HKSM

A resource requirements register is a living list that details the people, equipment, materials, and facilities needed to deliver project work across time. It specifies quantities, skill levels, availability, and other constraints to support planning, scheduling, and procurement.

Key Points

• Lists all resource needs by activity or deliverable, covering people, equipment, materials, and facilities.
• Shows time-phased demand, quantities, skill levels, and assumptions to support scheduling and budgeting.
• Links to activity list, WBS, resource calendars, cost rates, and procurement plans for traceability.
• Is progressively elaborated and kept under change control once baselined.
• Supports resource leveling and smoothing, capacity planning, and make-or-buy decisions.
• Feeds into staffing plans, purchase requests, and risk identification for resource-related issues.

Purpose

The resource requirements register aligns what work must be done with exactly what resources are needed and when. It provides a single source to coordinate staffing, booking shared assets, estimating costs, and initiating procurement so the schedule is realistic and achievable.

Field Definitions

• Item ID - Unique identifier for the requirement.
• WBS/Activity ID - Reference to the work package or activity that needs the resource.
• Deliverable/Activity Name - Plain-language name of the work needing resources.
• Resource Category - People, equipment, materials, or facilities.
• Role/Skill or Specification - Required role, skill level, certification, or technical specs.
• Quantity/Effort - Amount needed (e.g., 2 FTEs, 1 unit, 40 hours, 500 kg).
• Time Window - Needed from-to dates, iteration/sprint, or time-phased buckets.
• Duration/Usage Pattern - Expected utilization (e.g., 50% for 4 weeks, 8h/day).
• Location/Timezone - Physical location or timezone constraints, if any.
• Source - Internal, external vendor, or to be determined.
• Cost Rate/Estimate - Rate and total estimated cost for the requirement.
• Availability/Calendar - Constraints from resource calendars or facility hours.
• Dependencies - Predecessors or conditions that affect timing or access.
• Constraints - Limits such as budget caps, licensing, or specialized equipment scarcity.
• Assumptions - Basis for estimating quantity, effort, or timing.
• Risk Notes - Potential risks (e.g., single specialist risk, supply delays) and responses.
• Basis of Estimate - Data sources, estimation method, and confidence level.
• Status - Proposed, approved, on order, confirmed, or closed.
• Owner/Requested By - Person accountable for the request and follow-up.
• Approvals/Date - Decision authority and dates of key approvals or changes.

How to Create

• Start from the WBS and activity list to identify which work items require resources.
• Consult resource calendars, role catalogs, equipment inventories, and vendor catalogs.
• Estimate quantities and timing using expert judgment, historical data, and parametric or analogous techniques.
• Capture constraints, assumptions, and risks for each requirement, noting the basis of estimate.
• Time-phase demands to align with the schedule, iterations, or milestones.
• Assign preliminary cost rates and derive rough-order cost impacts.
• Review with functional/resource managers and procurement to validate feasibility and lead times.
• Version the register and place it under change control once approved.

How to Use

• Align staffing and bookings by matching needs to resource calendars and availability.
• Trigger procurement actions for external resources based on lead times and approval status.
• Feed inputs to the schedule for resource loading, leveling, and what-if analysis.
• Update cost estimates and budgets as quantities or rates change.
• Track fulfillment status and variances during execution; escalate shortages early.
• Log changes through the change control process and maintain traceability to impacted activities.
• Monitor risks related to scarce skills or supply constraints and implement responses.

Ownership & Update Cadence

• Primary Owner - Project manager maintains the register; resource managers and procurement co-own relevant sections.
• Contributors - Work package leads, scrum masters, team leads, finance, and vendors.
• Cadence - Created during planning, refined at each planning cycle or iteration, and updated upon approved changes.
• Governance - Baseline significant resource needs; apply change control for scope, quantity, or timing shifts.
• Visibility - Share read access with all stakeholders; restrict edit rights to designated owners.

Example Rows

• ID: RR-014; Activity: A1.3 Requirements Workshop; Category: People; Role/Skill: Business Analyst (Senior); Quantity/Effort: 1 at 50% for 2 weeks; Time Window: Mar 4 - Mar 15; Source: Internal; Cost Rate: 80/hour; Status: Approved; Assumptions: Stakeholders available Tue-Thu; Risk: Conflicts with quarterly reviews.
• ID: RR-029; Activity: B2.1 System Testing; Category: Equipment; Spec: Test Environment VM, 8 vCPU/32 GB; Quantity: 2; Time Window: Apr 8 - Apr 26; Source: Internal cloud; Cost: 400/week per VM; Status: Proposed; Constraint: Data privacy requires isolated subnet.
• ID: RR-041; Activity: C3.2 Installation; Category: Materials; Spec: Industrial-grade cabling, 1000 m; Quantity: 1 lot; Time Window: May 6 - May 10; Source: External; Cost: 2,500 total; Status: On order; Dependency: Vendor delivery by Apr 30; Risk: Supply delay due to backlog.
• ID: RR-052; Activity: D1.4 Training; Category: Facilities; Spec: Classroom for 20 with projector; Duration: 2 days; Time Window: Jun 12 - Jun 13; Source: Internal HQ; Cost: 200/day; Status: Confirmed; Assumption: Security clearance for visitors granted.

PMP Example Question

A project is entering detailed planning. The team has a schedule draft but lacks clarity on when specific skills and equipment are needed. What should the project manager prepare next to best support resource leveling and procurement lead times?

1. RACI matrix.
2. Resource requirements register.
3. Team charter.
4. Stakeholder engagement plan.

Correct Answer: B — Resource requirements register

Explanation: The resource requirements register time-phases people, equipment, and materials needs, enabling leveling and timely procurement. Other options do not provide detailed, time-bound resource demand.