Lesson 9 - CAPM - Prep - Human Resource - V2

CAPM Certification
Lesson 9Project Human Resource Management
CAPM & PMBOK are registered trademarks of the Project Management Institute, Inc.
Copyright 2014, Simplilearn, All rights reserved.

Objectives
After completing this
lesson, you will be able
to:
Define Project Human Resource Management
Differentiate between functional manager and project manager
Describe the Project Human Resource Management processes
Identify the stages of team formation, powers of project manager and conflict
management techniques
Explain organization theories and leadership styles
Project Management Process Map
Project Human Resource Management

The definition of Project Human Resource Management is as follows:
Project human resource management includes the processes that organize, manage, and lead the project team.
Project team is composed of the people with assigned roles and responsibilities for completing the project.
Project management team is a subset of project team and is responsible for the different phases of project
management.
Functional Manager vs. Project Manager

The differences between functional and project managers are as follows:
Functional Manager
Functional manager handles a business function.

E.g., HR, Engineering, etc.
Functional managers are subject mater experts.
Organization structure and the organizations
products define the roles and responsibilities of a
functional manager.
Functional manager is the owner of resources and
assigns specific individuals to the project team.
Project Manager
Project managers are accountable and responsible

for a project and its quality.
Project managers are not technical experts.
Organizations structure defines the degree of
authority of a project manager.
Project managers need to negotiate with the
functional managers to procure project resources.
Project managers are responsible for product
quality and credit the team with project success.
If a company initiates a project of securing the ISO 9001:2008 certification, the project would require team members from different
departments. The project manager will have to request the functional managers to assign the team members from their
departments. Resources are released back to their functions once the project is completed.
5
Project Human Resource Management Processes

Given below are the Project Human Resource Management processes:
Plan Human Resource Management

Plan Human Resource Management is the process of identifying and documenting project roles, responsibilities,
reporting relationships, and creating a staffing management plan. [1] This process is part of the Planning Process Group.
PROJECT HUMAN RESOURCE MANAGEMENT

Project management plan
Activity resource
requirements
Plan Human Resource

Management
Enterprise environmental
factors
Organizational process
assets
Legend
Input
Output
Tools & Techniques
Planning Process
Human resource
management plan
Human resource
management plan
Organization charts and

position descriptions
Expert judgment
Networking
Organizational theory
Meetings
Organization Charts and Role Descriptions

A Project manager has to ensure
that an organizational chart is
Project
Manager
prepared for every project to
Administrative
Assistant
identify the roles and reporting

relationships.
Financial
Analyst
Domain
Expert
Technical Team
Lead
Development
Team Lead
Quality Team
Lead
Organization Charts and Role Descriptions

Responsibility Assignment Matrix (RAM) is used to define
project responsibilities among the project team. RACI
charts are a form of RAM. RACI stands for:
Activity
John
Kris
Sally
Ting
Project Plan
Responsible
Configuration
Management
Accountable
Test Plan
Consulted
Design
Team Budget
Customer
Liaison
Team Building
Informed
For every project deliverable, RACI charts identify who is

responsible, accountable, consulted, and needs to be
informed.
9
Resource Histogram
Resource histograms are used to
represent the resources required
through the life of a project.
For long term projects, staffing

requirements can vary over the
different project phases.
Based on these estimates, a project
Staff
Hours
Required
manager can develop the resource

hiring strategy.
Q1 Q2 Q3 Q4
2013
Q1 Q2 Q3 Q4 Q1 Q2
2014
Q3 Q4 Q1
2015
Q2 Q3
2016
Time
10
Acquire Project Team

Acquire Project Team is the process of confirming human resource availability and obtaining the team necessary to
complete project assignments. [2] This process belongs to the Executing Process Group.
PROJECT HUMAN RESOURCE MANAGEMENT

Human resource
management plan
Enterprise environmental
factors
Resource calendars
Acquire Project Team

Project management plan
updates
Organizational process
assets
Resource calendars
Project staff assignments
Legend
Input
Output
Tools & Techniques
Executing Process
11
Negotiation
Pre-assignment
Virtual teams
Acquisition
Multi-criteria decision
analysis
Develop Project Team

Develop Project Team is the process of improving the competencies, team interaction, and the overall team
environment to enhance project performance. [3] This process belongs to the Executing Process Group.
Exam Tips
12
Questions that test a project manager's role in developing a project team can be expected in the
exam.
Manage Project Team

