HKSM

Monitor, control, and adjust the use of physical resources (equipment, materials, facilities) to match the plan, resolve variances, and release resources responsibly.

Purpose & When to Use

• Ensure physical resources are available when needed and used efficiently throughout the project.
• Track actual usage, condition, location, and cost against the plan and forecasts.
• Identify shortages, excess, breakdowns, and logistics issues early and act quickly.
• Apply continuously during execution and monitoring, especially at delivery, installation, maintenance, or return points.
• Coordinate with procurement for supplier performance, warranties, and claims.
• Exclude team management; people performance is handled in separate team-focused processes.
• Release or reallocate resources promptly to reduce idle cost and storage risk.

Mini Flow (How It’s Done)

• Review the plan: resource requirements, resource calendars, delivery schedules, logistics, and agreements.
• Measure actuals: collect usage logs, inventory counts, delivery notes, condition reports, and telemetry where available.
• Verify quality and safety: inspect resources on receipt and before use for capability, calibration, and compliance.
• Analyze variances: compare plan vs. actual, find root causes, and assess schedule, cost, and risk impact.
• Select a response: reassign, substitute, repair, rent, expedite, resequence work, or draw from buffers and reserves.
• Raise change requests when baseline scope, schedule, cost, or contracts are affected.
• Manage supplier issues: follow contract terms for remedies, warranty service, claims, and escalation.
• Update project records: issue log, risk register, assumptions, resource calendars, and lessons learned.
• Communicate status and decisions to stakeholders and the team, including any constraints and workarounds.
• Release, return, or store resources properly, completing handover and financial reconciliation.

Quality & Acceptance Checklist

• Right resource delivered to the right place and time per the plan and calendars.
• Identification, documentation, and access permissions are complete and traceable.
• Condition, capacity, and configuration meet specifications; tests and calibrations are passed.
• Safety, regulatory, environmental, and site rules are met; permits or certifications are current.
• Usage and performance are within thresholds; any variances have approved actions.
• Costs are recorded to correct accounts and align with budget and forecasts.
• Supplier obligations, warranties, and service levels are verified and used when needed.
• Approved change requests are implemented and communicated; records are updated.
• Resource conflicts are resolved and responsibilities are clear.
• Release, return, or storage is completed; deposits and rentals are closed out; lessons are captured.

Common Mistakes & Exam Traps

• Confusing physical resource control with team management; this process focuses on non-people resources.
• Replacing or substituting resources without change control when baselines are impacted.
• Ignoring resource calendars and logistics constraints, causing site clashes and idle time.
• Failing to inspect condition on delivery, leading to late discoveries and rework.
• Not updating the risk register when shortages, breakdowns, or single-source exposure are found.
• Treating supplier delays as internal problems instead of using contract remedies and escalations.
• Holding resources longer than needed, increasing rental and storage costs.
• Skipping documentation updates to the issue log, which weakens traceability and lessons learned.

PMP Example Question

A rented piece of critical equipment is failing intermittently, threatening a near-term milestone. What should the project manager do first?

1. Submit a change request to extend the schedule.
2. Review the resource management plan and issue log to evaluate options, then coordinate inspection or repair per the contract.
3. Notify the sponsor and request additional budget.
4. Replace the equipment immediately without involving procurement to avoid further delay.

Correct Answer: B — Review the plan and issue log, then act per the contract to address the equipment issue.

Explanation: First analyze using existing plans and logs and follow contractual remedies. Only request changes if impacts to baselines remain after implementing appropriate responses.