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What is Project Management?

Create a New Project

Create and Maintain Calendars

Create Custom Fields

Customize Options Settings

Setup Project Information & Create a Logical Project Structure

Create a Logical Schedule Module

Create a User Controlled Schedule

Manage Multiple Projects

Enter and Edit Resource Information

Assign Resources

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.

Edit Assignments

Manage Resource Allocation

Manage Resource Allocation using Team Planner

Model Project Costs

Setting Project Baseline and Tracking Percentage Completion

Setting Project Baseline and Tracking Percentage Completion 2

Comparing Progress Against a Baseline

Comparing Progress Against a Baseline – Remedial Actions

Task Inspector, Critical Path and Earned Value Management

Using Views and Tables

Fine Tuning Views and Tables

Share Data with External Sources

Print Schedules and Reports

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Steve Caseley

Steve Caseley

CBT Nuggets Trainer

Certifications:
PMI-PMP, PMI-ACP, PMI-SP, Project+

Area Of Expertise:
Project Management, MS Project, Development Methodologies, Agile Development

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