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IT Project and Quality Management Lecture 9 - Project Human Resource , Lecture notes of Computers and Information technologies

This document about Project Human Resource Management, The Importance of Human Resource Management, Digital Planet Reports, Long Hours and Stereotypes of IT Workers Hurt Recruiting, Media Snapshot, What is Project Human Resource Management?.

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2010/2011

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Chapter 9:
Project Human Resource
Management
2
Learning Objectives
Explain the importance of good human resource
management on projects, including the current state and
future implications of human resource management,
especially on information technology projects.
Define project human resource management and understan d
its processes.
Summarize key concepts for managing people by
understanding the theories of Abraham Maslow, Frederick
Herzberg, David McClelland, and Douglas McGregor on
motivation, H. J. Thamhain and D. L. Wilemon on influencing
workers, and Stephen Covey on how people and teams can
become more effective.
3
Learning Objectives
Discuss human resource planning and be able to create a
project organizational chart, responsibility assignment matrix,
and resource histogram.
Understand important issues involved in project staff
acquisition and explain the concepts of resource
assignments, resource loading, and resource leveling.
Assist in team development with training, team-building
activities, and reward systems.
Explain and apply several tools and techniques to help
manage a project team and summarize general advice on
managing teams.
Describe how project management software can assist in
project human resource management.
4
The Importance of Human
Resource Management
People determine the success and failure of organ izations and
projects.
Recent statistics about IT workforce:
The labor market changed a lot early in the new millennium, with
shortages and then an abundance of IT workers.
A 2004 ITAA report showed a slight recovery in 2004.
The total number of IT workers in the U.S. was more than 10.5
million in early 2004, up from 10.3 million in 2003 and 9.9 million in
2002.
Eighty-nine percent of new jobs came from non-IT companies,
such as banking, finance, manufacturing, food service, and
transportation.
Hiring managers say interpersonal skills are the most important
soft skill for IT workers.*
*Information Technology Association of America (ITAA), “Recovery Slight for I T Job Market in
2004,” (September 8, 2004) www.itaa.org.
5
Digital Planet Reports
The global high-tech industry generated more
than $2.1 trillion in 1999, $2.3 trillion in 2000, and
$2.4 trillion in 2001.
The Internet and e-commerce were notable bright
spots in the global economy.
Global e-commerce increased 79 percent
between 2000 and 2001.*
China, Poland, and other developing countries are
playing an increasing role in the global IT market.
*Information Technology Association of America (ITAA), “Global IT Spending to R ocket from
Current $2 Trillion to $3 Trillion, New Study Finds,” Update for IT Executives (2001 ) p. 6 (15)
www.itaa.org.
6
Long Hours and Stereotypes of IT
Workers Hurt Recruiting
Many people are struggling with how to
increase and diversify the IT labor pool.
Noted problems include:
The fact that many IT professionals work long hours
and must constantly stay abreast of changes in the
field.
Undesirable ster eotypes that keep certain people
(for example, women) away from the career field.
The need to improve b enefits, redefine work hours
and incentives, and provide better human resource
management.
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Chapter 9:

Project Human Resource

Management

2

Learning Objectives

  • Explain the importance of good human resource management on projects, including the current state and future implications of human resource management, especially on information technology projects.
  • Define project human resource management and understand its processes.
  • Summarize key concepts for managing people by understanding the theories of Abraham Maslow, Frederick Herzberg, David McClelland, and Douglas McGregor on motivation, H. J. Thamhain and D. L. Wilemon on influencing workers, and Stephen Covey on how people and teams can become more effective.

