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Resources

10 May 2007

 

 

This is a Free Tutorial about Microsoft Project 2007 and you find more free tutorials here written by Johan Beijar. More tutorials about Microsoft Project 2007 are frequently added. These tutorials will not guarantee that you will run a successful project or be a great manager but it will increase you possibilities of understanding and work more efficiant with the project management software.  

As a project manager your primary task is to lead and manage Resources to predefine goal and objective. To be able to assign resources to tasks in Microsoft project you need to define the resources first. You do this in the Resource Sheet and you will notice that you have three different types of recources to choose from; Work, Material and Cost.

1. Work

You should use this type when you would like to define a human resource or equipment that consuming time when working on a task. This could be used when you have, for an example, have a carpenter remodelling you house or rent equipment.

2. Material

This type is used for recourses that are consumed over time, like petrol, nails, water or wood.

3. Cost

If you need to rent a house for a specific activity you should use this type or resource. You are able to connect a specific cost to an activity.

It is benefitial for you to define the resources in a good way because;

You enter your resources in the Resource sheet that you find by choosing View -> Resource Sheet. I recommend to use the resource-sheet to enter your resources. You get a better overview of your resources allocated to the project and you also avoid doing misstakes.

resource-sheet_600.jpg

 Resource-sheet

As you see in the resource-sheet you have 13 different columns with information;

1. Indicators. You are not able to enter information in this field but you will see icons here that for example indicate that you have overallocated the resouce or if you have entered a note about the resource.

2. Resource Name. The name of the resource. In the example above I have choosen to enter Carptenter John.

3. Type. Choose the type of resource as mentioned above; Work, Material or Cost.

4. Material Label. If you have entered a Material-resource you can specify a Unit for the material. You can for exampel enter Kilometers or Miles if you have a Fuel as a Material resource.

5. Initials. Microsoft Project automatically chooses the first letter in the name of the resource but you are free modify in any way you would like to. It can although be wise to make sure that you have individual and specific initials for you resources when the initials will be displayed in any view that displays the Initials.

6. Group. A resource can be often belong to a line-organisation and you can for example choose to enter the home-organisation or Companyname if the resource is a consultant.

7. Max. Units. Here you enter the maximun amount of work the resource is able to perform in terms of percetage. 100% = One Unit or a Full Time Resource. 50 % = half a Unit or a Half Time Resource.

8. Std. Rate. This is the standard rate for the Resource. In my case Carpenter John charges me $80/hour. 

9. Ovt. Rate.  If I have Carpetenter John to work overtime for me he will charge me $110/hour.

10. Cost/Use. Some resources will require a one time cost which you enter here. You might for example want to rent some king of hardware which cost $20 to rent and $10/hour. Microsoft Project will calculate the total cost for renting this hardware to $20+($10*number of hours).

11. Accrue At. This field specify how and when Microsoft project will calculate and charge the cost of a resource to a task. You are able to choose between Start, End and Prorated. If you choose Start will Microsoft Project calculate the cost as soon as the task begins. End will make Microsoft project to calculated the cost when the task is completed. Prorated will make Microsoft Project to accrue the cost of task when the task is completed.

12. Base Calender. Defines which calender to use for the resource. Is useful to specify different calenders if you, for example, have resources in different countries that have different holidays.

13. Code. In this field you can enter more or less what you would like to, for example a cost center code some some other information that is valid to filter on.

Good Luck!

/Johan Beijar

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    3 Responses to “Resources”

  1. Softy Says:

    It’s pretty brief, Johan, can we check the performance of the human resources against the Project performance, that is: who has contributed how much towrads the progress of the project?

    Hi,

    You are able to measure this if you use MS project server together with MS project 2007. Then you can let the resources report time and measure the time against planned activities.

    Good Luck!

    BR Johan Beijar

  2. Peri Says:

    Johan,

    Firstly thank you for a wonderful explanation on MS Project.

    Small doubt on Accrue At.

    If choose Start will Microsoft Project calculate the cost as soon as the task begins.

    If choose End will make Microsoft project to calculated the cost when the task is completed.

    If choose Prorated will make Microsoft Project to accrue the cost of task when the task is completed.

    I didn’t get the difference between End & prorated.both will calculate at the end of the task. then what is the difference.. Please get me thru some example.

    Regards
    Peri Murthy

    ——–

    Dear Peri Murthy,

    Thank you for your feedback, I appriciate it!

    The Accrual indicates when the cost is charged and this is important for Cash Flow planning. If you choose End the cost will be accruaed when you define the activity as completed. If you choose prorated the cost will be charged in the duration of the task.

    Please let me know if this doesn’t clarify the question.

    Thank You,

    //Johan Beijar

  3. naras Says:

    sir

    i had an question.suppose we have 15 technicians and 5 engineer working.Is it necessary to enter each manpower separately.cant we enter engineer,4 nos.technician 15 nos.lam a beginner and sorry if it is a silly question.

    Dear Naras,

    Thank you for the question and it is not at all a silly question!

    Yes, you can of course do that but you will minimise the possibility to change the staffing and planning in general. When working with MS Project you should make sure that you are able to easily update and change your planning. It depends on what kind of project you are running but I would not recommend it.

    Good Luck!

    BR Johan Beijar

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