Project management goal: Add people and assign them to tasks
I would like to assign multiple resources to tasks without having the task durations reduced I suppose I could create an individual text column for each resource rather than using the resource pool and then assign to each task but this seems a bit unweildy. Presently, one lead resource is assigned to each task and, after sorting by “lead resource”, I copy and paste the information to Excel and manipulate it there.
Needless to say, this is time intensive. For the task you talk about, open Task Information, Advanced tab. Was this reply helpful? Yes No. Sorry this didn’t help. Choose where you want to search below Search Search the Community. Kevin Crisson. Dear All – I would like to assign multiple resources to tasks without having the task durations reduced I suppose I could create an individual text column for each resource rather than using the resource pool and then assign to each task but this seems a bit unweildy.
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Report abuse. Details required :. Cancel Submit. Hi Kevin, 1. If you assign all the resources in one go duration does not change 2. If you can’t do that: For the task you talk about, open Task Information, Advanced tab. There you go. Thanks for your feedback. How satisfied are you with this reply? Thanks for your feedback, it helps us improve the site. In reply to Jan De Messemaeker – Projec I will give it a try! This site in other languages x.
You may have people that are not assigned yet, such as an electrician or plumber. These names can be entered using the job type or by the work type, and the actual name can be changed later in the project.
To start off, be sure to capture all resources, whether they be people, material or cost, and enter the correct payment strategies for each. This information will allow you to pull relevant data from the project to assist with further planning, timelines, budgets and many more areas of project control.
Click the cell directly below the Resource Name column heading. Enter names for the resources in your project. Since resources can also be delegated by groups of individuals, you can use the name of a group instead of calling the resource by a specific first name ie: engineers. Project will keep track of what is required of each resource based on what tasks are assigned to the resource.
You will be alerted when a resources is over assigned tasks within a project. Costs are an important part of many projects. The costs are directly related to the scope of the project and to what work can be done to achieve the goals. When the resources are assigned the costs, you will be able to understand the total expected costs of the project, based on task durations entered. You will be able to see how much money will be spent by each specific resource group ie: programming, accountants, legal dept, etc.
Seeing the total picture will allow you to keep the spending within a budget, and see if the timeline is attainable based on the required costs associated to the milestones. Click Here to Get Started. Standard rates for work and material resources can be entered. Work resource overtime rates can also be entered. Total costs are assigned by multiplying the assigned task duration by the pay rates that are entered.
In the resource sheet, choose the Std. Rate field of a resource. Type in the hourly rate for the resource and click Enter. The rate now appears in the Rate Column. Removing a resource assignment is not the same as removing a resource from a project plan.
Removing a resource assignment will remove the resource’s obligations to work on a particular tasks or set of tasks, but the resource can still exist in the project. Tip: To remove a resource from a project, on the View tab, choose Resource Sheet. In the Task Name column, select and right-click the task from which you want to remove a resource. Select Assign Resources. In the Assign Resources dialog, in the Resource Name column, select the resource you want to remove.
As you remove assigned resources from tasks, the durations for those tasks might change. The remaining work is redistributed to the remaining assigned resources. If you don’t want the durations to change, turn off effort-driven scheduling for the task. If you remove the only resource from a Fixed Units or Fixed Duration task, the work value disappears.
To keep the work value, consider replacing the resource with a placeholder resource. This is particularly important if you use work values to help build your schedule. When you remove a resource from a task, actual work values associated with the task will also be deleted. When you remove a resource from a task, any actual costs associated with the resource are deleted.
To keep the actual costs for the task, set the remaining work for the resource to zero before removing the resource. In Project, you cannot delete enterprise resources. Instead, you deactivate resources that you no longer need. This ensures that any information and project history associated with that resource is retained. Deactivating a resource is done by using Microsoft Project Web App.
Only a server administrator can deactivate a resource. In the Task Name column, select and right-click the task with the resource that you want to replace.
