Using Kelloo you can select, prioritize and monitor your project portfolio, finances and resources.

The portfolio management process

The main activities involved in portfolio management are:

  • Hold a repository of approved projects and those seeking approval (also known as demand).

  • Organize your project demand by priority.

  • Forecast the resource needs for the projects. Forecasts are normally based on role requirements as opposed to the requirements for individual resources and are typically high level (i.e. not decomposed to task level).

  • Balance the demand for resources vs the supply of resources. Strategies for balancing supply vs demand include:
    • Adjusting the priority of projects.
    • Deferring or cancelling lower priority projects.
    • Increasing or decreasing headcount.
    • Adjusting when work is scheduled for.

  • Compare the costs of your projects to the assigned budgets and compare the costs of your projects to your portfolio budgets.

  • Balance your portfolio by ensuring you do not focus too much effort of costs in non strategic areas.

Portfolio resource planning in Kelloo

#1 Define your resource supply

First start by creating an inventory of your resources - in Kelloo we call this the resource pool. This article explains how to create resources in Kelloo.

Once you have defined your resources Kelloo will know the supply of your resources in days per period.

Optionally allocate costs to resources if you want to track labor costs.

#2 Set portfolio budgets

Allocate a budget to your portfolios. Only required if you wish to track project costs vs. portfolio budget constraints.

#3 Add your projects to the plan

Now add your projects to the resource plan and organize them by priority

Organizing projects by priority means you can allocate resources to the highest value projects to your organization. Any projects that you must do (for example regulatory projects) would normally be placed with a high priority also.

Projects can be scheduled as agile work in which case sprints and story points can be assigned.

#4 Enter the resource requirements for your work

For each project assign the type of resources required and how much work is required

#5 Add the cut off line to the plan

Not all projects in your plan will be approved. So add the cut off line to the plan and drag unapproved projects below the cut off line. They will still remain in your plan but will not be included in resource calculations.

#6 Schedule your work

Schedule each piece of work based on when you would like it to happen. 

#7 Identify projects you do not have sufficient resource to do

It is unlikely you will have sufficient resource to do all the projects you want to do, so Kelloo displays over-allocation warnings for projects that have over allocated resources. 

If a project or resource assignment shows an allocation warning you do not have sufficient resources to do the work. You should consider adding additional resource, re-scheduling higher priority work or re-prioritizing work. This article look at strategies to use to solve resource allocation problems.

#8 Identify over allocated resources

Understanding which projects have over allocated resources is only part of the resource planning puzzle. You also need to understand which resources (or roles) are over allocated. Use the resource status window, to identify which resources are causing the over allocation problems.

#9 Capacity planning and scenario planning

Use capacity planning and scenario planning to model how changes to your resources and your plan will impact your schedule.

#10 Compare the portfolio budget to the project costs and budget

If you have set a budget for your portfolio compare the expected project costs for the portfolio to the budget.