Projmgmt-1/15 Depaul University Adding Resources In MicroSoft Project Instructor: David A. Lash

Projmgmt-2/15 Adding People and Equipment to Your Project u Working with people and equipment in your project. – you can assign resources to tasks, and then use tools and views to manage those resources and the overall project more efficiently. u With Microsoft Project you can: – Assign resources to tasks so you can ensure that you have adequate people and equipment to meet your schedule. – Create work schedules for resources.

Projmgmt-3/15 Adding People and Equipment to Your Project u Microsoft Project stores resource information with each project. – The amount of resource information you enter depends on the level of detail you want. – For example, you can make sure each task simply has a resource assigned to accomplish it. – Or you can enter more detailed information, such as resource costs, along with task assignments. u Note If you're not tracking resource usage, you may not want to enter resource information at all. u After you enter resource information for a project, you can use the same resources in other projects.

Projmgmt-4/15 Creating a Resource List for Your Project 1. From the View menu, choose Resource Sheet. 2.From the View menu, choose Table, and then choose Entry. 3.In the Resource Name column, type a resource name in a blank field. 4.If you want to designate a resource group, type a name in the Group column. 5.If necessary, in the Max. Units column, type the number of resource units available for this resource. 6.Change the default information in the remaining fields as appropriate. 7.Repeat steps 3 through 6 for each resource..

Projmgmt-5/15 About Creating a Resource List for Your Project Before you assign resources to tasks, you can create a list of resources for the project to save yourself time later. A resource list includes: u The name of the resource, which can be a person, a piece of equipment, or a class of interchangeable resources, such as pilots. u The maximum number of interchangeable resource units available for the resource.

Projmgmt-6/15 MS Project Units? u What are units? – There are two types of units in Microsoft Project: maximum units and assignment units. – Maximum Units - When you want to specify how much a work resource is available for work on a project.work resource u Use the Max. Units field in a resource sheet to indicate whether the work resource is full time or part time on this project, or whether multiples of this resource are consolidated into onework resource – Assignment Units - When you want to specify how much a work resource is dedicated to a specific assignment.assignment.

Projmgmt-7/15 Assigning and Removing a Resource 1.From the View menu, choose Gantt Chart. 2.In the Gantt table, select a task. 3.Right click the task and select resource assignment.

Projmgmt-8/15 Assigning and Removing a Resource (cont.) 4.In the Name column, select the resource you want to assign to the task. – Use UNITS - To indicate the level of effort for a work resource on a specific assignment. work resourceassignment

Projmgmt-9/15 Assigning and Removing a Resource (cont.) u Assignment units indicate how much of the resource's available time, according to the resource calendar, is being used to work on a particular task. For example:  Specify 100% if the resource is to work the standard full time or 100% effort on the assignment. This is the default for all assignments.  Specify 50% if the resource is spending half the available time on this assignment. Even if the resource is a full-time resource, there might be assignments for which only a part-time effort is required, leaving the remaining time available for another assignment.  Specify 300% if three full-time equivalent multiple resources are working on this assignment. You can specify 250% if there are two full-time resources and one half-time resource on this assignment.

Projmgmt-10/15 Assigning and Removing a Resource (cont.) 5.Click OK

Projmgmt-11/15 Assigning Costs to Tasks and Resources u For many PMs, cost is an important aspect of project scheduling and control. – For example, cost considerations can determine how quickly tasks are accomplished, and how resources --- equipment and workers --- are used. – In some cases, the success of a project may be measured by how closely the final project costs match the baseline costs. u With Microsoft Project, you can monitor costs at a basic or advanced level. You can: – Assign wages or rates to resources. – Account for the cost of materials. – Control how costs are accrued.

Projmgmt-12/15 Why Assign Costs to Tasks and Resources? u When you assign costs to resources and tasks, you can also answer a variety of cost-related questions at any point in your project, such as: – What are the resource costs for this task? – What are the resource costs for the project? – How much will it cost to complete this task? – What is the total cost for this phase of the project? – What is the planned project cost?.

Projmgmt-13/15 Assigning a Rate to a Resource 1.From the View menu, choose Resource Sheet. 2.In the Std. Rate, Ovt. Rate, or Cost/Use field for the resource, type the rate. 3.Click the enter button or press ENTER.

Projmgmt-14/15 About Viewing Project Costs u There are a number of ways to look at project costs. – You can view task costs when you want to see the total of all resource assignment costs and the fixed cost for a task. – You can view resource costs when you want to see how much money is being spent on overtime work. – You can view total project costs to see whether the project is staying within its overall budget. u By looking at costs, you can: – Closely manage your project by tracking the costs of each task. – Create reports on the costs of individual tasks, as well as the overall cost of the project. – View individual and group resource costs.

Projmgmt-15/15 Viewing the Cost Per Task 1.From the View menu, choose Gantt Chart. 2.From the View menu, choose Table, and then choose Cost. 3.In the Gantt table, scroll right until the Total Cost field appears. – Or drag the divider bar to the right to display the Total Cost field.