Choose Assign Resources. In the Assign Resources dialog, in the Resource Name column, select the resource that you want to replace. In the Replace Resource dialog box, select the resource that you want to replace, and then choose OK. To replace the selected resource with multiple resources, hold down CTRL, and then select the resource that you want to add. Note: Project will not remove the resource if actual work has been completed on the assignment.
The replacement resource is assigned the remaining work from the original assignment. You can adjust these work values, if necessary. To specify the amount of work the new resource will perform on a task, in the Units list for the resource, enter one of the following:.
Assign a group of resources full time to the task by entering a percentage greater than percent.
Resources are typically people included in your project plan, whether or not they are assigned to tasks. However, a resource could also include anything that is used to complete a project, including equipment and other materials such as cement or web servers.
Enterprise resources An enterprise resource is a part of the list of resources for the whole organization; therefore, each of these resources can be shared across multiple projects. Typically, the list of enterprise resources is managed by an administrator, and each project manager adds these resources to their projects as needed. Non-enterprise resources A non-enterprise resource, or local resource , is not a part of the list of resources for the whole organization.
No other project manager can use your non-enterprise resources in their projects. Generic resources Generic resources are used to specify the staffing requirements for a project, such as carpenters and developers, or a team of resources. Add resources to your project. Add enterprise resources to your project Project Professional only. Add generic enterprise resources to your project Project Professional only.
Add non-enterprise generic resources to your project Project Professional only. In the Resource Name field, type a job title, material, or generic resource name.
If you want to designate resource groups, then in the Group field for the resource name, type the name of the group. To specify that this resource is a work resource, in the Type field, select Work. To specify that this resource is a material resource, in the Type field, select Material. In the Material Label field, type the label for example, yards , tons , or boxes for the resource. To specify that this resource is a cost resource, in the Type field, select Cost.
In the Max. Units field for the resource, type the number of total units that this resource is available for this project. The maximum units value specifies how much of this resource is available for this project — for example, part-time or multiples. You can use maximum units to specify multiple availability of a resource designation. For example, suppose you have a resource named Engineers , a single resource that represents three individual engineers on your team.
You can schedule all three engineers for full-time work at one time without the Engineers resource being overallocated. To create a budget resource, select the resource, right-click the resource name, and then choose Information. Select the Budget check box. In the Build Team from Enterprise dialog box, in the Existing filters box, select the filter that you want to apply. The filtered list of enterprise resources is displayed in the Enterprise Resource column. Any resources already assigned to your project team are listed in the Project Resource column.
To search for resources who are available to work a specific number of hours during a particular time range, select the Available to work check box. Enter the amount of time a resource needs to be available to work, and then select the date range by using the From and To boxes. In the Enterprise Resource column, select the enterprise resource that you want to add to your project, and then choose Add. To select multiple resources, hold down CTRL while you select each resource.
To find enterprise resources that match the skills and other attributes of one of your team’s existing resources, select the resource that you want to match under Project Resource , and then choose Match. To replace an existing resource with an enterprise resource, in the Project Resource column, select the resource or generic resource that you want to replace.
Under Enterprise Resource , select the new enterprise resource, and then choose Replace. When you replace a resource, the replaced resource is not removed if they have completed any actual work. The replacement resource is assigned the remaining work. To add a proposed resource to the project team, in the Book column, choose Proposed.
Adding an enterprise resource to your project allows you only to assign the resource to a task on your project. You cannot make changes to the attributes of enterprise resources, such as pay rates or availability. If you want to add resources to the list of available enterprise resources, you must import the resources. If there are more than 1, enterprise resources, you can filter the list of resources by using enterprise outline codes.
Outline codes are defined based upon the requirements of your organization. In the Build Team dialog box, choose to expand Customize filters. Choose Apply filter to apply the filter settings to the list of enterprise resources.
In the Enterprise Resource column, select the generic resource that you want to add to your project, and then choose Add. In Project , select Resource Sheet on the View menu. In the Resource Name column, type a name for the generic resource, such as “carpenter. Right-click the resource name, and choose Information. In the Resource Information dialog box, select the General tab, and then select the Generic check box. On the Custom Fields tab, under Custom Fields , enter values for any fields that are required for this generic resource.
