INFS 724 Project and Change Management

1. INFS 724 Project and Change Management Amit Deokar, Ph.D.

2. Chapter 9 Human Resource Management

3. 3 Outline What is human resource management? Why? Motivation Human resource management processes Human resource planning Acquiring the project team Developing the project team Managing the project team Using software for human resource management

4. What is human resource management? Why?

5. 5 The Importance of Human Resource Management People determine the success and failure of organizations and projects Peopleware issues have more impact on software productivity and software quality than any other factor For example, productivity of individual programmers with similar levels of experience vary by a factor of at least 10 to 1 For entire teams, variations can be up to 5 to 1 NASA’s SEL concluded that technology is not the answer, The most effective practices are those that leverage the human potential of their developers

6. 6 What is Project Human Resource Management? Project human resource management includes the processes required to make the most effective use of the people involved with a project. Processes include Human resource planning: Identifying and documenting project roles, responsibilities, and reporting relationships. Acquiring the project team: Getting the needed personnel assigned to and working on the project Developing the project team: Building individual and group skills to enhance project performance. Managing the project team: Tracking team member performance, motivating team members, providing timely feedback, resolving issues and conflicts, and coordinating changes to help enhance project performance

7. Motivation

8. 8 Maslow’s Hierarchy of Needs

9. 9 Maslow’s Hierarchy – Implication for management (Sommerville, 2001) Examples of satisfying social: allowing people to meet their co-workers and providing places for them to meet Examples of esteem social: Show people that they are valued, e.g., through public recognition and that they are being paid at a level that respect their skills Examples of self-actualization social: Assign demanding (but not impossible) tasks Provide training programs for people to develop

10. 10 Comparison of motivators for programmer analyst vs. managers and general population (McConnell, S., 1996)

11. 11 Top five motivation factors - Achievement Ownership “buy-in”: Let developers create their own schedules Goal setting: explicitly setting ambitious, yet realistic goals

12. 12 Top five motivation factors – Possibility for growth “The principle of career progression indicates that it is in an organization’s best interest to help determine how its employees wish to grow professionally, and to provide them with career development opportunities in those directions” Barry Boehm (1981) Examples of support: Provide tuition reimbursement Give time off to attend classes Assign developers to projects that will expand their skill sets Assign a mentor to each new developer

13. 13 Top five motivation factors – Work itself Dimensions of work that motivates: Skill variety Task identity Task significance Autonomy Job feedback (from carrying out the job itself)

14. 14 Top five motivation factors – Personal life An organization can: Schedule projects realistically Respect vacations and holidays Be sensitive to occasional requests for time off during work-days

15. 15 Top five motivation factors – Technical supervision An opportunity to supervise technical work implies that the developer has achieved a level of technical expertise sufficient to direct others. Examples: Assign each person on the project to be the technical lead for a particular area Assign all, but the junior developers to be mentors

16. 16 Other motivators Rewards and incentives Pilot projects Performance reviews

17. 17 Herzberg’s Motivational and Hygiene Factors (Morale killers) Frederick Herzberg wrote several famous books and articles about worker motivation. He distinguished between motivational factors: achievement, recognition, the work itself, responsibility, advancement, and growth, which produce job satisfaction hygiene factors (moral killers): cause dissatisfaction if not present, but do not motivate workers to do more. Examples include larger salaries, more supervision, and a more attractive work environment

18. 18 Examples of Hygiene Factors (Morale killers) for developers Working environment Privacy Outside awareness (natural light with a view) Personalization Appropriate lighting, heating, and air conditioning Adequate desk and shelf space Access to office equipment Readily available office supplies Freedom to set work hours Up-to-date computing equipment Applicable reference manual and trade publications

19. Human resource planning

20. 20 Human resource planning Human resource planning involves identifying, documenting, and assigning project roles, responsibilities, and reporting relationships Outputs and processes include project organizational charts work definition and assignment process responsibility assignment matrices (RAM) resource histograms

21. 21 Sample Organizational Chart for a Large IT Project

22. 22 Work Definition and Assignment Process

23. 23 Responsibility Assignment Matrices A responsibility assignment matrix (RAM) is a matrix that maps the work of the project, as described in the WBS, to the people responsible for performing the work, as described in the OBS. Can be created in different ways to meet unique project needs.

24. 24 Sample Responsibility Assignment Matrix (RAM)

25. 25 RAM Showing Stakeholder Roles

26. 26 Staffing Management Plans and Resource Histograms A staffing management plan describes when and how people will be added to and taken off the project team. Often part of the project management plan (refer Chapter 4) A resource histogram is a column chart that shows the number of resources assigned to a project over time. (part of the staffing management plan)

27. 27 Sample Resource Histogram

28. Acquiring the project team

29. 29 Acquiring the project team Staffing plans and good hiring procedures are important in staff acquisition, as are incentives for recruiting and retention Some organizations allow people to work from home as an incentive Research shows that people leave their jobs because: they don’t make a difference, don’t get proper recognition, aren’t learning anything new, don’t like their coworkers, and want to earn more money

30. 30 Five principles of software staffing (Boehm, 1981) Top talent Use fewer and better people Job matching Fit the tasks to the skills and motivation of the people Career progression Help people self-actualize Team balance Select people to complement each other Misfit elimination Replace problem team members as quickly as possible

31. 31 Resource Loading Resource loading refers to the amount of individual resources an existing project schedule requires during specific time periods Resource histograms show resource loading Overallocation means more resources than are available are assigned to perform work at a given time

32. 32 Sample Histogram Showing an Over-allocated Individual

33. 33 Resource Leveling Resource leveling is a technique for resolving resource conflicts by delaying tasks The main purpose of resource leveling is to create a smoother distribution of resource usage and reduce over-allocation. Benefits include: When resources are used on a more constant basis, they require less management. It results in fewer problems for project personnel and the accounting department. It often improves morale.

34. 34 Resource Leveling Example

35. Developing the project team

36. 36 Team Development It takes teamwork to successfully complete most projects Training can help people understand themselves, each other, and how to work better in teams Team building activities include physical challenges psychological preference indicator tools

37. 37 Myers-Briggs Type Indicator (MBTI) MBTI is a popular tool for determining personality preferences and helping teammates understand each other In total, you have 16 personality types http://www.humanmetrics.com/cgi-win/JTypes2.asp

38. 38 MBTI for IS professionals NTs are classified as rational. They tend to be attracted to technology fields No more than 7% of the population are rational Implication are clear: To appeal to IT people, use logical arguments By knowing your team members’ MBTI profile, you can adjust your management style for each individual

39. Managing the project team

40. 40 Managing the Project Team Project managers must lead their teams in performing various project activities. After assessing team performance and related information, the project manager must decide: If changes should be requested to the project. If corrective or preventive actions should be recommended. If updates are needed to the project management plan or organizational process assets.

41. 41 Tools and Techniques for Managing Project Teams Observation and conversation Project performance appraisals Conflict management Issue logs

42. 42 Reward and Recognition Systems Team-based reward and recognition systems can promote teamwork Focus on rewarding teams for achieving specific goals Allow time for team members to mentor and help each other to meet project goals and develop human resources

43. 43 General Advice on Teams Focus on meeting project objectives and producing positive results Fix the problem instead of blaming people Establish regular, effective meetings Nurture team members and encourage them to help each other Acknowledge individual and group accomplishments

44. 44 Using Software to Assist in Human Resource Management Software can help in producing RAMs and resource histograms Project management software includes several features related to human resource management such as viewing resource usage information identifying under and overallocated resources leveling resources

45. 45 Resource Usage View from Microsoft Project

46. 46 Resource Usage Report from Microsoft Project