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Microsoft Project 2010 70-178

Manage Resource Allocation using Team Planner

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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

Edit Assignments

Manage Resource Allocation

Manage Resource Allocation using Team Planner

00:00:00 - This Nugget, 3.6, is going to talk about the same thing the last
00:00:04 - Nugget did, Managing Resource Allocation, but we're going to
00:00:07 - talk about using the team planner functionality, and this is
00:00:13 - available in MSP10
00:00:16 - and only in the Professional
00:00:20 - release of MSP10. It is not available in the Standard release.
00:00:26 - So if you are a Microsoft Project 10 Standard user, you will
00:00:31 - not have access to any of the functionality we're going to discuss
00:00:34 - in this particular Nugget. I would suggest you still need to
00:00:38 - view this Nugget because there is a strong possibility that using
00:00:42 - the resource planner could be covered in your certification exam
00:00:46 - itself. So again, I would encourage you to view this Nugget and
00:00:49 - understand this Nugget whether or not you are using the Professional
00:00:53 - release of MSP10 simply because it may be covered in your certification
00:00:58 - exam. So we'll have our discussion on using the team planner
00:01:03 - using the same file, the Dream Home Additional Tasks, except
00:01:07 - I've added a couple more tasks, not so much real project tasks
00:01:11 - but staged tasks that will allow us to see the team planner in
00:01:17 - better operation. So there are simply three tasks. If I look
00:01:20 - at the first one, it's an auto scheduled task. I have three days
00:01:24 - of duration so I have three days' worth of work, and I've assigned
00:01:27 - to it my carpentry crew. Task #2 also has a three-day duration.
00:01:32 - But if I click on it, you will see that it is a manually scheduled
00:01:37 - task, and we can see it's manually scheduled down here by the
00:01:41 - graphical indicator as well as the fact that this icon is highlighted.
00:01:46 - And the third task is also a manually scheduled task, and I haven't
00:01:52 - given it any scheduling information at all at this point in time.
00:01:55 - And again, it is assigned to the carpentry crew, so again, deliberately
00:01:59 - staged. One auto scheduled task with assignment, one manually
00:02:04 - scheduled task with work but no assignment, and one manually
00:02:09 - scheduled task with no work but assignment. And again, these
00:02:14 - contrived staged conditions are relatively important because
00:02:18 - it's going to show us some of the additional features and functions
00:02:21 - that we're going to get with this new functionality called team
00:02:25 - planner. Again, to reiterate what I said in the introduction,
00:02:29 - team planner is new in Project 10, and team planner is available
00:02:34 - only in the Professional
00:02:37 - version, edition of Project 10. It's not available in the Standard.
00:02:42 - But I would encourage you to look at this Nugget to ensure that
00:02:47 - you have enough knowledge of the team planner operation to pass
00:02:51 - your certification exam. How do we get access to the team planner?
00:02:55 - You might consider because team planner, team resource, we would
00:02:59 - get it from the resource tab. And there you have it. It is a
00:03:03 - view. We get it not just from the resource tab or the resource
00:03:08 - toolbar. We can see it as automatically presented to us on the
00:03:12 - resource tab as the team planner view. But we could also get
00:03:17 - it to any of the other tabs that provide us with the view operation.
00:03:22 - We would simply go to the view and do the list and select on
00:03:27 - team planner. Selecting team planner here from the task view
00:03:32 - would give us the identical functionality that we would get from
00:03:36 - the resource tab and clicking on the team planner button because
00:03:41 - again, if we allow the list box to show up, it is the same list
00:03:45 - box that we're seeing or saw on the previous task tab. So if
00:03:49 - we look at the team planner, it is I was going to say a fairly
00:03:54 - substantially different view than we're used to seeing in the
00:03:58 - other views the Gantt view, the resource usage view, the task
00:04:03 - usage view
00:04:05 - has some of the similar characteristics. We have a column area
00:04:10 - over here in the left but the difference being is
00:04:15 - we don't have that add new column. And if we come up here and
00:04:19 - do a right mouse click, you can't see me doing a right mouse
00:04:22 - click but I'm doing a right mouse click. I don't have the same
00:04:25 - ability to insert and hide columns that I did in the standard
00:04:30 - views. So the
00:04:34 - degree of flexibility we have in the team planner view is somewhat
00:04:39 - reduced, but the power of the team planner view is very powerful.
