Resources Contents Module Overview...................................................................... 1 Lesson 1: Assigning Resources using Project Web App .............. 2 Building a Team of Resources ...........................................................3 Using Generic Resources ...................................................................4 Selecting Appropriate Resources ......................................................5 Assigning Resources to Tasks ............................................................6 Matching and Replacing Resources using PWA ................................7 Practice: Assigning Resources Using PWA ........................................8 Lesson 2: Assigning Resources Using Project Pro 2010 ............. 10 Building a Team of Resources ........................................................ 11 Using Generic Resources ................................................................ 12 Assigning Resources to Tasks ......................................................... 13 Matching and Replacing Resources using Project Professional ..... 14 Practice: Assigning Resources Using Project Professional 2010 .... 15 Lesson 3: Working with Resource Options ............................... 17 Resource Availability ...................................................................... 18 Resource Assignments ................................................................... 19 Using Resource Plans ..................................................................... 20 Practice: Working with Resource Options ..................................... 22 Lesson 4: Managing Overallocations ....................................... 25 Displaying Overallocations on Existing Assignments ..................... 26 Working with Team Planner ........................................................... 28 Using the Resource Substitution Wizard ........................................ 29 Leveling Enterprise Resources ....................................................... 31 Best Practices for Working with Resources ................................... 33 Practice: Leveling Resources .......................................................... 34 Lesson 5: Managing Out of Office Situations ........................... 36 Out of Office - Team Member ........................................................ 37 Out of Office - Timesheet Manager ............................................... 38 Out of Office - Project Manager ..................................................... 39 Practice: Managing Out of Office Situations .................................. 40 Summary ................................................................................. 43 5
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Post-Publication Errata List Contributors: Sara Fennah Bret Boyer
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Module 5: Assigning and Working with Resources 5-1
Module Overview Assigning Resources using PWA Assigning Resources using Project 2010 Professional Working with Resource Options Managing Overallocations Managing Out of Office Situations
As you progress through planning a project, an important step is generating resource assignments. This process will trigger task information in PWA and allow resources to view and respond to their assignments and timesheets. During the process of selecting your project team and building assignments, you may discover that your resources are assigned more work than they have time available for. This is called overallocation. In order to successfully complete your project, overallocations must be addressed either before a project is fully planned, or after resources have been assigned and progress is underway. In this module, you will learn techniques for assigning resources in both PWA and Project Professional 2010 and how to initially evaluate resource availability before an assignment is made. You will also build a high-level resource plan that can be used when full knowledge about a project is not yet available. After a project has received assignments, you will learn how to identify overallocations and features available to correct those situations. Finally, this module will give you guidance on handling out of office situations for various resource types. Objectives After completing this module, you will be able to: Assign resources using PWA Assign resources using Project Professional 2010 Work with resource options Manage overallocations Manage out of office situations
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Lesson 1: Assigning Resources using Project Web App Building a Team of Resources Using Generic Resources Selecting Appropriate Resources Assigning Resources to Tasks Matching and Replacing Resources
Assigning resources is all about dividing the work activities in the project amongst team members that are found in your organization. Project managers, resource managers, and schedulers have two options when assigning resources. One option is to use PWA which is explained in this lesson, while the other option is to use Project Professional, which is explained in the following lesson. In this lesson, you will build a team of resources from the Enterprise Resource Pool which includes choosing generic resources for the team. You will identify resources that will be appropriate by finding the resources that will be available soon. Resources will be assigned to tasks and then you will explore how alternative resources can be found that match against assigned resources and how they can be replaced on task assignments. Objectives After completing this lesson, you will be able to: Build a team of resources Use generic resources Select appropriate resources Assign resources to tasks Match and replace resources
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Building a Team of Resources Selecting resources from the enterprise resource pool Choosing resources for future assignments
Building a team of resources involves selecting resources from the Enterprise Resource Pool that you plan to assign to tasks on your project. This first step in creating assignments will automate features in PWA and provide you a list of resources when you are making an assignment. To build a team of resources: 1. In the Quick Launch menu, click Project Center. 2. In the Project Center page, click the row selector next to the desired project. 3. In the Projects tab, click Build Team. 4. In the Build Team page, click the next box beside the desired resource(s) and click Add. The resources will be displayed on the right side of the page. 5. In the Team tab, click Save & Close.
