00:00:00 - This nugget, the next in 3.0 Managing Resources
00:00:03 - and Assignments, is focused on 3.2 and
00:00:07 - 3.3. 3.2 is going to be a bit of a review.
00:00:11 - We've already talked about the Task Types, Fixed Work, Fixed Units and
00:00:15 - and Fixed Duration, but we're going to apply the Resources. So
00:00:19 - we are going to assign the Resources that we've already created in the
00:00:21 - previous nugget and we're going to further explore W=UxD
00:00:25 - because they all work together.
00:00:30 - Depending on the Task Type, depending on the Units, the Resources, depending
00:00:35 - on the Work and the Duration, it's going to directly impact on
00:00:39 - the schedule calculations. So this nugget is really going to put it
00:00:42 - all together. We already have our Tasks in Microsoft Project.
00:00:47 - We already have our Resources in Microsoft Project. This nugget
00:00:50 - 3.2, 3.3 is really going to put
00:00:54 - it all together and create our effective Project Schedule.
00:00:59 - And we'll start off in this basic plan that I have called Basic
00:01:02 - Scheduling Project. It's available to you on CBTNuggets.com.
00:01:06 - And if we look at it quickly, there are five Tasks in this project
00:01:10 - plan, created in two parallel dependency streams - Tasks 1 through
00:01:15 - Task 3 and Tasks 4 through Task 5. And if we look
00:01:19 - at my Resource Sheet
00:01:23 - I have a number of resources. I have three human resources all
00:01:27 - of Type Work, Initials R1 of R3
00:01:32 - and only R1 and R3 are available to the project full time. And I'm
00:01:35 - not going to get into the breaking down of the resources
00:01:38 - into probably a more realistic 90% simply because it makes the math, the
00:01:41 - the mental math a lot harder to deal with. What's 90%
00:01:45 - of eight hours a day. I'm going to go stick with a standard
00:01:49 - 100% utilization. Realizing as per our previous nugget
00:01:53 - that may not be the most realistic, but R2 is only available
00:01:58 - to work on projects 50% of the time. I have a piece of equipment,
00:02:02 - I have a Material Resource, my 2x4 lumber in the
00:02:05 - Lots of 100, and I have a Cost Resource that I'm going
00:02:10 - to call an Inspection Cost.
00:02:12 - So with that we're ready to start allocating resources to our
00:02:16 - project plan. So I have simply gone back to my Gantt chart view.
00:02:20 - You do not have to do resource allocation in the Gantt chart view.
00:02:23 - This simply is the view that Steve himself finds most
00:02:30 - pertinent to most of the work that I do most of the time. Was there
00:02:33 - enough most in that discussion? Again Steve works most of
00:02:36 - time in the Gantt Chart view. We have a nugget at the end of this
00:02:39 - series going into the very detailed depths of views and view
00:02:44 - utilization. So you will get very familiar working with views
00:02:47 - as you continue to work in Microsoft Project. Anyway, let's
00:02:51 - start assigning resources to these tasks. And as with everything
00:02:57 - in Microsoft Project, there's multiple ways to assign the resources
00:03:00 - to our project plan. The way that we've used to date, is we go into
00:03:04 - our column area, we go to our Resource name column and we
00:03:08 - simply select and pick the appropriate resources to work on
00:03:12 - that particular project.
00:03:15 - Works just well. A lot of people will find that this method
00:03:17 - works very well for them. I'm going to show you a preferred
00:03:21 - way that I use. Not to say it's really any better. It's
00:03:25 - personal preferences but you could absolutely assign Resource 1
00:03:28 - to that Task simply by clicking there and then clicking
00:03:32 - it at the box.
00:03:34 - The other to method to assigning resources to a task is we double
00:03:38 - click on the Task. We bring up the Task Information window,
00:03:43 - and we go to the Resources tab and we have the resource information
00:03:48 - already assigned. Here's Resource 1. The default was 100% and
00:03:51 - because this task is a two day task,
00:03:58 - we see the cost is being calculated at two days, which is 16
00:04:02 - hours, at my rate, if you remember when we looked quickly at the
00:04:06 - Resource Sheet of $100, $10 an hour. So that's
00:04:10 - method number two. I would suggest probably the least preferred
00:04:15 - because it is very click intensive, you go to the Task you double
00:04:18 - click, you need to go to the Resource tab and so on.