00:04:44 - So again, let's have a quick look around the real estate. The
00:04:47 - sort order or the primarily presentation order is by resource,
00:04:52 - which would probably be consistent with the view. It is a team
00:04:54 - planner. So the ceiling details for all of our resources, our
00:04:59 - surveyor, our tree cutter, our excavator, our foundation crew,
00:05:03 - our carpentry crew, and if we were to scroll down, the rest of
00:05:06 - our resources are available to us as well. Our focus for this
00:05:10 - particular Nugget is going to be on the carpentry crew because
00:05:14 - the carpentry crew is the one that I've got those staged tasks
00:05:19 - for. If we look over here in the calendar area,
00:05:24 - we're seeing the schedule information, so we're kind of seeing
00:05:29 - the same information we are seeing in the Gantt view. We see
00:05:32 - that my carpenters are working on the task for building the floor.
00:05:36 - That's what's showing in these dark blocks. These are the tasks.
00:05:41 - So the task of building the floor is going to start mid-morning
00:05:44 - on Monday and is going to go for three full days and is going
00:05:49 - to finish late afternoon on Thursday. And then the carpenters
00:05:54 - are going to immediately start working on building of the outside
00:05:57 - walls and it's going to go for a period of time. And we're seeing
00:06:02 - that because I haven't done any scheduling yet, we're seeing
00:06:06 - that the new task that I've added, and that is the auto scheduled
00:06:10 - task with the work assignment, so this new task for three days
00:06:17 - is also starting on Monday and is going to go for the allotted
00:06:21 - time. We can see just a very slight red shading at the top and
00:06:28 - bottom of these two tasks. And again, this is the team planner
00:06:32 - telling us that our carpentry crew is over allocated
00:06:37 - for only the period of time that's showing in red. The carpentry
00:06:41 - crew is working on all of these other tasks or this other task
00:06:45 - for all this period of item. They are not showing in red for
00:06:49 - that. So again, we're seeing them in red only for this specific
00:06:54 - period of time. So this is kind of a very powerful piece of new
00:06:59 - information that we're getting out of the team planner. Very
00:07:02 - clearly and very succinctly highlighting where the over allocation
00:07:06 - is. We get the generic statement of all our allocation here in
00:07:10 - the red, simply showing a red type, telling us that they are
00:07:14 - over allocated, but again, we see very clearly where they're over allocated
00:07:18 - right here. And the other two things that the team planner view
00:07:25 - is showing us that we don't easily get in any of the other views
00:07:29 - is this new field that's showing up called unscheduled tasks.
00:07:33 - So this is the task #3. We're only going to get data showing
00:07:37 - in this column when we have manually scheduled tasks. So if you've
00:07:43 - gone in and you're playing with a Microsoft Project plan and
00:07:46 - you're not seeing information showing up in this Unscheduled
00:07:50 - column, it's probably because you had your insert new tasks option
00:07:55 - set as automatic scheduled, which is really the option that Steve
00:07:59 - suggested as probably the one you're going to use most often.
00:08:03 - So I deliberately had to go in and set my default to new tasks
00:08:07 - to be manually scheduled, and as I said, when I was showing you
00:08:11 - the information, task #3, although it's assigned to the carpentry
00:08:16 - crew, I have not given it any scheduling information. I have
00:08:20 - not given it duration. I have not given it start dates. I have
00:08:24 - not given it finish dates. So that's what Microsoft Project is
00:08:27 - using as the indicator that says this is an unscheduled task.