Because these custom fields are unique to each organization, see your administrator for answers to any questions about their use. Note: You can add any generic resource to the list of enterprise resources. You might have to specify other attributes for the resource, such as calendars and skill sets, depending upon the requirements of your organization. Build Team Using the Build Team feature, you can search for enterprise resources that have the required skills to complete the tasks in your project.
Resource plan During project initiation, before a detailed project plan with tasks and assignments has been prepared, you can use a resource plan to represent the resource requirements for the project at a high level. This is helpful when you need to advise the resource managers and department managers of upcoming work, but you do not know the specific tasks or resources that will make up the project plan.
Note: You can create and view resource plans only by using Project Web Access. The resource plans are not visible in Project Professional, and the plans do not limit the resource availability within Project. Add resources to a project by using Build Team. Create a resource plan for a project proposal. Select the row for the project that you want to build a team for, and then choose Build Team. On the Build Team page, a list of resources on the left shows all the resources that you have permission to see within the resource breakdown structure code for your organization.
The list on the right shows the resources that are already assigned in your project. Select the resources on the left that you want to assign to the project, and then choose Add. Select the resource by selecting the check box next to the resource. To create a list on the left that contains only those resources that have skills that match a resource on the right, select the resource on the right, and then choose Match.
Finding resources in this way is particularly helpful when you have generic resources in your project and you want to find real resources people with the same skills to replace the generic resources.
If you want to replace the resource on the right with the resource on the left, select both the resource on the left and the resource on the right, and then choose Replace. If the resource has actual work values recorded for tasks, that resource cannot be used in the project. Under Booking Type , select Committed if you want to commit the resource to the project, or select Proposed if you do not yet have authorization to commit the resource to the project.
Tip: To see a graph showing the availability of the selected resources before you add them to your schedule, select the resources on the left, and then choose Graph. You can also create a filter to see only a subset of resources on the Build Team page:. Choose View Options , and then choose Filter. Select a field in the Field Name list and a test in the Test list.
In the Value list, select a value to test for, or set a range of values by typing two values separated by a comma ,. To test whether the filter will return valid results before you apply it to your resources, choose Validate Filters. Note: Project managers may not be able to view and assign all resources in their organization. See your server administrator if you need permission to build a team. Select the project for which you want to create a resource plan, and then choose Resource Plan.
Choose View Options. In the Date range and Units boxes, type a date range and the time units to display in the timephased part of the resource plan table. In the Display Units box, indicate whether you want the values in the resource table to show hours, days, or FTEs full-time equivalents. To determine how the summary resource assignments are presented in the reports that you can generate from Project Web Access, in the Calculate resource utilization from section, select one of the following:.
Project plan If you want to calculate resource availability from all assignments within the project, but not from the project’s resource plan, select this option. Resource plan If you want to calculate resource availability by using resource information in the resource plan, select this option. Project Plan until If you want to calculate resource availability from all assignments within the project until a specific date, select this option.
The resource utilization from the resource plan will be used to determine the resource availability after the specified date. Select the Show total work check box to show the total hours in the resource plan table instead of timephased values.
In the Items per page box, type the maximum number of lines to display in the resource plan table. Choose Publish to publish the plan so that it appears as a project proposal within the Project Center. If you want to save the proposal without publishing it, choose Save. Other team members will not be able to see the proposal in the Project Center.
Why can’t I perform some actions in Project Web Access? Depending on the permissions settings you used to log on to Project Web Access, you may not be able to see or use certain features. Also, what you see on some pages may differ from what is documented if your server administrator customized Project Web Access and did not customize the Help to match.
You can add several types of resources to your project. What do you want to do? Add resources to your project Add enterprise resources to your project Project Professional only Add generic enterprise resources to your project Project Professional only Add non-enterprise generic resources to your project Project Professional only Add resources to your project On the View tab, in the Resource Views group, choose Resource Sheet.