Manage Project Team is the process of tracking performance, providing feedback, resolving issues, and managing
changes to optimize project performance. [4] This process belongs to the Executing Process Group.
Questions that test a project manager's skill in managing a project team can be expected in the exam.
Exam Tips
13
Team Dynamics
Various stages of team formation are as follows:
Forming
The team
formally comes
together.
14
Storming
The team may

have
disagreements.
Norming
Trust develops
within the team.
Performing
The team starts

delivering results.
Adjourning
The team is
disseminated
after project
completion.
Conflict Management
Conflict is an inevitable consequence of organizational interactions. Managed well, conflicts can create opportunities
for improvement.
The sources of conflict are as follows[5]:
Scarce resources
Scheduling priorities
Personal work styles
The best way to resolve conflict is to discuss and clarify with the parties involved in conflict.
Business scenarios based questions on conflict management can be expected in the exam.
Exam Tips
15
Conflict Management (contd.)

A project manager needs to be actively involved in the project processes to minimize and avoid conflicts. Following are
some measure that a project manager can take to avoid conflicts:
16
Provide all the details of the project and keep the team informed of the exact project status.
Assign the work such that there are no overlapping tasks.
Motivate the team and ensure everyone gets to work on interesting and challenging assignments.
Conflict Resolution Techniques

Following are the five conflict resolution techniques:
Exam Tips
17
Business scenario based problems where a resolution technique has to be selected can be expected in
the exam.
Business ScenarioProblem Statement
18
Tanya is the project manager for a manufacturing project in a highly regulated industry. With the
varying environment factors that govern the practices of the company, the room for error is very
small. Tanyas project can have some major impact on several areas within the company. To
strengthen the teams ability to deliver the project adequately without any infractions, the top
players in those areas are selected to join Tanyas project team. This decision proves to be helpful. A
conflict arises between a stakeholder and one of the team members regarding how a task can be
completed without violating government regulations. Tanya has to meet with the team member and
stakeholder to defuse the situation and resolve the conflict. What is the most effective approach?
Business ScenarioSolution
19
Tanya should be able to get all parties to focus on the end goal being the customer, and persuade
them to come to a meeting of the minds and focus on their points of consensus and commitment.
After redirecting their energy to the customers needs and their points of agreement, Tanya should
convince both sides to pull together and collaborate with one another to pick an approach that
presents a win-win scenario.
Powers of the Project Manager

A project manager is vested certain powers to facilitate project work from the team members.
Legitimate or
Formal
Reward
Penalty
Expert
Referent
Project manager
formally assigns the
tasks to the team
members.
Project Manager can

reward and
recognize the team
members based on
their performance.
Project manager can

penalize the team
members for poor
performance.
Project manager can

command authority
by the virtue of their
expertise in the
domain.
Project manager
can be considered
as a reference of
higher authority to
get the work done.
!
20
Reward and expert are usually the best forms of authority to use. Penalty should be resorted to only as a
last option.
Business ScenarioProblem Statement
21
Robert is leading a major project initiative for his company. This project is very intense and critical to
the business. It will require all hands on deck. Robert is task driven and takes more of a no nonsense
approach. As a result, some project team members are afraid of him. They view Robert as
management and as someone who could damage their career, bonus potential and work
opportunities. Because of this mentality, Roberts next team meeting is unproductive and there is
debate around who is responsible for the activities. How should Robert handle this?
Business ScenarioSolution
22
The fact that there are project team members who view Roberts power as an example of penalty
power is a sign the team is in need of some teambuilding exercises. Teambuilding will help the team
get to know Robert and one- another more and develop trust for each other. Then Robert needs to
evaluate his HR Management plan to see if he has an RACI chart for his project to help define who is
responsible for what activities. This will aid in minimizing confusion with the project team on who is
responsible for what.
Organizational Theories
A project manager needs to know what motivates the team members to design a reward and recognition plan. The
three popular motivation theories are as follows:
McGregors Theory
of X and Y
McGregors theory indicates that there are two categories of managers and this classification
is based on what the managers think of their team members.
Theory X: Managers who fall under this category believe that their team members need
continuous monitoring. Further, they believe that though the team members are capable,
Maslows Hierarchy
of Needs
they avoid work whenever possible.
Theory Y: Managers under this category believe that their team members can work
without supervision as they look forward to achieve something.

Herzbergs theory
23
Organizational Theories (contd.)

