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Sample Staffing Plan for Managers of IT Projects

written by: N Nayab•edited by: Jean Scheid•updated: 6/2/2011

An HR staffing plan is a blueprint of staffing requirements to ensure the organization has adequate staff with the right skill sets and experience to cover all areas of operations. A sample staffing plan for HR managers of a company working on IT projects follows below.

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    Project Manager

    Sample Staffing Plan No of positions: 1

    Annual Cost to Company (CTC): $80,000

    Experience Required: 10+ years in IT projects, with at least 5 years as a team leader and 2 years as a project manager.

    Qualifications Required: B. Tech (IT), MBA, or MCA. Knowledge of project management software and tools including CPM, PERT and SCRUM, knowledge of programming languages such as PHP, Java, C++, MySQL, HTML and other web page designing tools.

    Skills Required: Excellent communication skills, good time management skills, people management skills, ability to multi-task, negotiation skills, ability to delegate effectively.

    Reporting to: CEO

    Major duties:

    • Ability to lead the team to plan and implement the project
    • Define project scope, goals, deliverables
    • Schedule project using CPM and PERT, and WBS
    • Determine resources required, manage procurement of resources, and track utilization of resources
    • Coordinate with HR and other foundation heads of the company for employees and resources
    • Track progress of project using various matrices
    • Provide direction and support to project teams
    • Ensure quality assurance
    • Seek, allocate, and track project budget
    • Coordinate project staff
    • Provide feedback on project status to all stakeholders
    • Resolve floor level problems to ensure project is not disrupted
    • Handle scope creep
    • Close and evaluate project
    • Recruitment of project staff
    • Coordination with other stakeholders including clients

    Proposed Sourcing: External recruitment through newspaper and job portal advertisements

    Selection Method: Preliminary interview by HR, technical interview with CEO and external subject expert, assessment center

    Training Required: Induction training

    Start date: 45 days

    Image Credit: creativecommons.org

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    Team Leaders

    No of posts: 2

    Annual Cost to Company (CTC) per employee: $60,000

    Experience Required: Minimum 5 years as programmer, including 2 years as a team leader

    Qualifications Required: 4-year graduate degree in computer application, knowledge of PHP, mySQL, AJAX, C/C++, and other applications

    Skills Required: Good programming skills, ability to work under time pressure, ability to lead in teams, good communication skills

    Reporting to: Project Manager

    Major duties:

    • Leading the team in project execution
    • Assigning work to staff, tracking work and ensuring meeting deadlines
    • Coordinating staff leave requests, and overtimes
    • Coordinate with the project manager on work deliverables, and targets
    • Implement quality measures in completed work
    • Take feedback from clients and ensure implementation of corrections required if any
    • Report work status and progress of project to project manager
    • Assist recruitment of project staff

    Proposed Sourcing: Promotions from existing Web Programmers

    Selection Method: Interview by HR, assessment center

    Start date: 45 days

    Training Required: Training on developing supervisor skills, training to improve communication skills, training to improve people management skills

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    IT Programmers

    No of posts: 10

    Annual CTC per employee: $40,000

    Experience Required: Minimum 2 years

    Qualifications Required: 4-year graduate degree in computer application, knowledge of PHP, mySQL, AJAX, C/C++, and other applications

    Skills Required: Good programming skills, ability to work under time pressure, ability to work in teams

    Reporting to: Team Leader

    Major duties: Undertake programming work as directed by team leader

    Proposed Sourcing: External recruitment through newspaper and job portal advertisement, referrals from existing employees

    Selection Method: Preliminary interview by HR, technical interview with team leaders, sample programming test

    Start date: 45 days

    Training Required: Induction Training, time management training

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    Web Designer

    No of posts: 3

    Annual CTC Per employee: $40,000

    Experience Required: Minimum 2 years

    Qualifications Required: College degree in any subject, diploma in Web Designing. Knowledge of HTML, CSS, Dreamweaver, Abode Photoshop and other web designing applications

    Skills Required: Good web designing skills, ability to work under time pressure, ability to work in teams

    Reporting to: Team Leader

    Major duties: Undertake web designing work as directed by team leader

    Proposed Sourcing: External recruitment through newspaper and job portal advertisement, referrals from existing employees

    Selection Method: Preliminary interview by HR, technical interview with team leaders, sample web design creation test

    Start date: 45 days

    Training Required: Induction training, time management training.

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    Content Writer

    Sample Staffing Plan No of posts: 1

    Annual CTC: $40,000

    Experience Required: Minimum 2 years

    Qualifications Required: Any degree

    Skills Required: Excellent writing skills

    Reporting to: Team Leader

    Major duties: Writing content for web pages as assigned by Team Leader

    Proposed Sourcing: External recruitment through newspaper and job portal advertisement, referrals from existing employees

    Selection Method: Preliminary interview by HR, writing test, English grammar test

    Start date: 45 days

    Training Required: Induction training, time management training, basic programming and web designing awareness training

    Image Credit: flickr.com/Bo Ching

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    Systems Engineer

    No of posts: 1

    Annual CTC: $60,000

    Experience Required: Minimum 2 years

    Qualifications Required: 4-year degree or diploma. Good knowledge of computer hardware and networking

    Skills Required: Resourcefulness and adaptabilty, ability to work under pressure

    Reporting to: Project Manager

    Major duties: Responsible for procurement and maintenance of computing, networking and communication appliances and equipments, ensure all systems are up and running, ensuing daily back up of work, archiving work, ensuring backup connectivity, coordinate with service technicians of maintenance companies

    Proposed Sourcing: Position already filled by Mr. X who is deemeed suitable for the job

    Selection Method: NA

    Start date: NA

    Training Required: Basic programming and web designing awareness training

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    HR and Administration Executive

    No of posts: 1

    Annual CTC: $60,000

    Experience Required: Minimum 2 years

    Qualifications Required: MBA or Graduate Degree in Human Resource Management, awareness of labor laws

    Skills Required: Good subject skills, excellent communication skills, negotiation skills, coordination skills, ability to multitask

    Reporting to: Project Manager

    Major duties: Coordinating with the company's HR team and the project manager for all HR functions related to the division recruitment and placement of employees, training, payroll, leaves and duty allocation, general administrative activities such as handling correspondence, public relations activities

    Proposed Sourcing: Transfer of Ms Y from the company's existing HR team

    Selection Method: NA

    Start date: 45 days

    Training Required: Basic programming and web designing awareness training

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    Resource Chart

    The next step in a sample staffing plan is to draw up a resource chart, allocating employees to different projects.

    For example:

    Project 1 – Team Leader 1, Programmer 1 to 4, Web Designer 1 and 2, Content Writer (4 hours daily)

    Project 2 – Team Leader 2, Programmer 5 and 6, Web Designer 3 Content Writer (4 hours daily)

    Common roles: Project Manager, System Engineer, HR Executive

    A good staffing plan is an essential requirement for effective HR planning, and the blueprint for effective human resource management. , The soundness of the staffing plan and company implementing such plans successfully ensures that the company leverages its human assets in the best possible way.

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    Reference

    University of Wisconsin-Madison. "Reference: Staffing Plan." (Downloadable File - http://www.uww.edu/hlcselfstudy/reports/AC/Art.pdf)