3

Learning Objectives

  • Discuss human resource planning and be able to create a project organizational chart, responsibility assignment matrix, and resource histogram.
  • Understand important issues involved in project staff acquisition and explain the concepts of resource assignments, resource loading, and resource leveling.
  • Assist in team development with training, team-building activities, and reward systems.
  • Explain and apply several tools and techniques to help manage a project team and summarize general advice on managing teams.
  • Describe how project management software can assist in project human resource management. (^4)

The Importance of Human

Resource Management

  • People determine the success and failure of organizations and projects.
  • Recent statistics about IT workforce:
    • The labor market changed a lot early in the new millennium, with shortages and then an abundance of IT workers.
    • A 2004 ITAA report showed a slight recovery in 2004.
    • The total number of IT workers in the U.S. was more than 10. million in early 2004, up from 10.3 million in 2003 and 9.9 million in
    • Eighty-nine percent of new jobs came from non-IT companies, such as banking, finance, manufacturing, food service, and transportation.
    • Hiring managers say interpersonal skills are the most important soft skill for IT workers.*

*Information Technology Association of America (ITAA), “Recovery Slight for IT Job Market in 2004,” (September 8, 2004) www.itaa.org.

5

Digital Planet Reports

  • The global high-tech industry generated more

than $2.1 trillion in 1999, $2.3 trillion in 2000, and

$2.4 trillion in 2001.

  • The Internet and e-commerce were notable bright

spots in the global economy.

  • Global e-commerce increased 79 percent

between 2000 and 2001.*

  • China, Poland, and other developing countries are

playing an increasing role in the global IT market.

*Information Technology Association of America (ITAA), “Global IT Spending to Rocket from Current $2 Trillion to $3 Trillion, New Study Finds,” Update for IT Executives (2001) p. 6 (15) www.itaa.org. (^6)

Long Hours and Stereotypes of IT

Workers Hurt Recruiting

  • Many people are struggling with how to

increase and diversify the IT labor pool.

  • Noted problems include:
    • The fact that many IT professionals work long hours and must constantly stay abreast of changes in the field.
    • Undesirable stereotypes that keep certain people (for example, women) away from the career field.
    • The need to improve benefits, redefine work hours and incentives, and provide better human resource management.

7

Media Snapshot

  • “Here’s the dirty little secret: U.S. productivity is No. 1 in the world when productivity is measured as gross domestic product per worker, but our lead vanishes when productivity is measured as GDP per hour worked…Europeans take an average of six to seven weeks of paid annual leave, compared with just 12 days in the United States. Twice as many American as European workers put in more than 48 hours per week.”*
  • Sociologists have shown that many Americans, especially men, would like to have more family or leisure time. Recent surveys show that many Americans are willing to sacrifice up to a quarter of their salaries in return for more time off!

*Williams, Joan and Ariane Hegewisch, “Confusing productivity with long work week,” Minneapolis Star Tribune (September 6, 2004) ( www.startribune.com ). 8

What is Project Human

Resource Management?

  • Making 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.

9

Keys to Managing People

  • Psychologists and management theorists have devoted much research and thought to the field of managing people at work.
  • Important areas related to project management include: - Motivation theories - Influence and power - Effectiveness

10

Intrinsic and Extrinsic Motivation

  • Intrinsic motivation causes people to

participate in an activity for their own enjoyment.

  • Extrinsic motivation causes people to do

something for a reward or to avoid a penalty.

  • For example, some children take piano lessons

for intrinsic motivation (they enjoy it) while others

take them for extrinsic motivation (to get a

reward or avoid punishment).

11

Maslow’s Hierarchy of Needs

  • Abraham Maslow argued that human beings possess unique qualities that enable them to make independent choices, thus giving them control of their destiny.
  • Maslow developed a hierarchy of needs , which states that people’s behaviors are guided or motivated by a sequence of needs. (^12)

Maslow’s Hierarchy

of Needs

19

Power

  • Power is the potential ability to influence

behavior to get people to do things they would

not otherwise do.

  • Types of power include:
    • Coercive power
    • Legitimate power
    • Expert power
    • Reward power
    • Referent power 20

Improving Effectiveness:

Covey’s Seven Habits

• Project managers can apply Covey’s seven

habits to improve effectiveness on projects.

  • Be proactive.
  • Begin with the end in mind.
  • Put first things first.
  • Think win/win.
  • Seek first to understand, then to be understood.
  • Synergize.
  • Sharpen the saw.