00:04:21 - Steve's preferred method for doing resource allocation to a
00:04:25 - project is not done on the Task tab.
00:04:28 - Probably should come as no surprise to you. It would be done
00:04:31 - on the Resource tab. So we go to the Resource tab and look
00:04:36 - at the ribbon for the Resources. We have a button here called
00:04:40 - Assign Resources. If I open up the Assign Resources I get another
00:04:46 - window that's going to pop up.
00:04:48 - And the reason Steve particularly likes this window is, it's a stay on
00:04:53 - top. I'm on Resource 1. I've already assigned, sorry. I'm on Task 1
00:04:58 - I've already assigned Resource 1 as per our
00:05:01 - select from the list box. I can simply go to Task 2.
00:05:06 - and the stay on top box remains and I could say Task 2
00:05:11 - is going to be assigned to Resource 2 for example,
00:05:14 - and I click Assign.
00:05:20 - So now we see Resource 2 has been assigned. The Work,
00:05:24 - the Units is 50%. Why? Because this resource is only available
00:05:29 - to us by the Resource sheet for 50% of the time.
00:05:34 - So let's have a look at what assigning a 50% Resource
00:05:37 - does to a task. If I move my window just a little bit we see the
00:05:43 - Task has a three day Duration.
00:05:46 - Resource 2 is only available to work on the Task 50% of
00:05:50 - the time. So if we take 3 days x 8 hours would
00:05:55 - be 24 hours. At a rate of $10 an hour, one
00:06:00 - would think the cost would be 240 but because
00:06:04 - Resource 2 is only available to work on the task 50% of
00:06:07 - the time, we only work on the task for 12 hours, instead
00:06:13 - of 3x8 which is 24, and therefore the
00:06:16 - cost is only $120.
00:06:21 - And we can go on assigning resources because this again is
00:06:24 - a stay on top. We go to Task 3 and we say we're
00:06:28 - going to assign Resource 1 to that Task, and we're going to
00:06:32 - assign Resource 3 to a Task. There's nothing that says
00:06:36 - only a single resource can be assigned to a task and let's
00:06:41 - look at what happens here. Resource 3 is a single day task.
00:06:47 - We assigned Resource 1 for eight hours at $10 an hour
00:06:52 - and we assigned Resource 3 for eight hours at $10 an hour.
00:06:58 - So this project or this task on our project is going
00:07:02 - to get a cost of $160 because both
00:07:05 - resources are going to work a full day on this particular task.
00:07:12 - And normally I just continue and assign the Resources to Tasks 4 and Task 5.
00:07:16 - But I actually want to stop and explore what has happened
00:07:20 - in our project because of assigning multiple resources and
00:07:24 - 50% resources to these tasks. So I'm going to close out of this window
00:07:29 - and I will realize that Microsoft Project put a little
00:07:35 - mark on Task 3 to say it's done something for me. When I
00:07:38 - mouse over it I get the ability to go to this information
00:07:42 - window and it says, click to see how the Task is rescheduled.
00:07:46 - So it says I've added a resource to the task. Is this because I wanted
00:07:50 - to? The assumption is reduce the duration so the tasks ends
00:07:55 - sooner, but requires the same amount of work. Increase the total
00:07:59 - work because the task requires more person- hours, or reduce
00:08:03 - the hours, too. So again Microsoft Project is very friendly. So
00:08:07 - let's explore a little bit more of what Microsoft Project is
00:08:11 - doing. I'm going to get rid of that schedule information altogether and I'm
00:08:15 - going to do a little bit of column management. For the purpose
00:08:18 - of this discussion we don't need the Start or the Finish
00:08:23 - or the Predecessor.
