Executive Summary

  • IT project implementation staffing is an input to the Brightwork Estimation calculators.
  • This article explains the different levels that are used.

Introduction

We have spent a lot of time analyzing IT project-staffing ratios and levels. We use them as an input to calculate our TCO for different applications by applying seven different categories of staffing load, with each category having its ratio (which is also adjusted for other factors such as whether the application is delivered as on-premises or through SaaS). These categories are as follows.

  • Light Staffing: CRM is a perfect example of this – there is little business logic in CRM systems; they are not complicated – most of the support effort is in promoting user adoption.
  • Medium Staffing:
  • Heavy Staffing:
  • Planning System Staffing:(Planning systems have uniquely heavy support needs, but the number of users for planning systems tends to be small – so they have a low total number of support personnel, but a high support ratio)
  • BI Light Staffing:
  • BI Heavy Staffing: (BI Heavy applications – particularly data warehouses have very high support requirements)
  • Super Heavy Staffing: (generally only used for specific SAP applications)

Staffing must be adjusted not only for the software category but also for increases in the number of users or the complexity of the implementation. We use ratios between various factors to compare and contrast among different staffing estimations.

The Literature on Project Staffing

Curiously, while it is quite a bit written on staffing levels for IT support, there is very little written on the staffing levels for projects. Our staffing estimations are based upon a combination of our own consulting experience as well as discussions with buyers. We also correlate the amount of project staffing with the amount of support staffing – we believe these two levels increase or decrease for similar reasons.

Percentage Allocation

The number of resources assigned also has various percentages for allocations. It may make sense to allocate two people, one at 30% and one at 70% to make one full-time equivalent. Our estimates are based upon full-time equivalents. Therefore if we state five resources, it could translate to 10 different resources, with an average of 50% allocation to the project.

Staffing in the Present Business Environment

One of the real challenges that buyers face is that to keep lean in terms of staffing. There usually is not enough staff to be placed full time onto software implementations. IT implementations do not add value to the buyer while in the process – they add value once live.

This is another reason to select software that can be taken live quickly, and the speed to go live differs quite significantly among applications in the same category, but this is another factor that tends to be ignored during software selections. Generally, software vendors provide varying levels of input, and many buyers rely upon their consulting companies to provide them with rules for thumb regarding various project staffing levels. However, because consulting companies want to steer their clients into selecting software that they have resources they can bill for. Consulting companies do not inform their clients that the applications that the consulting company recommends have the highest staffing level requirements and tend to have the most prolonged software durations. The consulting company wants the highest staffing levels – at least for its resources and the longest implementations, as this maximizes their profits, while the buyer wants the exact opposite. This is why consulting companies should never participate in software selections but should be brought in after the choice has been made.

How Applications Differ

Applications differ significantly in their project load depending upon factors such as the software category as well as the individual application. Applications that are better designed require fewer resources to implement them. This is something, which is not sufficiently evaluated during software selection.