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Using Generic Resources A resource used for planning purposes when an individual is not yet ready to be assigned Displays resources with the generic field set to yes
A generic resource is a resource that has been created for the purpose of resource planning and it typically represents a job role, job title, or skill set. If you are unsure which individual might be available for your project, you could select generic resources to help plan the resource needs for the project and later these generic resources will be replaced when a specific individual is assigned to the project. Generic resources are frequently used when planning activities that are far into the future or during the proposal stage. Generic resources are selected from the Enterprise Resource Pool and added to your project. To Build a Team of Generic Resources 1. On the Quick Launch menu, click Project Center. 2. In the Project Center page, click the row selector next to the desired project. 3. In the Projects tab, click Build Team. 4. On the Build Team page, in the No Filter list click Generic Resources. Only the generic resources will be displayed on the left side of the page. 5. Click the checkbox beside the desired generic resource(s) and click Add. The resources will be displayed on the right side of the page. 6. In the Build Team page, in the Generic Resources list, click No Filter. 7. In the Team tab, click Save & Close.
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Selecting Appropriate Resources Finding resources for a particular timeframe Earliest available More about availability in Lesson 3
Selecting appropriate resources is about finding resources available for a particular timeframe during a project. In PWA, there is a feature called Earliest Available to simplify the process of finding the next available resource. Later in Lesson 3, we will cover more options about resource availability. To Select the Next Available Resource 1. On the Quick Launch menu, click Project Center. 2. On the Project Center page, click the row selector next to the desired project. 3. In the Projects tab, click Build Team. 4. In the Build Team page, in the Group By list, click Earliest Available. The earliest available resources will be displayed on the left side of the page. 5. Click the check box next to the desired resource(s) and click Add. The resources will be displayed on the right side of the page. 6. In the Group By list, click No Group. 7. In the Team tab, click Save & Close.
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Assigning Resources to Tasks Choosing the resources from the project team for specific tasks Will generate a task list for a team member Tasks will be available on a team members timesheet
Assigning resources to tasks is the process of taking resources from the project team and choosing which tasks these resources will be working on. Assignments allow team members to view these tasks on their personal Tasks page in PWA and enter progress directly on their Tasks page. If timesheets are made available by the organization, assigned tasks can be added to timesheets for reporting hours worked. To Assign Resources to Tasks 1. On the Quick Launch menu, click Project Center. 2. Click the row selector next to the name of the desired project. 3. In the Projects tab, click Open. 4. In the Open list, click Open in Project Web App for Editing. 5. In the Quick Launch menu, verify that Schedule is selected. 6. Navigate to the task that you want to assign a resource. 7. Scroll the table portion to the right until the Resource Names column appears. 8. In the cell for the desired task, click the down arrow and click the check box next to the desired resource(s) you want to assign to the task. 9. In the Project tab, click Close to check in the project. 10. In the Close dialog box, click OK.
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Matching and Replacing Resources using PWA Match resources using Build Team Add resources with the same attributes to your team Return to the task(s) to replace the resource
Matching resources is the ability to select a generic resource and have Project 2010 provide you with a list of alternate resources that have the same skill or role as the generic resource. Project 2010 does not predefine what variable you match resources on, that is up to you, but typically, fields that contain skills or job functions are most popular. Matching helps you navigate through the Enterprise Resource Pool or project team to find individuals who have the same qualifications as the generic resource. Note: In order to use this feature, you must have an Enterprise Resource field set up that is connected to a lookup table and has the Use this field for matching generic resources custom attribute turned on. In PWA, you can match resources that are already in the project team. Refer to the topic Building a Team of Resources discussed earlier. To Match Resources 1. On the Quick Launch menu, click Project Center, then select the row of project. 2. In the Projects tab, click Build Team. 3. In the Build Team page, on the right hand side, click the checkbox beside the desired resource(s) you want to locate an alternative for and click Match. Only the matched resources will be displayed on the left hand side of the page. 4. Select the checkbox next the resource you want to add to the team with the desired skills and click Add. 5. Click Clear Match. 6. In the Team tab, click Save & Close. Note: If you want to use the matched resource as a replacement for a resource currently assigned to a task, you will need to follow the steps in the prior topic, check the newly added resource, and uncheck the resource used to generate the match. This will complete the replacement process. 5-8 Module 5: Assigning and Working with Resources
Practice: Assigning Resources Using PWA In this practice, you will: Build a team of resources including generic resources Match generic resources with available alternates
Using generic resources is a schedule development tool project managers can use to help plan for resources, even though they may not know the exact person in a particular department. This visibility will also assist resource managers in resource planning. In this practice you will build a team of resources that includes generic resources. You will match generic resources with available alternates and you will assign resources to tasks. Perform the following practice as Beth Quinlan (TRIMAGNA\BQuinlan). Exercise 1: Build a Team of Resources Including Generic Resources In this exercise you will build a team of resources that includes generic resources and if possible, earliest available resources. 1. From the personal menu, click Administrator and click Sign in as a Different User. 2. In the Windows Security dialog box, in the User name box, type TRIMAGNA\BQuinlan, in the Password box, type Pa$$w0rd and click OK. 3. From the Quick Launch, click Project Center. 4. On the Project Center page, select the New Product Plan row as shown below:
Important: Do not click on the Project Name 5. From the Projects tab, under Navigate group, click Build Team. 6. On the Build Team: New Product Plan page, from the Team tab, under Data group, in the Group By list, select Earliest Available. 7. Select the check box next to Allan Jacobs and click Add >.