00:08:26 - What we want to have a good view is the Work column
00:08:33 - and I'm going to introduce a new column we haven't looked at before.
00:08:37 - I'm going to insert column. I'm going to look at Cost.
00:08:41 - We were seeing some of the cost information on our Resource
00:08:45 - stay on top window. So now we can see how Microsoft Project
00:08:50 - is going to interact with the Duration with the Work and
00:08:53 - the Resources. And the last thing we need to complete this
00:08:57 - is the Task Type. So I'm going to insert one more column and it's
00:09:03 - going to go to Type.
00:09:07 - So now we recognize that all of these five tasks that I have created
00:09:11 - in this very simple project planner, all Fixed Work Tasks.
00:09:16 - So let's again examine exactly what Microsoft Project has done.
00:09:20 - From the simplest case, we had a Fixed Work Task with the Duration
00:09:24 - of two.
00:09:25 - We assign a single resource to that task, so Microsoft Project
00:09:30 - calculated the work at 16 hours. 2 days x 8 hours,
00:09:35 - single resource equals 16 at a cost of $10
00:09:39 - an hour. Cost is160. Pretty straightforward.
00:09:43 - Task 2. Fixed Work. Duration is three days long,
00:09:48 - 3 x 8 is 24. But, we put a resource that's only
00:09:53 - available 50% of the time on that particular task, so Microsoft
00:09:58 - Project has reduced the Work and said therefore, the Work
00:10:02 - is only going to be 12 hours which is 50% of the
00:10:05 - total quote unquote available time. 12 hours at a 120
00:10:10 - or 12 hours at $10 an hour is going
00:10:13 - to give us a cost of 120.
00:10:16 - Now if we come down to this one, which again is where Microsoft
00:10:18 - said have I done what I, really have I done what you want me
00:10:21 - to do? The task had a one day duration.
00:10:27 - I put two resources on it, so by default Microsoft Project said
00:10:31 - two resources, each working a full eight hour day
00:10:35 - is going to result in 16 hours of work being done
00:10:39 - on that particular task, for the cost of 160.
00:10:43 - But again Microsoft says is this really what you want? Oops,
00:10:46 - clicked in the wrong place there and I've lost my information
00:10:50 - bar because I did an edit.
00:10:53 - So, this is how Microsoft Project deals with
00:10:59 - W=UxD.
00:11:01 - Going into the assignment I did not have my Work column
00:11:05 - but the Work columns were showing a zero as per down here,
00:11:09 - and my Durations for estimate but in the absence of any other
00:11:12 - information, W=UxD. I had Duration,
00:11:18 - I had Units or I'm providing the Units. So therefore, Microsoft
00:11:22 - Project is going to automatically calculate the Work. So let's
00:11:27 - see that in play again. Task 4, I'm going to go to my Assign Resources,
00:11:35 - I'm going to focus on Task 4 and I am going to assign Resource
00:11:40 - 3 to this particular Task.
00:11:45 - Again, three hours, sorry three days, no Work calculated and
00:11:53 - I am assigning resources. So I assign Resource 3.
00:11:56 - It's going to give me the 24 hours of work. If I
00:12:01 - also assign Resource 1, I'm going to put two resources on
00:12:06 - this particular Task. Again, exactly what it did in Task 3,
00:12:11 - it's going to say
00:12:16 - there are now two resources but in this case it's going to say but
00:12:20 - I now have multiple resources. It was a three day task. I'm going
00:12:26 - to assume that this is a Fixed Work, so therefore I'm going to take the
00:12:30 - effort and I'm going to split the effort in half and I'm going to keep
00:12:35 - the effort at 24 hours, and I'm going to drop the
00:12:39 - work down and get this job done in a day and a half.
00:12:44 - And again we're going to get that little information window
00:12:46 - that says, I have done some work for you. Is this really
00:12:50 - what you want me to do? So if we close out and let Microsoft Project
00:12:54 - display that information to us again.
00:12:59 - It reduced the Duration from 3 days to a day and a half,
00:13:05 - but kept the Work at 3 days worth of effort.
