such as resources, a project role, qualifications, and requested dates. The Project Resource request can be a sensitive document, so you must have a detailed plan in action. In the article that follows, we cover the main aspects of the importance of the Project Resource Request, plus we provide a free downloadable template that will help you draft your own.

The Importance of the Project Resource Request

The Project Resource Request is a document 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 Team 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 we 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.

The Content

The Project Resource Request outlines the core details of a project allowing everyone involved in the project to see the importance of resources needed, why they are needed, how long they are needed, and etc. This document helps you, HR, finances, and other departments to keep track of all resources and expenses needed for a project.

The basic outline of the project resource request may include:

  • Project Scope / Description
  • Work Description and Role
  • Desired Skills
  • Deliverables
  • Date Requested
  • Hours or % FTE
  • Work Location
  • Reporting Structure
  • Comments Section

These document sections may vary depending from the project. The templated that we created is only an example, and its main purpose is to give you general information and understanding of the Project Resource Request.

Things to Consider

Covering all aspects in the Project Resource Request at the beginning of the project is important because usually the people that manage resources are separate from the people planning and executing the project. However, changes and request may come up later in the project, so it is not mistake if you fill out new Project Resource Request later on.

The Project Resource Request may be a delicate subject, so paying attention to details is critical for making the right decision when assigning the right people to the right project.  Moreover, keep these tips in mind when finalizing this request document:

  • Keep the request clear and understandable.
  • Keep the same format of this document during the entire project.
  • Provide exact dates when the resources are needed.

Final Thoughts

The Project Resource Request can be easily created document, if you keep in mind the tips mention in the article. However, download our template to get a better understanding of this form.

And please, provide your own example if you wish. We're looking to learn and share information with our readers.

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PMtips' is a real-life guide for people who are interested in developing a career or are already working in the field of project management. It covers a wide range of project management topics in a very simple, yet effective language.

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PMtips' is a real-life guide for people who are interested in developing a career or are already working in the field of project management. It covers a wide range of project management topics in a very simple, yet effective language.


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