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Project Resource Plan (Administrative Systems)

Overview

A resource plan is used to collect information about project resources, the allocation of their time to the project, and the information about their expected charges for project activities that make up the project budget. The budget information in the resource plan template (opens in a new window) should be your backup for your project charter cost table; it is required for Administrative Systems managed projects. Though an Excel template is available, using the Smartsheet template is preferred. In the near future, we'll be introducing a new Smartsheet version of the resource plan which will enable improved collaboration between the Project Managers and UIT Shared Services Financial Analyst.

Instructions for Use

Note: Once you've created your resource plan, it should not be changed during the course of the project, unless it is amended via a CFO-approved funding memo.

Instructions for completing the Project Resource Plan:

  1. Note: In the template, fields you edit are in blue font, while other columns contain formulas that should not be modified.
  2. Add a row for each resource that will be charged against the project's budget, making sure to place these rows in the appropriate section (AS or Business Office).
  3. For each row, fill in the columns as shown in the table below.
  4. Delete any remaining sample data rows originally included in the template.
  5. Move the Project Resource Plan to the Project Resource Plans Workspace (opens in a new window) in Smartsheet and add a link to the resource plan in the Google Doc located in this Shared drives folder.

Note: Again, the resource plan is the basis for the cost section of the project charter; the numbers in both must match.

Column Name Usage Information
Role The functional role this person will fill on the project.
Employee Type Use the dropdown menu in this column to select either "Full-Time" (for Stanford employees) or "Contractor." Note: The only full-time employees who should be charged to project PTAs, generally speaking, are fixed-term employees hired specifically for the project in question.
Assigned To The name of the person who will perform the role.
Allocation % The percentage of time the person identified in the previous column can be assigned to tasks for this project. If this will vary by project phase, e.g. 80% during requirements, but nothing until UAT, where they will be 50%, enter multiple rows for the person, with Start & End Dates in the next two columns having different date ranges.
Start Date The planned start date for this resource on the project.
End Date The planned end date for this resource on the project.
Planned Working Days No user entry required. This is automatically calculated from the dates entered in the Start Date and End Date columns.
Annual Salary The yearly salary in dollars.
Rate/hr No user entry required. This is automatically calculated from the Yearly Salary in Dollars value.
Budget No user entry required. This is automatically calculated from the Employee Type, Planned Working Days, Hourly Rate, and Allocation % values.
Comments Use to describe additional information which might be relevant for this row. The template provides some good examples of the kind of information which might be included here.