McGregors Theory
of X and Y
According to Maslows Hierarchy of Needs, peoples needs change as they grow in their
career. Maslows hierarchy of needs are as follows:
Physiological need: breathing, food, water, sex, sleep etc.
Safety need: safety of body, employment, resources, morality,
Maslows Hierarchy
of Needs
Herzbergs theory
24
family, health, property, etc.
Need for Love/belonging: friendship, family, intimacy, etc.
Esteem need: self-esteem, confidence, achievement, respect, etc.
Self-actualization: morality, creativity, spontaneity, problem

solving, lack of prejudice, acceptance of facts, etc.
Organizational Theories (contd.)

McGregors Theory
of X and Y
Herzbergs theory classifies factors as follows:
Hygiene factors: Mandatory factors to motivate the team.

E.g., personal safety, fair compensation, working conditions, etc.
Maslows Hierarchy
of Needs
Motivating agents: Additional factors that motivate people.

E.g., recognition, higher responsibility, etc.
Herzbergs theory
25
Leadership styles
A project manager needs to establish a leadership style that matches the needs of the team. The three popular
leadership styles are as follows:
26
Autocratic or Authoritarian
Leadership
Participative or Democratic
Leadership
Delegative or Laissez faire

Leadership
Leader gives clear direction

and expects compliance.
Leader offers guidance and

encourages team
participation.
Leader offers no guidance

and lets the team be on
their own.
McKinseys 7-S Framework

McKinseys 7-S framework recommends organizations to be aligned to seven elements to accomplish projects
successfully. The seven elements are categorized as follows:
Hard Elements
27
Hard elements will already be a part of the

organizations working on projects.
The three hard elements are:
o Strategy;
o Structure; and
o Systems.
Soft Elements
Soft elements are generally the leadership

traits that a project manager needs to
demonstrate.
The four soft elements are:
o Shared values;
o Skills;
o Style; and
o Staff.
Quiz
28
QUIZ
1
Which conflict resolution technique is best for a long lasting solution?
a.
Smoothing
b. Forcing
29
c.
Problem solving
d.
Withdrawal
QUIZ
1
Which conflict resolution technique is best for a long lasting solution?
a.
Smoothing
b. Forcing
c.
Problem solving
d.
Withdrawal
Answer: c.
Explanation: Problem solving is the best way to resolve conflict, because it has the greatest probability to
reach a permanent solution. All other methods may at best lead to temporary solution.
30
QUIZ
2
As a project manager, you are deciding the inputs that you need to use on your project. Which process
uses an issue log as one of the inputs?
a.
b. Manage Project Team
31
c.
Manage Communications
d.
Manage Stakeholder Engagement
QUIZ
2
As a project manager, you are deciding the inputs that you need to use on your project. Which process
uses an issue log as one of the inputs?
a.
b. Manage Project Team

c.
Manage Communications
d.
Manage Stakeholder Engagement
Answer: b.
Explanation: The Manage Project Team process uses an issue log to manage and close all team member
related issues.
32
QUIZ
3
What type of power would a project manager have if others believe he or she is highly knowledgeable
in their technical area?
a.
Reward
b. Coercive
33
c.
Referent
d.
Expert
QUIZ
3
What type of power would a project manager have if others believe he or she is highly knowledgeable
in their technical area?
a.
Reward
b. Coercive
c.
Referent
d.
Expert
Answer: d.
Explanation: Expert is the power that comes with expert knowledge in a specific knowledge area.
34
QUIZ
4
You have been assigned as the project manager of an existing project involving 50 company
employees and 10 sub-contractors. You want to know who is assigned to do what. Where should you
look for this information?
a.
Responsibility assignment matrix
b. Project organization chart
35
c.
Pareto chart
d.
Resource histogram
QUIZ
4
You have been assigned as the project manager of an existing project involving 50 company
employees and 10 sub-contractors. You want to know who is assigned to do what. Where should you
look for this information?
a.
Responsibility assignment matrix
b. Project organization chart

c.
Pareto chart
d.
Resource histogram
Answer: a.
Explanation: Responsibility assignment matrix lists the resources against the work assigned to them.
36
QUIZ
5
While assessing the performance of your team members, you find that some of them are not strong
enough to handle the tasks assigned. What will you do in this situation?
a.
b.
c.
d.
37
Communicate the improvement needs and establish a performance review and

monitoring schedule.
Assign double the work and tell them to report the progress at the beginning and end
of the day.
Return the team members to the functional department and warn the functional
head.
Wait for them to fail so that you can prove your point and in the mean time start
hiring additional resources.
QUIZ
5
While assessing the performance of your team members, you find that some of them are not strong
enough to handle the tasks assigned. What will you do in this situation?
a.
b.
c.
d.
Communicate the improvement needs and establish a performance review and