00:13:09 - Or did I really want this to stay at 3 days and therefore
00:13:15 - the Work is going to double.
00:13:19 - This is the way Microsoft Project interprets W=UxD
00:13:23 - based on the type of Fixed Work. I just want to explore this
00:13:29 - one more time and then we'll move and look at the other Task
00:13:31 - Types. Let's assign the Work to be 16 hours.
00:13:41 - Let's assign a resource to Task 5 and let's assign
00:13:48 - Resource 1. I don't want to go to Resource 2
00:13:51 - because having them available 50% of the time to
00:13:54 - me just adds into the complication of the way Microsoft Project Works.
00:13:58 - So let's assign Resource 1. And let's again go back and look
00:14:02 - at exactly what's going on now. Right now the Duration is 2,
00:14:06 - Work is 16 and I'm going to assign a single resource available
00:14:12 - 100% of the time to that Task.
00:14:19 - The Work stayed at 16, the Duration stayed at 4, but
00:14:27 - although Resource 1 is available to work 100% of the time
00:14:32 - Microsoft Project said Fixed Work, effort driven,
00:14:37 - you've told me the Duration. You've told me the Work, you're
00:14:41 - asking me to deal with the Units, the Resources and
00:14:45 - therefore I am going to assign this resource to work 50%
00:14:49 - of the time simply because that's what makes the formula
00:14:53 - true. Let's go back into that Task so Resource 5 and
00:15:00 - I'm going to pop Resource 1 up to 100% and we'll
00:15:05 - examine what Microsoft Project is going to do. If we move Resource
00:15:08 - 1 up to 100%, it's Fixed Work so we would expect
00:15:13 - the Work to stay the same. We have given an override on the
00:15:17 - Resource. It has dropped the Duration back. So now we're saying
00:15:24 - I want Resource 1 to Work 100% of the time. I have
00:15:27 - told you the effort, the Work is 16 hours. So therefore,
00:15:31 - the Task has to get done in 2 days.
00:15:37 - Very interesting behavior in Microsoft Project based on the
00:15:43 - interaction of W=UxD
00:15:47 - focused exclusively on Fixed Work Tasks. Now we'll begin to
00:15:51 - explore how that same relationship works with Fixed Units
00:15:57 - and Fixed Duration Tasks.
00:16:00 - So let's create a new Task. Let's create Task 6,
00:16:05 - and let's leave it as Fixed Units. Fixed Units says the number of
00:16:11 - resources are fixed. Let's give it a Duration of 2 days
00:16:18 - and let's leave the Work
00:16:20 - empty and let's assign a Resource to that Task. So assign resource.
00:16:25 - Let's go with Resource 3. Again I want to avoid
00:16:28 - using Resource 2 a lot simply because the 50%, I believe,
00:16:33 - makes the discussions a little clearer and I'll leave you
00:16:36 - to interpret how Microsoft Project would deal with Resource
00:16:39 - 2 under those scenarios. And we're going to
00:16:43 - Resource 3
00:16:45 - to this Task. Fixed Units, Duration is 2, I'm leaving the Work
00:16:52 - empty and I'm going to assign Resource 3 who is a full-time
00:16:56 - resource to the task.
00:16:58 - And probably no surprise, the Work was increased to be 16
00:17:06 - hours. It behaves exactly as we expected it to. So let's close out of that
00:17:11 - and now let's begin to manipulate this. If we change the Duration
00:17:16 - from 2 days to 4 days and hit Enter.
00:17:23 - The Resources is Fixed. If the Duration is going to take 2 days
00:17:28 - long and we have one resource working on it full time Microsoft
00:17:32 - Project has no choice but to increase the Work because now
00:17:36 - this Resource is now working on the Task for 4 full days x 8.
