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8/10/2019 msproject 7
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Setting up Resources
PAN-AFRICAN INSTITUTE OF PROFESSIONAL STUDIES. Email: [email protected] Page 1
Section 7
Resource Management
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Setting up Resources
PAN-AFRICAN INSTITUTE OF PROFESSIONAL STUDIES. Email: [email protected] Page 2
Section Objectives
Upon completion of section 7, you will be able to:
Understand resource terminology
Substandard and setup work, material, and cost resources
Create a resource calendar
Set-up a resource pool
Understand resource costs
Assign resources
Access resource information
Define resource availability options
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Setting up Resources
PAN-AFRICAN INSTITUTE OF PROFESSIONAL STUDIES. Email: [email protected] Page 4
Field Names in the Resource Sheet
Resource Name resources are the people, equipment, materials that are required for thework activities to be performed.
Resource Type:
Work ResourcesPeople and equipment required
Materials ResourcesConsumable items (i.e paint, wood, concrete)
Cost ResourcesA new type in used to enter, and manage budget costs
Material LabelUsed when you identify a material resource. The data should represent the
quantity consumed. For instance, a ton of steel, a sq ft of carpet, 5 gallon of paint etc.
Initials: Project automatically populates this field with the first initial of the firstname.The initials for the resource should be unique, and you can enter additional ones,
if desire. By default, when a resource is assigned to a task, both the first and last names
automatically show to the right of the task bars in the Bar Chart. If you had 5 to 10
people assigned to a task, that is a lot of extra information on the chart. You can
reformat the Bar Chart to show the resource initials, instead of the full name.
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Group:this field can help you extract data by groups of resources. Typical groups could
include both internal and external resources. Examples external resources could be
consultants, contractors, vendors and suppliers. Example of internal resources could be
department names, such as marketing, human resources, production, sales, IT etc.
Max Unit: This field defines the maximum capacity of the resource. If a resourcenormally works an 8 hour day, but 20% of that day is lost to functional work, breaks,
email, etc then you would enter 80% capacity in this field. Project looks at the calendar
assigned to the resource, and schedules the task using 80% of each days available time.
Std Rate: Enter the rate for a material or work resource. The default is per hour,
but other increment can be used. Pay rate are define as follows:
o /hper hour
o /dper day
o
/wper weeko /moper month
o /yper year
If you use per day, week, month, or year, Microsoft Project will calculate to the hour, in order
to calculate the costs for a task. For example, if you entered a standard rate of $60,000 per
year, and your regular work week is 40 hours for a five day week. Project calculates the hourly
rate by the following calculation.
40 hrs per week x 52 weeks2080 hours per year
60,000/208028.85 per hour
You could then assign a salaried employee to perform work on a 10 hour task, and Microsoft
Project would calculate the labour cost of the task at 5288.50.
Overtime Rate: Enter the overtime rate in this field. There may be some
management resources that work, but do not receive overtime pay. At the very least
you should repeat the standard rate for that for the resource in the overtime rate field
to capture a more accurate cost for the task. Of you leave the overtime would be free to
the subsequently record overtime. For a resource, that overtime would be free to the
project. This would not be an accurate reflection of the true project costs.
Cost per Use: This field would represent the cost that accrues every time you assignthat resource to a task. It does not vary with the amount of time that a resource is used.
The best use for this field is to assign a cost per use value, when a resource charge a set
fee, you could also use this cost in applied at the start of the task, and you would not be
able to accrue that cost
Accrue At:
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Pro-Rated: The cost is to be applied as work progress (10% of work completes, then 10% of cost
is applied)
Start: All the task cost is applied when any percentage complete is entered that exceeds 0%.
Base Calendar: The default is the Standard Calendar, however, any base calendar
or resource calendar can be assigned in this field. You may have many calendars set up,especially when working with project teams spread across several countries, or teams
who simply have different work hours than are set up in the standard base calendar.
Code:Thisfield could be useful when you want to enter a specific code such as a project
code, product code, country code, department code, cost centre code, etc.
Exercise:
a) Enter the following information in the resource sheet (all other information remain
as the default information)
b)
c) In addition, for all resources, except Philips Construction, click on the drop down
arrow in the base calendar column, and choose the Class Base Calendar for each
resource.
d) SAVIC COMPANY does not work the same hours each week that the rest of the
resources work, but does work a five day (Monday to Friday work week), and will
have the same statutory holiday as reflected in the base calendar.
Set up a new resource calendar and call it SAVIC Resource Colander
Make a copy of the class Base Calendar, so that the 5 day work week, and the statutory
holidays will be established.
Change the work hours for Monday to Thursdays inclusive at 7am to 5pm, with 1 hour
to lunch from 12:00pm to 1:00pm
Change the hours for Friday as 7am to 12pm (they will leave at noon and not come
back, so make sure the afternoon hours are cleared). Save the calendar
Assign the new calendar to SAVIC COMPANY in the resource sheet.