21

Empathic Listening and Rapport

  • Good project managers are empathic listeners , meaning they listen with the intent to understand.
  • Before you can communicate with others, you have to have rapport , which is a relation of harmony, conformity, accord, or affinity.
  • Mirroring is the matching of certain behaviors of the other person, and is a technique used to help establish rapport.
  • IT professionals need to develop empathic listening and other people skills to improve relationships with users and other stakeholders.

22

What Went Right?

  • Best practices for ensuring partnerships

between people in business and technology

areas include:

  • Requiring business people, not IT people, to take the lead in determining and justifying investments in new computer systems.
  • Having CIOs push their staff to recognize that the needs of the business must drive all technology decisions.
  • Reshaping IT units to look and perform like consulting firms.

23

Organizational Planning

• Involves identifying and documenting

project roles, responsibilities, and

reporting relationships.

• Outputs include:

  • Project organizational charts
  • Staffing management plans
  • Responsibility assignment matrixes
  • Resource histograms

24

Sample Organizational Chart for a

Large IT Project

25

Work Definition and Assignment

Process

26

Responsibility Assignment

Matrixes

  • 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.

27

Sample Responsibility

Assignment Matrix (RAM)

28

RAM Showing Stakeholder

Roles

29

Sample RACI Chart

R = Responsibility, only one R per task A = Accountability C = Consultation I = Informed 30

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.
  • A resource histogram is a column chart that shows the number of resources assigned to a project over time.

37

Resource Leveling Example

38

Benefits of Resource Leveling

  • When resources are used on a more constant

basis, they require less management.

  • It may enable project managers to use a just-in-

time inventory type of policy for using

subcontractors or other expensive resources.

  • It results in fewer problems for project personnel

and the accounting department.

  • It often improves morale.

39

Developing the Project Team

  • The main goal of team development is to

help people work together more effectively to improve project performance.

  • It takes teamwork to successfully complete

most projects.

40

Tuckman Model of Team

Development

  • Forming
  • Storming
  • Norming
  • Performing
  • Adjourning

41

Training

  • Training can help people understand

themselves and each other, and understand how to work better in teams.

  • Team building activities include:
    • Physical challenges
    • Psychological preference indicator tools

42

Myers-Briggs Type Indicator

(MBTI)

  • MBTI is a popular tool for determining personality preferences and helping teammates understand each other.
  • Four dimensions include:
    • Extrovert/Introvert (E/I)
    • Sensation/Intuition (S/N)
    • Thinking/Feeling (T/F)
    • Judgment/Perception (J/P)
  • NTs, or rationals, are attracted to technology fields.
  • IT people vary most from the general population in their tendency to not be extroverted or sensing.

43

Wideman and Shenhar’s Views on

MBTI and Project Management*

  • Most suited for project leadership:
    • 100 percent: INTJ, ENTJ, ISTJ, ESTJ
    • 50 percent: INTP, ENTP, ENFP, ENFJ
  • Best suited as followers:
    • 100 percent: INFJ, ISFJ
    • 50 percent: INTP, ENTP, ENFP, ENFJ, ESFJ
  • Not suited for project work:
    • 100 percent: INFP, ISFP, ESFP, ISTP
    • 50 percent: ENFP, ESTP

*Wideman, R. Max and Aaron J. Shenhar, “Professional and Personal Development: A Practical Approach to Education and Training,” Project Management for Business Professionals , edited by Joan Knutson, 2001, p. 375. 44

MBTI and Suitability to Project

Work*

*Wideman, R. Max. “Project Teamwork, Personality Profiles and the Population at Large: Do we have enough of the right kind of people?” (http://www.maxwideman.com/papers/profiles/profiles.pdf ).

What do you think about these views?

45

Social Styles Profile

  • People are perceived as behaving primarily

in one of four zones, based on their assertiveness and responsiveness:

  • Drivers
  • Expressives
  • Analyticals
  • Amiables
  • People on opposite corners (drivers and

amiables, analyticals and expressives) may have difficulty getting along. 46

Social Styles

47

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. 48

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.