Solving For a Comprehensive Needs Assessment in Planning

Performing an exhaustive upfront needs assessment is often impractical in real-world settings. Instead, I have implemented a more flexible and agile approach to planning and resource allocation which is more effective, particularly in large, complex programs. 

Here’s my refined solution that accounts for the dynamic nature of programs and the need for adaptive resource planning:

Implement Progressive Resource Planning

• Solution: Rather than conducting a comprehensive needs assessment upfront, divide resource planning into manageable, progressive phases. Begin by defining broad resource estimates based on high-level milestones and adjust these estimates incrementally as each phase progresses. In the early phases, establish minimum viable requirements for budget, personnel, and technology to get the program underway, while planning to reassess resources at each major milestone.
• Benefits: Progressive planning acknowledges that detailed requirements will evolve, and it allows for a realistic approach to resource allocation. This method is faster to implement and adapts to changes in project scope or business needs as they arise.

2. Establish Resource “Reserves” for Flexibility

• Solution: Set aside a resource “reserve” that can be tapped as the program progresses. This reserve can include budgetary buffer funds, a flexible staffing pool, or pre-approved technology options that can be allocated on-demand. For example, assign a reserve budget for unforeseen technology requirements or external consultants that may be needed as new requirements surface.
• Benefits: Having a reserve provides a safety net that allows the program to respond to resource needs dynamically, without requiring full approval processes for each new request. This approach accommodates the inevitable discoveries and adjustments that arise in complex programs.

3. Use an Agile Approach with Rolling Wave Planning

• Solution: Implement a rolling wave planning approach, where only the immediate phase is planned in detail, and future phases are defined as the program progresses and more information becomes available. Set clear objectives for the initial phase, while leaving subsequent phases more flexible. Regularly revisit and refine the program plan at each phase review, adjusting resource requirements and timelines based on actual program insights and progress.
• Benefits: Rolling wave planning allows the program to adapt quickly to new discoveries and changing business needs. It enables more accurate resource forecasting and planning as the program unfolds, reducing the need for significant re-planning and re-approval later on.

4. Establish Clear “Go/No-Go” Checkpoints

• Solution: Create defined checkpoints at the end of each phase or milestone where the program’s progress, resource usage, and business alignment are evaluated. At these checkpoints, assess whether the program should continue as planned, requires additional resources, or needs adjustments. This structured approach provides a recurring opportunity to re-evaluate program goals and realign resources without waiting until issues have accumulated.
• Benefits: Regular checkpoints prevent resource strain by ensuring that each phase or milestone is adequately resourced and aligned with current business goals. It also allows leadership to make informed decisions based on up-to-date program realities rather than initial assumptions.

5. Develop a Rapid Response Protocol for Resource Gaps

• Solution: Establish a streamlined protocol for addressing urgent resource needs, such as quick access to additional personnel or budget reallocation, that doesn’t involve lengthy approvals. Designate a program resource manager responsible for evaluating and responding to resource requests on short notice. This manager can expedite the reallocation of resources within approved limits, reducing downtime and keeping the program on track.
• Benefits: A rapid response protocol enables the program to address resource shortfalls immediately, minimizing delays and maintaining momentum even when unanticipated needs arise. This responsiveness is crucial in dynamic, large-scale programs where timely adjustments can mean the difference between meeting and missing goals.

The (empowered) project team employs rolling wave planning, outlining broad resource requirements for the initial integration of core systems, while allowing for flexible, phased planning as they approach the migration of secondary applications. A reserve budget of 15% is allocated to address unforeseen requirements, such as specialized data migration services or additional cloud capacity.

Each phase ends with a go/no-go checkpoint where resource needs are evaluated. When additional resources are needed mid-phase, the program resource manager (or the empowered team) assesses and reallocates budget or personnel quickly. By maintaining agility, the program can adapt to evolving business needs and technical discoveries without excessive re-planning, meeting its goals efficiently and in alignment with real-time program requirements.

However using this method requires your Product Team to be advanced. And what does that really mean? This adaptive resource planning approach requires an advanced Product Team with a solid product strategy in place. A well-refined backlog, clearly broken-down stories, and a robust Definition of Done are essential for this method to succeed.