Simplified Planning Tool to Determine Staffing and Consultants’ Needs

Effective staffing and consultant planning is key to the successful implementation of any capital improvement program. With project schedules frequently changing, a dynamic tool that can be easily developed, maintained, and updated will benefit owner agencies in determining and communicating needs to governing boards for decision making in the allocation of resources. This topic of discussion demonstrates how one owner agency faced with a common staffing planning problem, resulted in the development of a tool to make timely and effective staffing decisions. The tool incorporates standard scheduling practices into a software platform that is practically available in all organizations without additional technology investments. The discussion includes a case study on the utilization of the tool that allows the Construction Management Division of the Port of Long Beach to forecast and strategically assign staffing, and determine when peak staffing needs would require the additional support of consultants. The tool provides forecasts that allow consultant procurements to begin well in advance of the need. Lastly, the tool also provides reporting that addresses the need to effectively communicate staffing requirements to a governing Board of Harbor Commissioners. This tool can be easily adapted by other agencies or private organizations facing similar challenges.