00:08:31 - And down here, I'm seeing a task in my project plan that although
00:08:37 - I've got work assigned to it, I'm telling Microsoft Project this
00:08:40 - is a three-day task. I haven't assigned it to anyone. So some
00:08:46 - very powerful new information showing up in the team
00:08:51 - planner giving us specific information where the over allocation
00:08:54 - is taking place, telling us specific information about this new
00:08:58 - feature in Project 10 for manually scheduling tasks, saying "Steve,
00:09:03 - you told me task 3 needs to be manually scheduled but you didn't
00:09:06 - do any scheduling." So it's telling me that. And it's giving
00:09:10 - us information related to unassigned tasks. But the team planner
00:09:15 - does far more than present this information to us. The team planner
00:09:19 - gives us a very effective tool for dealing with all of these
00:09:22 - facts. So now let's see what Microsoft Project is going to allow
00:09:26 - us to do with this new-found information. Let's first deal with
00:09:29 - this over allocation. So we know where the over allocation is by
00:09:32 - the red marks. So we can simply take a hold of that task and
00:09:36 - begin to drag it and find a point in time when my carpentry crew
00:09:40 - isn't busy. So I'm simply scrolling to the right,
00:09:45 - and there is the first time that my carpentry crew isn't busy.
00:09:49 - I can take and drop that task out here, and the over allocation
00:09:55 - for my carpentry crew has gone away. They are now showing in
00:09:59 - black. Matter of fact, the size of the real estate assigned to
00:10:03 - my carpentry crew has been reduced. Now it's showing that my
00:10:07 - carpentry crew is working on a single task at a time. So I have
00:10:12 - simply manually dragged and dropped that task to an appropriate
00:10:17 - point in my project plan and dealt with my over allocation.
00:10:22 - That sounds like a very powerful feature and function in Microsoft
00:10:27 - Project and it is.
00:10:30 - But there is a very significant but associated with that. Several
00:10:34 - Nuggets ago, we talked about task constraints and how we will
00:10:40 - suboptimize Microsoft Project's ability to auto schedule our
00:10:46 - task to do automatic task assignments. As soon as we start adding
00:10:50 - task constraints by dragging that task and moving it out there,
00:10:56 - I have, in fact, added a constraint to that task. So I've simply
00:11:01 - brought up my task information window, the same information window
00:11:04 - we've seen all along. How did I get my task information window?
00:11:08 - I simply did a double click here in the bar, the same as I would
00:11:12 - have done a double click in my line in the standard Gantt view.
00:11:17 - And if I go to the advance tab, I can see that I have added a
00:11:22 - constraint type of start now earlier then, Wednesday, May the
00:11:27 - 7th. So yes, I have done a very good thing in terms of reducing
00:11:34 - the allocation for the carpentry crew, but as a result of doing
00:11:39 - the manual drag and drop, so manually dragging and dropping in
00:11:42 - this wonderful team planner view provides that same feature we
00:11:46 - got in the Gantt view but also provides that same, I'm going
00:11:50 - to say negative feature that we got in the Gantt view of adding
00:11:54 - the constraint. So just something to be very aware of. Now, I'm
00:11:58 - going to do an undo
00:12:00 - and I'm going to bring that task back to the over allocated state.
00:12:06 - The first thing that I did is I simply dragged and dropped and
00:12:09 - moved the task from
00:12:12 - this period of time and left the task assigned to my carpentry
00:12:16 - crew. In this view, I could also move that task and take it away
00:12:21 - from my carpentry crew and say, "Look at that." Assuming skills
00:12:26 - are appropriate, this new task I can reassign from my carpentry
00:12:30 - crew and move it to my excavators.
00:12:33 - And the real estate jumped around a little bit only because my
00:12:37 - carpentry crew again shrunk. They are no longer over allocated.
00:12:41 - I no longer need that extra real estate, and therefore, it scrolled
00:12:46 - a little bit and it moved up and assigned this task to the excavators.
00:12:51 - But the same thing has happened. If I come in and do my double
00:12:56 - click, look at my advanced, I can see again I've added a constraint.
