Resource Planning - Software and Vendors

Resource Planning Software

Resource planning in the context of project management must take into account personnel resources as well as plant and material resources. Human resources refer to the availability of the project team members, who should be recorded and evaluated with their personnel costs if possible. Plant and material resources are often already available. If these are already being used by other parts of the company, the scope of use and priority of these resources for the project must be clarified as part of resource planning.

In this SoftGuide section you will find an overview of software on the topic of resource planning. The solutions listed in this section usually support you with the help of visualizations (graphical disposition of resources, Gantt), analyze your project portfolio and resources, enable various planning scenarios, help with resource management, minimize bottlenecks and idle times.

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What are resources?

When we talk about resources, we can mean a wide variety of resources or assets. In general, resources can be divided into personnel resources (often referred to as human resources), material or plant resources and financial resources.

What are resources

Human resources

Human resources usually refer to the employees or staff of a company or organization. However, human resources for project planning can also include external workers in addition to the company's own employees. In addition to the project management and team members, a project team can also include external experts and other consultants.

Property and equipment resources

Facility resources include, for example, production machinery or production facilities, research and development facilities, laboratories and other technological facilities. Material resources include materials and equipment required for the project, such as computers, software, building materials, tools, vehicles, office supplies, etc.

Financial resources

Financial resources are the budget available for the project. This includes costs for personnel, equipment, materials, services and other expenses related to the project.

What is resource planning?

Resource planning is an essential part of project planning and therefore of project management. Resource planning should ensure that the right resources are available at the right time and in the right place. Different types of resources (human resources, financial resources, material and equipment resources) can be taken into account, depending on the type of project and the respective requirements for the individual project.

What does resource planning involve?

Resource planning begins with a requirements analysis. The project requirements must be thoroughly analyzed to determine which resources are needed and when. The resource plan contains a comprehensive list of all the resources required for the project.

Once the resource requirements have been determined, the resources are allocated according to the requirements of the project. This includes an estimate of the required timeframe for each project phase, including the definition of schedules, milestones and deadlines, as well as the corresponding allocation of personnel, costs, required materials and the allocation of other required material resources.

The creation of the resource plan should include a risk analysis in order to identify potential risks at an early stage and take appropriate measures to minimize risks. During the course of the project, resources are monitored to ensure that they are being used effectively. Adjustments are made as necessary to ensure that the project continues to run smoothly.

Benefits of using software for resource planning

Advantages of using software for resource planning

Why is resource planning important in a project

Careful planning usually leads to optimal resource utilization
Resource bottlenecks can be identified at an early stage and can therefore usually be avoided.
Risks that can arise from bottlenecks or resource failures are reduced by early detection.
In most cases, a high level of adherence to deadlines can be achieved at the end of the project by planning all resources.
Resource planning enables better control of project costs.

What is resource planning software?

Resource planning software helps companies to effectively plan, allocate and manage their resources. The use of resource management software is already beneficial for individual projects. However, the software becomes particularly important when it is used as part of project portfolio management or multi-project management. It usually offers a variety of functions and tools that enable users to plan, monitor and optimize all types of resources (times, costs, personnel, etc.) in various ways.

Typical functions of the software for resource planning

Tips and question suggestions

Tips for evaluating resource planning software

Check whether the software includes functions for assigning projects or tasks to people, material resources and financial resources. These assignment functions are particularly important for well-functioning resource planning.
Pay attention to the software's skills management when making your selection! Is it possible to identify employees based on their specific skills and availability?
Does the platform offer the possibility to create employee plans, create profiles in which their skills are listed? Can the software be used to perform a simple skills search?
When selecting resource planning software, make sure it has a powerful search function. For example, the search should include features or filter options such as "Available in February" or "Location: Hanover" etc.
Ask if the resource planning software offers visualization and reporting options. Can you create any number of views and key performance indicators (KPIs) for each stakeholder?
Check whether the resource management software can show current capacity, upcoming demand and potential conflicts for the same resources. It should also be possible to take strategic priorities into account in this analysis.
Does the software provide functionality to make recommendations on how resources can be optimally deployed to achieve the greatest possible benefit?
Pay attention to what-if scenario planning. This feature can help to answer the question of whether your company can cope with changes to the plan and what adjustments to changes might look like.
Check whether the resource planning software offers a central view or dashboard for checking, approving and planning resources.
How easy is it to use and learn the resource management system? Ask the provider about available tutorials and training courses? Pay attention to whether the provider offers high-quality technical and user support.
Ask whether the software offers a standardized workflow for resource requests. Can you adapt this workflow to your requirements?

Business Solutions

Industry Specific Software

Standard Software, COTS