Resource Allocation Tracking

5 minutes 5 Questions

Resource allocation tracking is the process of monitoring and analyzing the allocation and use of resources throughout a project's lifecycle. This approach allows project managers to identify real-time resource availability, manage resource schedules, and evaluate resource utilization effectively. …

Resource Allocation Tracking - PMBOK Guide Seventh Edition

The practice of Resource Allocation Tracking is an essential part of project management as it helps to monitor and manage the resources allocated to different tasks of the project. It involves keeping a record of how resources are being utilized and tracking their performance.

By performing Resource Allocation Tracking, we can:
- Ensure optimal use of resources,
- Identify and alleviate resource bottlenecks,
- Keep project on schedule and budget.

How does it work?
The process typically involves assigning resources to tasks and regularly revisiting and adjusting those allocations based on the actual consumption, task progress and any changes in resource availability. Tracking can be done using various tools that provide visual representation of resource usage like Gantt Charts, Resource Histograms etc.

Exam Tips:
When answering questions on Resource Allocation Tracking in the exam, keep these tips in mind:
- Understand the key concept of resource allocation and its purpose in project management,
- Be familiar with different tools and techniques used for tracking resource allocation,
- Always think from a perspective of increasing project efficiency and reducing wastage of resources.
Remember, PMP exam questions often revolve around practical application of concepts. So, try to relate the concept to real-world scenarios.

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PMP - Resource Allocation Tracking Example Questions

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Question 1

In the middle of a complex software development project, the project manager notices a significant deviation between the planned and actual resource allocations due to unexpected staff turnover and increased project scope. The project's success is deemed at high risk without immediate corrective actions. The project manager decides to perform an in-depth analysis to identify the root cause of the discrepancy. The analysis reveals that several key developers were allocated to another high-priority project without prior notice, and the scope increase was not communicated effectively, leading to inadequate planning and allocation. To address this issue and ensure the project remains on track, which of the following actions should the project manager take first?

Suspend the project until a new team of developers can be hired and onboarded. Request additional resources from management without reassessing the current resource allocation. Conduct a meeting with stakeholders to realign expectations and resources based on current project status. Increase the workload on the current team to cover the shortfall and meet the deadlines.

Correct Answer: Conduct a meeting with stakeholders to realign expectations and resources based on current project status.

The best course of action for the project manager is to conduct a meeting with stakeholders to realign expectations and resources based on the current project status. This action allows the project manager to: 1. Communicate the current challenges and resource constraints to all relevant parties 2. Reassess the project scope and deliverables in light of the new circumstances 3. Negotiate and secure the necessary resources to ensure project success 4. Establish a revised project plan that accounts for the changes in resources and scope Requesting additional resources without reassessing the current allocation may not address the root cause of the issue and could lead to further misalignment. Suspending the project until new developers are hired would cause significant delays and may not be necessary if resources can be reallocated effectively. Increasing the workload on the current team could lead to burnout, decreased morale, and potential quality issues. By engaging stakeholders and realigning expectations and resources, the project manager can ensure that all parties are aware of the challenges and are working together to find the most effective solution to keep the project on track.

Question 2

In a large-scale software development project, you're using an advanced project management software to track resources. A critical phase is approaching, which demands an increased input from the software development team, especially from the specialists in coding artificial intelligence (AI). You've allocated two AI specialists to this phase. However, upon reviewing the Resource Allocation Tracking feature in your project management software, you notice that one of the AI specialists is also allocated to another project, which overlaps for two weeks with your critical phase. This conflict puts your project's timeline at risk. You immediately convene a meeting with the project stakeholders to discuss the issue. Given the constraint of not being able to delay the project and the impossibility of hiring additional resources due to budget limitations, which would be the best course of action to ensure that the project does not suffer?

Negotiate with the other project manager for a partial allocation of the AI specialist to your project during the critical phase. Request the project sponsor to increase the budget to hire a new AI specialist for the duration of the conflict. Employ a fast tracking approach by restructuring other project tasks to start them earlier, assuming quality won't be compromised. Reassign the AI specialist tasks to other team members, regardless of their current workload and expertise in AI.

Correct Answer: Negotiate with the other project manager for a partial allocation of the AI specialist to your project during the critical phase.

The best course of action is to negotiate with the other project manager for a partial allocation of the AI specialist to your project during the critical phase. This approach allows you to secure the necessary expertise without causing significant disruption to the other project. Requesting an increased budget to hire a new AI specialist is not feasible due to the budget limitations mentioned in the question. Reassigning the AI specialist tasks to other team members who may not have the required expertise could compromise the quality and timeliness of the project deliverables. Employing a fast tracking approach by restructuring other project tasks may help mitigate the impact of the resource conflict. However, it assumes that quality won't be compromised, which may not be guaranteed, especially when dealing with complex AI tasks that require specialized skills. Therefore, negotiating a partial allocation of the AI specialist from the other project is the most balanced approach, as it allows you to leverage the necessary expertise while minimizing the impact on both projects.

Question 3

You need to track resource allocation at different levels of detail throughout your project. Which resource allocation tracking approach would provide both the high-level overview and the detailed view needed to effectively manage the project?

Only rely on the project schedule. Utilize a combination of Resource Breakdown Structure (RBS) and a Work Breakdown Structure (WBS). Only track project costs. Use Earned Value Management (EVM) exclusively.

Correct Answer: Utilize a combination of Resource Breakdown Structure (RBS) and a Work Breakdown Structure (WBS).

The best approach to track resource allocation at different levels of detail throughout the project is to 'Utilize a combination of Resource Breakdown Structure (RBS) and a Work Breakdown Structure (WBS)', as this combination provides both a high-level overview and a detailed view needed to effectively manage the project. The 'Resource Breakdown Structure (RBS)' enables the project manager to see the resources allocated to each task, while the 'Work Breakdown Structure (WBS)' gives a detailed view of the work required to complete the project. The reason why 'Only rely on the project schedule' is not correct is because the project schedule mainly focuses on time management, not resource allocation. 'Only track project costs' is also incorrect because tracking costs alone doesn't provide a detailed view of the resources being used. And while using 'Earned Value Management (EVM) exclusively' can provide some insights into cost performance and schedule performance, it might not provide a detailed view on the resource distribution itself.

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