monitoring schedule.
Assign double the work and tell them to report the progress at the beginning and end
of the day.
Return the team members to the functional department and warn the functional
head.
Wait for them to fail so that you can prove your point and in the mean time start
hiring additional resources.
Answer: a.
Explanation: It is the most appropriate answer in terms of the performance management life cycle. You need
to first communicate the needs (plan), and then ensure that these are being met (review and monitoring).
38
Your software project is in the critical system testing stage when two of the senior members of the
team come to you with a conflict on usage of the simulation software during testing. One senior
member claims that the other person keeps the software engaged nearly all of the working hours of
the project. You decide to change their working schedules so that they no longer overlap. You are
using which of the following techniques for conflict resolution?
QUIZ
6
a.
Forcing
b. Smoothing
39
c.
Compromising
d.
Collaborating
Your software project is in the critical system testing stage when two of the senior members of the
team come to you with a conflict on usage of the simulation software during testing. One senior
member claims that the other person keeps the software engaged nearly all of the working hours of
the project. You decide to change their working schedules so that they no longer overlap. You are
using which of the following techniques for conflict resolution?
QUIZ
6
a.
Forcing
b. Smoothing
c.
Compromising
d.
Collaborating
Answer: d.
Explanation: Collaborating or problem solving approach is the best bet as all the parties actively seek to
solve the problem.
40
Summary
Here is a quick recap of
what was covered in
this lesson:
Project human resource management includes the processes that organize, manage, and
lead the project team
A functional manager is in-charge of a business function and owns the resources; a

project manager is responsible for an organizations projects
Plan Human Resource Management, Acquire Project Team, Develop Project Team, and
Manage Project Team are the four Project Human Resource Management processes
Forming, storming, norming, performing and adjourning are the five stages of team
formation
Reward and expert are usually the best forms of authority that a project manager can
use. Penalty should be resorted to as a last option
Organization theories help a project manager to identify what motivates the team
members and accordingly design a reward plan
41
A project manager should adopt a leadership style based on the team

Thank You
CAPM & PMBOK are registered trademarks of the Project Management Institute, Inc.
42

References
[1] Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide) Fifth
Edition, Project Management Institute, Inc., 2013, Page 258.

Edition, Project Management Institute, Inc., 2013, Page 279
43

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CAPM Certification

Lesson 9Project Human Resource Management

Copyright 2014, Simplilearn, All rights reserved.

Define Project Human Resource Management

Differentiate between functional manager and project manager

Describe the Project Human Resource Management processes

Explain organization theories and leadership styles

Copyright 2014, Simplilearn, All rights reserved.

Project Management Process Map

Copyright 2014, Simplilearn, All rights reserved.

Project Human Resource Management

Copyright 2014, Simplilearn, All rights reserved.

Functional Manager vs. Project Manager

Functional manager handles a business function.

Project managers are accountable and responsible

Copyright 2014, Simplilearn, All rights reserved.

Project Human Resource Management Processes

Copyright 2014, Simplilearn, All rights reserved.

Plan Human Resource Management

PROJECT HUMAN RESOURCE MANAGEMENT

Plan Human Resource

Organization charts and

Organization Charts and Role Descriptions

prepared for every project to

identify the roles and reporting

Copyright 2014, Simplilearn, All rights reserved.

Organization Charts and Role Descriptions

For every project deliverable, RACI charts identify who is

Copyright 2014, Simplilearn, All rights reserved.

For long term projects, staffing

Based on these estimates, a project

manager can develop the resource

Copyright 2014, Simplilearn, All rights reserved.

Acquire Project Team

PROJECT HUMAN RESOURCE MANAGEMENT

Acquire Project Team

Project staff assignments

Develop Project Team

Manage Project Team

Copyright 2014, Simplilearn, All rights reserved.

The team may

The team starts

Copyright 2014, Simplilearn, All rights reserved.

The sources of conflict are as follows[5]:

Personal work styles

Copyright 2014, Simplilearn, All rights reserved.

Conflict Management (contd.)

Assign the work such that there are no overlapping tasks.

Copyright 2014, Simplilearn, All rights reserved.

Conflict Resolution Techniques

Business ScenarioProblem Statement

Copyright 2014, Simplilearn, All rights reserved.

Copyright 2014, Simplilearn, All rights reserved.

Powers of the Project Manager

Project Manager can

Project manager can

Project manager can

Copyright 2014, Simplilearn, All rights reserved.

Business ScenarioProblem Statement

Copyright 2014, Simplilearn, All rights reserved.

Copyright 2014, Simplilearn, All rights reserved.

they avoid work whenever possible.

without supervision as they look forward to achieve something.