00:17:41 - And the same thing will apply if we change the Work. We
00:17:45 - change the Work down to eight hours and hit Enter, Microsoft Project
00:17:50 - is going to drop the Duration down to 1. If we change the
00:17:56 - resources around, if we change the resources and add another resource
00:18:02 - to that Task,
00:18:07 - the Duration was 1, the Work is going to increase. So again
00:18:12 - the basic functionality is the same. The big difference between
00:18:16 - the Task Type is, by the Task Type Microsoft Project is saying
00:18:20 - I will not change when the work is fixed. It didn't change the
00:18:24 - Work. It changed the Duration and the Resources as we saw a couple
00:18:29 - moments ago. It dropped the Resource down to 50%.
00:18:32 - When the Units are fixed it's never going to change the resourcing.
00:18:35 - It's always going to change the Duration or the Work.
00:18:38 - So the formula doesn't change. The formula is always
00:18:42 - W=UxD. What changes is the field that
00:18:48 - Microsoft Project is going to adjust.
00:18:51 - We tell it what it keeps fixed. We change one. It knows which
00:18:56 - one it can't change, in this case the Resource name. So therefore,
00:19:00 - it always changes the third.
00:19:03 - So let's explore the same relationship with the last type of
00:19:07 - task, which is Fixed Duration. So we'll create Task 6
00:19:12 - or Task 7, rather.
00:19:15 - We'll make it Fixed Duration.
00:19:20 - We'll make the Duration 4 days and we'll assign a resource.
00:19:26 - We assign Resource 1 to the task,
00:19:38 - Assign Resource 1. Duration is fixed. It's 4 days. I assign
00:19:43 - a single resource
00:19:45 - It's going to make that single resource work four full days.
00:19:48 - It should be no surprise. If I assign another resource
00:19:53 - the Duration is going to stay fixed. The Task is always going to
00:19:58 - take 4 days. I added a second resource. Therefore, it's
00:20:02 - going to double the work, the effort that's required to complete
00:20:07 - the task.
00:20:09 - Again, I'm belaboring this, not because it is a very complex
00:20:14 - subject. I actually think the subject is fairly simple and
00:20:18 - I hope that I'm not insulting anyone when I say that W=UxD.
00:20:21 - The key is
00:20:27 - the Task Type defines which field Microsoft Project will
00:20:32 - not change. I said the Duration is fixed
00:20:36 - is 4. I added a resource. It had no choice but to change
00:20:41 - the Work. Let's exit out of this window one more time and
00:20:46 - explore that just a little bit more. If I change the
00:20:48 - Work from 64 down to 32,
00:20:58 - what did it do? It simply said that these resources are going
00:21:02 - to now be working only
00:21:05 - 10 hours to give me the $320.
00:21:09 - So again, Microsoft Project is absolutely preserving that field
00:21:14 - of 4 days. W=UxD.
00:21:20 - You tell Microsoft Project which is the most important value
00:21:23 - to you. You give it one of the other two values and it will
00:21:28 - calculate the third.
00:21:31 - And that completes our discussion on schedulable resources.
00:21:35 - Today I've have been focused on my human resources, Resource 1 through
00:21:38 - Resource 3. But it works the same for our other type
00:21:42 - of work resource. So, if I go back to Task 1, say Assign Resource
00:21:48 - and this time I'm going to assign the Equipment Resource. The Equipment Resource
00:21:52 - is the same as a Work Resource. It is a Work Resource.
00:21:58 - It just happens to be a piece of physical equipment rather
00:22:01 - than a human being. So if I assign resource equipment to this
00:22:06 - task, we now see that the work is going to be done by Resource
00:22:15 - 1 and by the equipment.
00:22:19 - And we see that the cost has increased to $120.
00:22:23 - Why had the cost increased by $120?
00:22:26 - Because we have the human working on the task for one day
00:22:30 - at $80, 8 hours x $10 and
00:22:36 - we have the equipment working on the task for a full day for
00:22:40 - a full 8 hours. But if you remember back to the Resource
00:22:43 - Sheet, the equipment only had a $5 an hour charge, so that
00:22:48 - the Equipment Resource is going to charge $40 and that's
00:22:51 - going to bring up the total costs to 120.