00:13:02 - It's a very powerful functionality, but just be aware that dragging
00:13:06 - and dropping the tasks like that in this team planner will add
00:13:12 - constraints to your tasks in the plan.
00:13:17 - So our next piece of maintenance, we can deal with this unscheduled
00:13:20 - task. And literally, we can deal with this unscheduled task exactly
00:13:25 - the same as we dealt with the over allocation. We simply take
00:13:31 - a hold of the task and we can move it and put it anywhere we
00:13:34 - want in the project plan. Now, my concern about adding constraints
00:13:39 - with a manually scheduled task doesn't exist. Manually scheduled
00:13:44 - task, I don't care about constraints. I don't care that I'm putting
00:13:48 - a "must start on" or "finish no sooner than" or any of the other
00:13:51 - constraints. I can simply take it and I'm going to again do my
00:13:55 - undo just so we can repeat that. There is the unscheduled task.
00:14:00 - I'm taking it and moving it out into my project plan. Now why
00:14:03 - did the size change?
00:14:06 - Besides what's large over here, simply because that was the size
00:14:09 - of the column.
00:14:11 - That bar,
00:14:14 - that shaded box is simply collapsing and expanding with the size
00:14:19 - of my column. When I take it and move it out into my project
00:14:22 - plan itself, it is being adjusted to be appropriate for the size
00:14:26 - of the task, and I can move it around and I can assign it anywhere
00:14:31 - that I want. Now, again, if I do a double click, bring up my
00:14:35 - task information window, go to my advanced, and there, you can
00:14:38 - see again it's manually scheduled. Go to my advanced tab.
00:14:43 - The constraints aren't being applied because again, if you remember,
00:14:48 - manually scheduled tasks do not worry about constraints, do not
00:14:53 - care about task types because none of that can be set for a manually
00:14:58 - scheduled task. So if you have manually scheduled tasks, the
00:15:01 - team planner is an absolute joy to work with because it allows
00:15:05 - us to very directly and very deliberately manipulate the task.
00:15:11 - We originally assigned this task to the carpentry crew. We can
00:15:14 - move it around. We can create over allocations.
00:15:18 - So if I bring that manually scheduled task and put it at the
00:15:20 - same time as another assigned task, it will over allocate, but
00:15:24 - I can move that task around however I want. And probably, it
00:15:29 - should be no surprise, I was easily able to reassign the task
00:15:34 - from the carpentry crew to the excavator. I can do the same here.
00:15:39 - Again, if we do a double click, look at the resources, yes, they
00:15:42 - are definitely assigned to the carpentry crew. Move it up.
00:15:47 - Assign it to the excavator for the sake of consistency. Do another
00:15:52 - double click. Resource tab. No surprise, that task has been assigned
00:15:57 - to the excavator.
00:16:02 - And finally, it should probably come as no surprise to you, down
00:16:05 - here, we have an unassigned task. We have task #2. It hasn't
00:16:08 - been assigned to anybody yet. So again, we can simply take a
00:16:11 - hold of it, move it up, and say, let's assign that to the tree
00:16:15 - cutters and let's give that a scheduled date of starting on Monday,
00:16:21 - and the job is done.
00:16:23 - If we do a double click,
00:16:26 - look at the resource, no surprise, it's assigned to the tree
00:16:31 - cutters. And if we look at the advanced,
00:16:35 - no surprise again, this was a manually scheduled task. So therefore,
00:16:40 - all of the constraints, all of the concerns that we had with
00:16:43 - the manually scheduled tasks go away because we don't care about
00:16:48 - the constraints.
00:16:50 - So, basic functionality, pretty advance functionality actually,
00:16:55 - but the basic functionality of the team planner gives us the
00:16:59 - ability to very quickly highlight and identify where we have
00:17:02 - over allocations. And let me again deliberately create the over allocation
00:17:07 - on my carpentry crew, shows in red. I get the standard highlighting.
