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.
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.
This type is used for recourses that are consumed over time, like petrol, nails, water or wood.
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;
- Microsoft Project will provide accurate information about the cost of each task and the project as a whole.
- You are able to filter out which tasks that are performed by which resource.
- You are able to identify over and under-utilized resources and in that way gain a higher efficiancy in the project.
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.
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.
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