00:22:55 - But the allocation of equipment resource identical
00:22:59 - to the allocation of a human resource, because Microsoft
00:23:03 - Project doesn't know that it's a piece of equipment. All that
00:23:06 - Microsoft Project knows is that the Equipment Resource is
00:23:10 - a Work Resource and a Work Resource behaves exactly the
00:23:14 - same. It's only me, the human being, the Project Manager that
00:23:20 - understands, if I look back to my Resource Sheet,
00:23:24 - that my Resources 1 through 3 and Equipment are all
00:23:30 - identical in Microsoft Project's view.
00:23:34 - The only difference is that any of these is Resource 2 is
00:23:37 - available only 50% of the time and Equipment Resource
00:23:42 - only costs $5 an hour versus $10 an hour.
00:23:45 - But from a Microsoft Project viewpoint,
00:23:50 - they are all equivalent resources. They are all work. So every
00:23:55 - discussion we had on a Fixed Work, if I change the Resources,
00:23:59 - it will change. If I change the
00:24:03 - Units, if I change the Duration it's identical whether it is an
00:24:06 - equipment resource or a human resource. Again, as far
00:24:10 - as Microsoft Project, they are all the same. They are work resources.
00:24:14 - They have calendars. They are constrained resources. Now let's
00:24:18 - look at the allocation of an unconstrained resource, a material
00:24:22 - resource. And I would assign a material resource, an unconstrained
00:24:27 - resource in exactly the same way. So let's continue to work
00:24:30 - on Task 1.
00:24:31 - I'm going to bring up my Assign Resources window again,
00:24:35 - and this time I'm going to assign my material resource
00:24:39 - to the project. Subtle differences this has, the Units is 1 Lot
00:24:47 - of 100. It assumed I wanted to use the full
00:24:53 - 100 2x4's and put the full cost of $250
00:24:57 - on my Task. So now my Task has gone up to 375.
00:25:01 - If in fact I don't want to use the
00:25:04 - full Lot of 100, I can say I only want to use.5.
00:25:08 - I only want to use 50 of those 100 2 x 4's. I hit Enter
00:25:12 - I hit Enter.
00:25:15 - It's going to say well he's using.5 of a Lot of 100
00:25:18 - The prices has dropped down to 125, of
00:25:21 - course. And my total Task cost has dropped down appropriately. I
00:25:26 - I want to use 2 full Lots
00:25:31 - and I can only edit in the area if I start changing around
00:25:36 - out there, it's going to say oooh, you've really started messing around, ta da, ta da, ta da.
00:25:39 - I'm not going to make you read all of that. What I was trying
00:25:44 - to show you is in this particular area the only place I can
00:25:48 - start editing is in
00:25:51 - the consumption of, not in the label of. These Lots of 100,
00:25:56 - I created that on my Resource Sheet when I created my resources in
00:26:00 - the last nugget.
00:26:01 - At the allocation level I can only begin to manipulate this at
00:26:06 - the consumption i.e. the 2 Lots of 100. Hit Enter.
00:26:12 - 2 Lots of 100 at 250 per 100 is going to increase
00:26:16 - my cost up for that task by $500 plus my
00:26:20 - two work resources giving me a total task cost
00:26:24 - of 620.
00:26:26 - And continuing to pick on poor old Task 1, I'm going
00:26:30 - to assign our final type of resource. So we have this Cost Resource.
00:26:35 - And if you remember on the Resource Sheet there was very little
00:26:37 - information we provided on a Cost Resource. We really simply
00:26:40 - provided the name, as a place holder and a few of the groupings
00:26:47 - we were able to assign the Group field. We were able to assign
00:26:50 - the Code field for allocation to financial budgets.
00:26:54 - But we didn't put in any of the other cost details into the
00:26:59 - Cost Resource. And I said that's because we do it here at the
00:27:03 - time of assignments. So if we take Inspection Costs and assign.
00:27:09 - It says here's the Inspection Cost.