00:17:12 - I'm going to undo that. We have the ability to identify any unscheduled
00:17:17 - tasks. And at this point in time, I don't have any left because
00:17:21 - I took that task out and scheduled it. And we have the ability
00:17:26 - to very quickly identify any task that we've been working on
00:17:29 - on the plan that we simply didn't do the resource allocation.
00:17:32 - So a very, very powerful view, and we can use it to do the standard
00:17:36 - resource allocation that we did in our Go Forward project or
00:17:42 - using the same basic approaches that we did in the last Nugget.
00:17:45 - So again, I've left the siding crew over allocated because I want
00:17:49 - to use the team planner to help deal with that over allocation
00:17:53 - on my siding crew. So we deal with the siding crew very much
00:17:57 - the same way. First, we need to find out where the siding crew
00:18:00 - is over allocated. Now we know we're not going to put the siding
00:18:03 - on until after the walls are all built, so we're going to scroll
00:18:06 - a little bit to the right and find the task for our siding crew,
00:18:10 - keep going. We're still building walls. We're still building
00:18:12 - walls. And as we start building the inside walls, the siding
00:18:17 - crew is going to start working on the siding and the installation
00:18:20 - of the windows, and again, we see the same information that we've
00:18:23 - talked about already. Is the
00:18:27 - red box showing where my siding crew is over allocated? Again,
00:18:32 - self-evident. They're over allocated at this period of time where
00:18:35 - they're doing both the windows and the siding. And over here,
00:18:40 - by the time the windows are done, the siding crew is back to
00:18:43 - being regular, and they don't have the red bars. I could simply
00:18:49 - say I want to take the windows and doors and move out here.
00:18:55 - In which case, my over allocation is dealt with. Now again, I've
00:18:59 - created probably an illogical scenario in my project plan.
00:19:04 - I probably need to install the windows and doors before I can
00:19:09 - install the siding, and we discussed that in the last Nugget.
00:19:12 - So I'm going to do an undo again.
00:19:16 - So maybe the better bet would be to drag this one out and not
00:19:20 - start to do my siding until after my windows and doors are done.
00:19:24 - Fine. We discussed that maybe that's not the appropriate method.
00:19:29 - So all of the project management decisions that we're going to
00:19:32 - make are not automatically solved in this new view for the task
00:19:37 - planner. We still need to work through logistics. Should I be
00:19:41 - moving this task? Is this the right way to be moving this task?
00:19:45 - Should I be changing the allocations? Maybe I should be getting
00:19:48 - the windows and doors installed by someone else as opposed to
00:19:53 - the siding crew. And again, if the decision is let's go back
00:19:57 - again, that the windows and doors really are not best done by
00:20:03 - the siding crew, and this is an extreme example, but maybe the
00:20:07 - windows and doors should be done by my foundation crew, I could
00:20:10 - assign it up there and again deal with my over allocation. Project
00:20:15 - management decisions are necessary through this process. Simply
00:20:20 - doing a drag and drop to remove the red removes the over allocation
00:20:25 - makes the team planner look good but has to follow standard project
00:20:30 - management best practices. And again, I will reemphasize, by
00:20:34 - doing that drag and drop, if I do my double click and I look
00:20:38 - at my advanced tab again, Steve has concerns with adding too
00:20:42 - many constraints to my project plan, so again, I would tend to
00:20:46 - caution you away from doing a lot of that in the planner.
00:20:51 - So let's undo one more time.
00:20:56 - Lead my allocation back at the siding crew, and I would suggest
00:21:00 - probably at this point in time, my best bet would be to go back
00:21:04 - to my Gantt view, my Gantt chart, have a better look at what's
00:21:09 - going on with my siding crew, and probably deal with it through
00:21:14 - dependencies or something else that I can do within my project
00:21:18 - plan that's not going to add those constraints.
00:21:22 - So again, as we discussed, and I'm not going to repeat the process
00:21:26 - we went through in the last Nugget, maybe we need to work with
00:21:29 - dependencies. Maybe we need to change our resource allocations.
