Benefits of Implementing a Resource Planning Software in your Organization

The Complexity of Allocating Your Human Capital

Human CapitalAll managerial jobs normally involve administering the job allocation, the work progress, resources and output all with high coordination. Any anomaly in this context may compel one to lag behind in the race towards success. Indeed, the greatest asset for a company are it’s human resources, and it forms the foundation for all company interactions. On the other hand, another fact is that it is the cause for the majority of expenses faced by a company. Thus it is important for organizations to make sure that they properly utilize of all their human resources before employing new staff. However, when you have many projects to handle and hundreds of employees to assign, task and monitor, apparently it is very challenging to keep on top of everything. As hierarchical patterns in a company increase, a matrix is usually created and complexity takes hold. A global view across the business decreases, and it becomes impossible for someone to see and take care of everything perfectly. Current company structures, multitasking requirements, and huge workloads have made it increasingly tough to manage every department manually.

Automating Resource Planning

The advancement in technology has really modified business into a state where time is critical, and this normally holds true across all business related activities. The continued evolution in information technology has impacted every business. Automation of tasks is the key to increase efficiency and productivity, and this requires to be applied wherever possible. Nowadays companies require around the clock updates of all the details concerning staff, their skills and qualifications so that the right tasks can be diverted to the right individuals without delay. To aide with this, resource planning software has been developed for the very purpose of assisting managers in accomplishing this challenge without leaving anything unnoticed. For correct planning of all human resources it is important that utilization of workers is maximized and this can only be done by implementing a centralized system. Not every old system can work.   A manager needs a configurable system which can update itself regularly and keep pace according to the requirements in the company. A good software for resource planning  can record a continuous track of the entire human supply and demand chain, and come up with suggestions to fill in any gap that might creep in time to time.

Change Management

Companies handle many projects at any given point of time and new projects are continually inserted. Every project has its own needs in terms of the number of employees and the skills required. Configurable resource planning programs accurately predict all such requirements well ahead of schedule and can give a manager enough time to prepare.

Resource Planning System Features

Time Sheet Management

One great feature that all resource planning solutions include is time sheet management. The benefit of using the time sheet management is that it can lower the costs in the organization. This can be achieved in mainly 3 ways: 1) It can make the processing of payroll data more efficient 2) It can make human “costs” which were previously hidden become visible. The manager can then eradicate or lower such costs in order to increase returns. 3) It can be used to automate the invoice and billing system.

Smart Scheduling

Another feature which is found in these solutions is smart scheduling. The feature is very important as it helps managers to keep up with the huge amount of fragmentation throughout the organization. It is important for managers to correctly schedule the activities, maximizing the resources of the organization. This goes a long way in making sure that some processes don’t take too much time or don’t use too many resources that can interfere with other functions of the business.

Track Training

One of the main jobs that human resource managers are responsible for is recruiting and training new staff. Utilizing effective resource management solutions, departments can develop strategies that they can implement to competently find and hire workers. This type of system can help defining specifications and creating job descriptions and, as a result, it can also help in developing employee contracts.  Through the task descriptions which the solution manages, a human resource manager can identify the best type of training to offer to the employees as well.


Nearly all human resource management systems include a payroll module.  Some of which are operated manually, while others are linked to accounting or other business systems. When businesses use such a payroll module, they are able to automate a great number of their payroll procedures, and this lessens payroll employees’ workloads. Additionally, these systems can also reduce the costs associated with payroll outsourcing  procedures.

Labor Calculation

To properly record all of the hours that a company’s employees work, the human resource management system normally includes labor and time modules. Not only is each staff’s labor and time information recorded, but the system also enables human resource managers to easily access, assess, and analyze the data. By analyzing the data, a manager can easily identify where hours can be reduced, and this helps in reducing the company’s operational costs and increasing profit margins.

Handling Project Complexities

These systems can incorporate various functions for resource scheduling such as; tracking employees and their availability and whereabouts, report generation, graphical representation and calendar integration for future planning. The project management systems are designed according to the complexities which are involved in the tasks. The key to effective resource management is estimation of all resources, particularly the human resource. An efficient management system enables human resource managers to answer impromptu leave requests and arrange an appropriate replacement immediately without interfering with resource output or extending the deadline. A manager is stoutly equipped with all the relevant information to foresee any void and immediately decides how and where to act.  Alternatively, managers can also get flagged about any failing, and come-up with an appropriate plan to handle the situation.