00:27:12 - The Units is empty and I'm trying to type into it, but here
00:27:17 - is I where I directly key in the cost. And when we're doing our
00:27:20 - scenario it could be a minor inspection at $100
00:27:23 - or a
00:27:25 - middle level inspection at $250 or a
00:27:28 - major inspection at $500. At the time of allocation
00:27:32 - we make our decision that says this is a major inspection,
00:27:36 - go to the right field and I type the $500. And we're
00:27:40 - going to see the cost for my project increase by the
00:27:43 - $500
00:27:45 - when I hit Enter. So the cost is simply allocated to the project
00:27:50 - at the direct time that the resource, and in this case the
00:27:54 - Cost Resource is allocated.
00:27:57 - I could go to another Task, Task 2 and say I also want
00:28:02 - to apply an Inspection Cost. I'm going to assign it.
00:28:06 - And my Inspection Cost, this is a minor inspection, so it's
00:28:10 - only going to have a $100 cost associated with it.
00:28:12 - So as soon as I hit Enter, we're going to see that Cost field increased
00:28:16 - by 100 to 220.
00:28:20 - So a very powerful ability to add direct costs to a task in
00:28:27 - your project plan using this Cost Resource, but that's all
00:28:31 - that we get from Cost Resource, is direct allocation of expense.
00:28:37 - The Material Resources, and I'm going to go back to Task 1
00:28:40 - has a sense of consumption depending on how many material
00:28:45 - resources we consume. The cost is going to change and our work
00:28:49 - resources absolutely have consumption and have calendar constraints.
00:28:54 - As a matter of fact we're beginning to see our calendar constraints
00:28:57 - showing up over here by all of the reds.
00:29:03 - So to explore those constrained resources a little bit more
00:29:06 - we see, if I mouse over, this task has resources assigned which
00:29:11 - are over allocated. Right click for options. What do I want to
00:29:15 - do? Do I want reschedule? Do I want to ignore? Do I want to, do
00:29:19 - I want to Auto Schedule. Typically, Auto Schedule would be
00:29:23 - what I would want to do. I'm not going to do that at that moment
00:29:26 - because that's going to be discussed in our next nugget series, which
00:29:29 - is editing and managing and allocating our resources in the
00:29:33 - most effective way.
00:29:35 - I simply brought it up at this point because I want you to be
00:29:38 - aware of the fact that these resources are constrained.
00:29:42 - Why are they constrained? If I look at my schedule I can see that
00:29:47 - Resource 1 is working on
00:29:49 - Thursday on this task and is working on this task and is working
00:29:54 - on this task, and is working on this task. So for all intents
00:29:57 - and purposes poor old Resource 1 is working 32 hours
00:30:02 - in this day, which obviously is going to turn them very red.
00:30:08 - And to conclude this nugget on Resource Assignment, I'm going to show you
00:30:11 - there's yet one more way we can assign resources to tasks. So far in
00:30:15 - in this nugget, we've looked at three different ways we can assign
00:30:18 - resources. The first one we explored is doing direct maintenance
00:30:23 - in the Resource column itself. And we have the ability to do
00:30:26 - list box, very fast, very effective. The only issue with doing your
00:30:31 - resource management right here, is it's sort of an all or nothing.
00:30:35 - You simply said I want to include this resource on the task,
00:30:39 - so I click on Resource 3. They will be assigned
00:30:41 - at the default. You have no ability to do, no overriding. You have
00:30:45 - no ability to do any customization of the assignment.
00:30:49 - The other option we've discussed is do a double click in the
00:30:52 - Task, bring up the detailed Task information, go to the Resource
00:30:56 - tab and we again can assign Resources.
00:31:01 - We can have more ability to change the Units, so Resource 1
00:31:06 - by default, is available for 100% of the time but
00:31:09 - I can do an override. So we have more functionality to do our
00:31:13 - resource maintenance on our detailed Task window.
00:31:16 - And Steve's preferred method, and I'm going to just change my reel state
00:31:20 - over here so I can see my Task name, is to use the stay on top
00:31:25 - window that allows me to very significantly manage my resource
00:31:30 - assignment information. I can assign resources if I click on
00:31:34 - an existing resource. I can remove, I can replace. If I click
00:31:38 - Replace it says, okay I'm going to keep all of the information
00:31:41 - that Steve is given me on Resource 1 and I'm
00:31:44 - simply going to do an override and replace it on Resource 3.
