Project 2003

Module 3

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Microsoft Project 2003
Module 3 – Assigning Resources
Training Manual

C C T G L O B A L .C O M
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RESOURCES ................................................................................................................................................................. 5
CREATING A RESOURCE LIST .....................................................................................................................................5
Creating Resources ............................................................................................................................................... 5
ENTERING W ORKING T IME .........................................................................................................................................7
Entering Working Time ......................................................................................................................................... 7
ENTERING COSTS .........................................................................................................................................................8
Entering Rates ........................................................................................................................................................ 8
Editing Resource Costs......................................................................................................................................... 8
ENTERING NOTES.........................................................................................................................................................9
Entering Notes ........................................................................................................................................................ 9
A SSIGNING RESOURCES TO A T ASK .........................................................................................................................10
Assigning with the Assign Resources Dialog Box..........................................................................................10
Using the Resource List Options.......................................................................................................................11
Assigning in the Gantt Table View....................................................................................................................13
REVIEW QUESTIONS ...................................................................................................................................................14
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Resources
When you have completed this learning module you will have seen how to:
• Create a resource list
• Enter working time
• Enter costs
• Enter notes
• Assign resources to a task

Creating a Resource List

Creating Resources
• Resources are people , supplies and equipment that you need to use to accomplish your
tasks and goals.
• Project uses the resource information you provide to make the schedule for your project.
Typically, the more resources you assign, the shorter the duration of the project will be
because a task is completed faster when there are more people or materials assigned to it.

To create a Resource:
• One of the best ways to enter resources is by using the Resource Sheet view.
• To open the Resource Sheet view, from the main menu, choose View > Resource Sheet:

• Enter a descriptive name for the resource in the Resource Name field. This can be a
worker's name, a job title, or the name of a mat erial.
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• Click on the down arrow in the Type field and choose the type of resource. Project allows
you to choose either Work (human resources) or Material :

• If the resource is a material resource, enter a unit of measurement in the Material Label fiel d. Comment [MLYN1]: Remember to
This could be minutes, gallons, miles etc. depending on the type of material you are using. If change these units when localizing
your resource is Work, you can leave this field empty.
• Enter the initials of the resource in the Initials field. Project enters the first letter of the
resource name as the default, but you can customize it if you prefer.
• Enter the group name in the Group field if you would like the resource to belong to a group.
Remember to spell the group name exactly the same every time you type it. Groups will be
discussed later in this chapter.
• Enter the percentage of working time a resource can contribute to the project in the Max.
Units field. For example, if a resource can work full-time, you would enter 100%. If the
worker can only work part -time, you would enter 50%, or whatever percentage is appropriate.
Project uses 100% as the default in this field:

• Enter the rate the resource would normally cost in the Std. Rate field. Although Project uses
hours as the default, you can also enter the rate in minutes, days, weeks, or years. To
change the unit, type the amount, followed by a slash, and the first letter of the unit:

• Enter the rate the resource would cost for overtime work in the Ovt. Rate field. Once again,
Project uses hours as the default, but you may change the unit if you wish.
• Enter the flat rate a resource would cost in the Cost/Use field. Use this when a resource is
not charged on a time-related basis (such as a material cost).
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• Select the way you would like Project to calculate the cost of a resource in the Accrue At
field. There are three choices:

Start - Project calculates the entire cost of the resource as soon as the task begins.
Prorated - Project calculates the cost throughout the project.
End - Project calculates the entire cost of the resource when the task is complete:

• Select the calendar you would like to base the resource's time on from the drop-down list in
the Base Calendar field. Project uses the Standard calendar as the default:

• Enter a code in the Code field if you wish. Later on, it can help you to organize, sort or filter
your information.

Entering Working Time

Entering Working Time

• The base calendar that you choose for a resource determines its availability. You can
customize a resource's calendar if necessary (i.e. Blocking off vacation time).

To customize Working Time:

• In the Resource Sheet view, choose Project > Resource Information to open the
Resource Information dialog box

OR double-click on the resource

OR press the Shift + F2 key combination.

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• Click on the Working Time tab if it is not already displayed:

• Adjust the calendar to your specifications.

Entering Costs

Entering Rates
• It is important to enter rates for a resource, even if they are estimates, as this allows Project
to calculate the overall cost of a project.
• The cost of a resource may increase or decrease during the life of your project, and you need
to be able to reflect these changes.
• Project allows you to enter up to 125 different cost rates for a resource and specify the date
at which the new rates takes effect.

Editing Resource Costs

• Open the Resource Information dialog box.
• Click on the Costs tab.
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• Enter additional information in the Cost rate table section of the Costs tab. You may enter
25 rates and dates in each of the five tabs in the Cost rate tables section:

Entering Notes

Entering Notes
• You use resource notes in much the same way as task notes. They allow you to attach
readily available, additional information to a resource.
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To enter a Resource Note:

• In the Resource Sheet view, choose Project > Resource Notes

OR right -click on the resource and select Resource Notes from the drop-down menu

OR double-click on the resource and click on the Notes tab in the Resource Information
dialog box:

• Use the area provided to enter your notes. You can use the formatting tools provided to
format your note.
• Click OK to save and attach the note to your resource.
• Notice the note symbol in the Indicator column of the Resource Sheet view. Hover your
mouse cursor over it to display the note:

Assigning Resources to a Task

Assigning with the Assign Resources Dialog Box

• In the Gantt Chart view, click on the task you would like to assign the resource to.
• To open the Assign Resources dialog box, from the main menu, choose Tools > Assign
Resources

OR click on Assign Resourcesicon on the Standard toolbar

OR press the Alt + F10 key combination.

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• Highlight the resource you would like to assign and click on Assign:

• A check mark will appear to the left of the resource when it has been assigned:

• Project automatically sets the Units to 100%, but you may assign any percentage of use to
the resource.

Using the Resource List Options

• There are several tools available to assist you in choosing which resource to assign to a
certain task.
• In the Assign Resources dialog box, expand the Resource list options section by clicking
on the plus sign button:
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• This allows you to filter your resources to meet the criteria you specify.
• If you check the Filter by box, you can select a filter from a long list provided by project, or
create your own filter by clicking on More Filters:

• If you check the Available to work box, you can enter the number of hours you will need a
resource. Project then searches and calculates remaining time for a resource. Resources
that are available for the same or greater amount of hours specified will appear in the list:
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• If you click on the Add Resources button, you can select a resource from either an Active
Directory or an Address Book:

Assigning in the Gantt Table View

• It is easy to assign resources using the Gantt Table view, although the detailed information in
the Assign Resources box cannot be entered.

To assign a resource in the Gantt Table view:

• Select the task you would like to assign a resource to.
• Click on the down arrow in the Resource Names field.
• Select the resource you would like to assign from the drop-down menu:
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Review Questions

How would you:

• Create a resource list?
• Enter working time?
• Enter costs?
• Enter notes?
• Assign resources to a task?