Accessing Resource Information
Resource Form
An alternate way to enter the resource information is to access the Resource Form.
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To display the Resource Form
Click View, and More Views(a More Views dialogue box appears)
Clickon Resource Form
Click apply
As illustrated below a Resource Form appears on the screen. All the information that you
previously entered in the resource sheet can be entered and reviewed in the form.
In addition, if you want to display other resource information you can:
Click on Format (on the command line) and Detail (you will see other resource detail
that can be displayed).
Simple click on the details you want to display (schedule, cost, work etc)
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Resource Information
Additional resource information can be viewed by accessing the Resource Information dialogue
box.
Ensure you have a resource view activated. Depending on the resource view you haveactivated, you can either:
Double click on the resource information, or click on the resource name and click on the
information icon (looks like a white clipboard).
The following dialogue box appears. Click on the tab to view the information.
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Resource Availability
You have the ability to define when a resource is available for work on the project. This would
be particularly helpful if you have an external resources working for a specific period of time
(i.e. A student working on a student work program for the summer months only)
To define resource availability click on the General Tabin the resource information dialogue box
Clickthe down arrowin the Available Formfield, and the Available To date field, and
choose the appropriate dates.
Click ok
Understanding Resource Scheduling
Microsoft Project uses specific information schedule work that resources have been assigned to
perform. They are as follows:
The calendar assigned to the resource is used to access the available resource time, andwork is schedule during this time.
Work will be assigned according to the maximum units (capacity) of that available time
(for example, if available time is defined as an 8 hour day, and the resource capacity is
defined as 25% then the work scheduled would be 2 hour).
Work will start on the scheduled start date, and will continue until all work hours are
complete (generally work is distributed as a flat contour across the time frame, unless
otherwise defined).
If you have a resource group (i.e Painters) assigned at 200%, and yo u assign painters
to the task, Ms Project assumes you are only assigning 1005. however if you assign the 2
painter to an 8 hour task, then the total of 16 hours of work be schedule, and cost
would reflect those hours.
The default task type is fixed unit. Effort Driven unless the options have been changed
and based on the formula work would be calculated only after the resource has been
assigned. Project looks at the duration and the number of resources assigned and
calculates the work hours. (WorkDuration x # Resources)
Assigning Multiple Resources to a Task
By default the task are effort Driven tasks. This means, the more resources you subsequently
assign to a task, the shorter the duration will become. This will be important when you wish to
initially assign more than one resource. To do so without changing the duration, highlight all
names first and then assign them, using the assign button in the dialogue box.With all of the knowledge in mind, we will now assign resources to the tasks.
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Assigning Resources
The quickest way to assign resources that you have established in the resource sheet, to a task,
is to use the Assign Resources Function.
To Access the Assign Resource Function
Click the Assign Resources function
An Assign Resource dialogue box will appear. You can use this dialogue box to assign, add,review, or to make changes to resources.
Details within the Assign Dialogue Box are defined below (to see all the functions as displayed
on the illustration, click on the Resource List expand button (+) to the left of Resource List
option button. The details are:
Resource Filters: Select the checkbox, to filter by category of resource (you will see a drop
down list showing various criteria, and can click on the appropriate selection). You could also
choose to filter by group, and if that category is chosen, you would be prompted to type in the
group name.
Available to Work: Select the checkbox, to filter by the amount of time a resource is
available to work, followed by entering the minimum hours the resource must be available. You
will then see a list of resources that meet criteria (Note: any resources already assigned to a
task, even if they do not meet the minimum requirements, will remain in the list).
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Add Resources: Click on the down arrow, to select resources from the Microsoft Active
Directory, or from the Address Book.
Resource Name: The resource list display the list of resources that was established in the
resource sheet. By default these resources are listed alphabetically. If you have applied
Resource filters, then only those that meet the filter criteria will appear.Units: Level of effort in percentages (by default, or by decimal if changed in the options
function). The default shows the maximum units defined in the resource sheet, up to 100%
maximum.
If resource maximum units is 100% the assigned units will show 100%
If resource maximum units is 50% the assigned units will show 100%
If resource maximum unit is 150% the assigned units will only show 100% (to show
150% you would have to change this manually in the Units column).
Cost: Calculated from the standard rate or cost per use value as entered in the resource
sheet. If the assigned resource is a cost reassure, you can change the cost in this field.
Command Buttons within the Assign Resources Dialogue Box
Assign:Assign selected resource
Remove: removes a resource already assigned
Replace: Replaces a resource already assigned, and opens a dialogue box to choose the
replacement name.
Exercise
a) Assign the resources to the tasks as you see in the Gantt Chart Below:
Important note:When you need to assign multiple resource to one task such as Train Staff,
make sure you highlight both names first, and then click on the Assign button if you select the
resource one at a time and assign then, the duration will be shortened as these are effort
driven tasks by fault.
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b) With you Assign Resource dialogue box still open,
Highlight task 16 and 17 and replace project engineer with civil engineer, by the Replace
button.