Employee Benefit Tracking

Another task performed by human resource management systems is tracking employee benefits. As companies track their staff’s benefits, they can see the employees who are accessing them. When a manager notices that a staff member is not accessing the benefits, they can be offered other benefits. When companies provide their employees with benefits that they will use, they are able to retain their employees and reduce their turnover rate.

Centralization of Information

As the employees are positioned throughout the company in different teams, offices, projects, departments, cities and countries, it is imperative to keep a centralized system which provides visibility across all the business units. This management software properly stores all the details about the current strength of the workers at various places and also the details about their training, skills, qualifications, working hours, functional areas, outstanding leave days etc. This enables managers to act fast in case an employee requests for a leave and arrange for a suitable replacement in no time.

Resource management solutions are important in transforming massive and complicated tasks into easier achievable “jobs”. The solution can include small modules to manage the components of various projects. Diversified project tasks such as communicating, scheduling, management, cost and budget control, etc. become far more achievable and doable within deadlines. This involves maintaining all data and having it accessible.  This facilitates data utilization whenever required. All the information such as human skills, financial supplies, inventory, production resources and IT records can be found within a single platform and can be utilized effectively in analyzing situations and taking appropriate action. It makes data storage effortless and also improves data usage by generating accurate graphs and reports when required.

What Can Using Resource Planning Software Achieve?

Those organizations who are efficiently use resource planning software find out that:

  1. It can determine the current and future supply of their human resources
  2. It can determine the current and future demand of their human resources
  3. It can analyze the demand and supply portfolios, and also establish the gap between them
  4. It can come up with appropriate plans to bridge the gap between supply and demand

Resource managers should strive to achieve 100% utilization with respect to the available resources and search for ways to deliver maximum output using limited means and assets. Efficient software helps managers realize all these requirements in a very easy manner. It assists managers to apply various resource management methods like resource development, resource leveling and conservation, and finally reducing the cost of the project and time taken significantly. Estimating supply and demand is a very important aspect and when it is accurately predicted ahead of time, it significantly enhances one’s capability to deal with various situations effectively. Needless to say that present challenges and complexities insist on the use of this useful software that streamlines all company related processes.

Akshat Singh

Akshat Singh

Akshat Singh is a project manager and a resource coordinatore. He debates on the pros & cons of using an efficient resource scheduling software in an organization. An avid writer, he can be actively found on his Twitter page.

6 Responses

  1. Avatar natty says:

    Hi Akshat, nice article.

  2. Avatar Marisa says:

    Great article – but to extend the discussion a little further, one challenge my organization can’t seem to overcome is unifying the number of systems used to administer and track daily tasks, recording time spent on those tasks and planning resource demand for future projects. All of these activities are done in separate systems with a lot of manual updates (i.e. copying names and projects) between them. One system is used as a timesheet (simple, parent-level task categorizations), spreadsheets are used for assigning and communicating daily specific tasks, and a third set of spreadsheets and macros are used for calculating demand and costs for future projects. It’s incredibly time-consuming, prone to human error and the accuracy is suspect. Plus, we’re unable to easily compare estimates to actuals. With such a large distributed group (100’s of project participants), is there one system that handles these needs but allows for basic import/sync with other systems? For example, syncing/importing from Jira for developer task tracking? Since there are so many different types of work that are managed in a specialized way (i.e. agile developer task tracking), I’m willing to admit that we can’t get everyone using the same platform for all of these needs. Any advice?

  3. Avatar shiftsapp says:

    Resource planning is a time taking activity and need attention, As hierarchical patterns in a company increase, a matrix is usually created and complexity takes hold. In this case use of Resource Management Software is helpful.

  4. Avatar ian says:

    Hi Akshat,

    Great article – thanks for posting. Picking up on your points about smart scheduling and automated resource planning. I think a major problem with many traditional resource planning / scheduling tools was that they required the planner to manually work out the best schedules. As you mention, there are evolving technologies and tools that seek to address this. One in particular that caught my eye and really does make the planners job easier is Kelloo ( It is worth taking a look at. I particularly like the way it works out the schedule based on resource availability and work priority. And it is neat in that it does this is a multi-project environment which is always a challenge.

  5. Avatar Dave Anderson says:

    That is really nice that planning software helps managers to accomplish challenges without leaving anything unnoticed. That sounds like something that could really benefit my boss sometime soon. Then he wouldn’t have to worry about double checking certain tasks.

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