00:21:33 - Maybe we need to find another resource. But some of the actions
00:21:36 - we can take in this view by working in the task features, by
00:21:42 - working with my dependencies, by using my resource view and working
00:21:47 - with my assigned resource windows, changing my resource allocations
00:21:51 - will not add the constraints that the team planner will add.
00:21:56 - And again, I'm not trying to downplay. I'm not trying to tell
00:21:59 - you that the team planner is a bad thing. If you are using Microsoft
00:22:03 - Project in a way that constraints do not impact your schedule,
00:22:07 - then the team planner is an absolutely perfect tool for you to
00:22:10 - be used. Again, I just want you to understand that the team planner
00:22:14 - does add the constraints.
00:22:17 - And finally, I just want to go back and have a look at these
00:22:20 - three tasks that we worked on in the team planner view. As you
00:22:25 - can see, over here, we have added the constraint. But if I move
00:22:29 - my calendar back a little bit just to have a look at where those
00:22:32 - tasks are, so we're going to just scroll the calendar back to
00:22:35 - that point in time where we're working on these new tasks, we
00:22:39 - can see all of the activities that we had done in the team planner.
00:22:43 - We can see that this task was rescheduled because we did the
00:22:47 - drag and drop and we added the constraint. We can see that this
00:22:51 - particular task, we scheduled it and we changed the resourcing.
00:22:57 - Originally, it was not assigned. We added it to the tree cutters,
00:23:02 - so we've added the resource assignment, and in this particular
00:23:05 - task, we did both the scheduling of the task and the reassigning.
00:23:10 - So again, team planner, very, very powerful functionality,
00:23:17 - only available in the Professional edition, and the only concern
00:23:22 - I have with team planner is the constraints. Other than that,
00:23:25 - I think the team planner is a very, very powerful addition to
00:23:29 - Project 10 and something that I really look forward to using
00:23:33 - more and getting to know how to work within the constraints of
00:23:39 - and constraints is probably the wrong word work within the confines
00:23:42 - of what the team planner does because I think it's going to absolutely
00:23:46 - add a lot of power to my ability to work in this tool and to
00:23:53 - create effective meaningful schedules.
00:23:57 - This concludes our Nugget 3.6 Managing Resource Allocation, just
00:24:02 - like the previous Nugget but with a substantial difference, Managing
00:24:06 - Resource Allocation with the Team Planner. New functionality
00:24:10 - in Microsoft Project 10 Professional
00:24:15 - Edition. Very powerful functionality in team planner. Allow us
00:24:21 - to view over allocations. It
00:24:26 - allows us to manage and change the over allocations. It allows
00:24:32 - us to view unscheduled tasks.
00:24:37 - And it allows us to manage and change the unscheduled tasks and
00:24:41 - allows us to view
00:24:44 - unassigned tasks.
00:24:47 - And again, repeating myself, allows us to manage and change these
00:24:52 - unassigned tasks. Works like an absolute charm on manually scheduled
00:24:58 - tasks. It is probably the most powerful tool we have in Microsoft
00:25:06 - Project itself for dealing with manually scheduled tasks. Works
00:25:10 - very, very nicely for the auto scheduled tasks,
00:25:16 - with the one overriding factor that it adds a constraint.
00:25:23 - But provided that the constraint feature in Microsoft Project
00:25:27 - doesn't cost you a scheduling concern,
00:25:30 - absolutely significant functionality being added in this release
00:25:35 - that I would encourage everyone to further explore. And again,
00:25:39 - if you're not a Professional user, functionality that you need
00:25:42 - to be aware of because I would expect, can't guarantee, questions
00:25:47 - are always random in your certification exam, but fully expect
00:25:50 - questions on the team planner will be on the certification exam
00:25:55 - because Microsoft Project likes to ensure people getting the
00:25:58 - certification understands the new features and functions that
00:26:02 - are being rolled out in each new edition of the product. This
00:26:06 - concludes our Nugget 3.6 Managing Resource Allocation with Team
00:26:10 - Planner. I hope this module has been informative for you, and
00:26:13 - thank you very much for viewing.

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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