00:31:47 - So a little bit more functionality for replacement on
00:31:53 - the pop up that we get from the Resource tab, the Resource
00:31:58 - ribbon and the assigned resources. And again this is Steve's
00:32:02 - personal preferred method for dealing with resources. Many Project
00:32:06 - Managers I know have another preferred method and that's if you go right
00:32:11 - down here, the very bottom right hand corner of my window, I
00:32:15 - have this little button that I am mousing over and if I click
00:32:18 - on that button and drag up, I can create yet one more
00:32:22 - split in my Microsoft Project plan. So I have sort of a dual
00:32:27 - level split up here. I have my
00:32:30 - column information. I have my resource information and then
00:32:34 - I have a third split horizontally, where I am showing the
00:32:39 - Task form
00:32:41 - for each task. So if I go to Task 1, I can see the Task
00:32:45 - form is saying, here are the Resources, here are the Units, here are the work,
00:32:49 - here are the predecessors. So if I wanted to reassign a resource
00:32:54 - or add another resource, I can simply go down here into this Task
00:32:57 - form and say, yes, I have these resources but I would also like
00:33:02 - to assign Resource 2 as well and so on. I can change
00:33:07 - the Units. I can change the individual allocation. So again,
00:33:11 - for this particular Task 1
00:33:14 - I have the two work resources, Resource 1 and equipment. Microsoft
00:33:20 - Project assumed they're both going to work full eight hour days.
00:33:25 - I could say no, I need to override that and my piece of equipment
00:33:29 - is only going to work four hours. The Project Manager
00:33:33 - or the Resource1 only needs the equipment for four hours, and I
00:33:36 - can begin to adjust and so on. If I click okay, we're going to
00:33:41 - see the Resource, Work, sorry, the Task Work has been adjusted
00:33:45 - appropriately. So very powerful functionality with this additional
00:33:50 - split. You can get at the additional split by here
00:33:54 - taking that button and dragging up. You can get at that
00:33:58 - additional split off of the View tab, where you're going to control
00:34:02 - your window.
00:34:04 - So again, pretty standard functionality within Microsoft Project
00:34:08 - to allow you to maintain multiple information in multiple ways.
00:34:14 - This concludes our nugget focused on 3.2 and 3.3
00:34:17 - The primary focus of this nugget was assigning resources
00:34:22 - to the tasks that have already been created, assigning the resources
00:34:27 - that have already been created, but basically completing the loop to complete our project
00:34:31 - plan, understanding that assigning resources is very much dependent
00:34:35 - upon the task types of Fixed Work,
00:34:41 - Fixed Units or Fixed Duration.
00:34:50 - And is also very much dependent on the formula that W =UxD.
00:34:54 - And we saw very specific examples of
00:34:59 - how assigning resources to different task types is going
00:35:04 - to impact the way Microsoft Project applies the formula.
00:35:09 - One side of the formula, one value in the formula is Fixed
00:35:16 - as per the Task Type. You change another
00:35:23 - and MSP will change the third.
00:35:29 - This nugget explored four different methods of assigning resources,
00:35:36 - working in the column area,
00:35:39 - working in the detail Task window, using the Assign Resource
00:35:45 - pop up and stay on top window or going into a split screen
00:35:49 - and using the bottom part of the screen, the Task form, to assign
00:35:54 - and manage the resources. And we looked at the different way
00:35:57 - that Microsoft Project uses the three resources, the Work
00:36:01 - Resources, the Material Resources,
00:36:05 - and the Cost Resources. So with the assignment of the resources
00:36:09 - completed, we're ready to move on in this series and talk about
00:36:13 - editing in the assignments, managing the resource allocation,
00:36:17 - developing an effective schedule, which will be the topic for
00:36:20 - our next nugget.
00:36:22 - This concludes our nugget on assigning resources. I hope this module
00:36:25 - has been informative for you and thank you very much for viewing.