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8. In the Group By list, click No Group. 9. In the No Filter list, click Generic Resources. 10. Click the checkbox next to the following generic resources and click Add >: _Business Analysis _Product Engineering _Product Support _Research & Development 11. In the Generic Resources list, click No Filter. 12. Stay on the Build Team page for the next exercise.
Exercise 2: Match Generic Resources to Available Alternates In this exercise you will choose a generic resource and find available alternates. 1. On the Build Team page, on the right hand side, select the check box beside _Product Engineering and click Match. 2. In the resource list, click the check box next to Ivor Davies and click Add. 3. Ensure the check box beside _Product Engineering is selected and click Remove. 4. Click Clear Match. 5. From the Team tab, click Save & Close.
Exercise 3: Assign Resources to Tasks In this exercise you will assign resources to tasks. 1. On the Project Center page, select the New Product Plan row, from the Project tab, click Open and then click Open in Project Web App for Editing. 2. Navigate to the task Conduct internal product review (ID 37). 3. Scroll the table portion to the right until the Resource Names column appears. 4. In the Resource Names cell, click the down arrow and click the check box next to Ivor Davies to assign the resource to the task. 5. From the Project tab, click Save, then click Close to check in the project. 6. In the Close dialog box, click Yes.
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Lesson 2: Assigning Resources Using Project Pro 2010 Building a Team of Resources Using Generic Resources Assigning Resources to Tasks Matching and Replacing Resources
In the past lesson, we showed you how to assign resources using PWA. While that option is very useful, it is limited when it comes to selecting multiple resources for multiple tasks. Also, sometimes the number of lines displayed or advanced features are limited in PWA to optimize the loading of web pages. In this lesson, you will learn about all the techniques to assign enterprise resources to your schedule. Project Professional 2010 is very powerful when it comes to filtering and organizing the resource list. In this lesson, you will build a team of resources, locate and select generic resources, assign resources to single or multiple tasks, and finally, match and replace resources based on a pre-defined resource attribute. Objectives After completing this lesson, you will be able to: Build a team of resources Use generic resources Assign resources to tasks Match and replace resources Module 5: Assigning and Working with Resources 5-11
Building a Team of Resources Choosing resources from the Enterprise Resource Pool Created before making assignments
You need to build a team of resources for each specific project. The Build Team from Enterprise feature is the process of selecting resources from the Enterprise Resource Pool to use in assignments on the current project. Although the entire Enterprise Resource Pool is available on every project, it is not efficient to continually update each project with the complete list. This could slow down processing, including project publishing. The Project Team is a short list pertaining to this one project specifically, and more efficient for browsing project resources. Building a team is typically done right before assignments are made and then additional resources are added throughout the project when needed. To Build a Team of Resources 1. Navigate to Project Professional. 2. In the File tab, click Open. 3. Click an available project, and click Open. 4. In the Task tab, click the down arrow on Gantt Chart, and click Resource Sheet. 5. In the Resource tab, click Add Resources, and click Build Team from Enterprise. 6. In the Build Team dialog box, select the desired Enterprise Resources (on the left), click Add. 7. Click Ok
Notice that the Resource Sheet is now populated with the resources you picked for this project.
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Using Generic Resources Available in the enterprise resource pool Used in planning Represents a job role, job title or skill set
A generic resource is a resource that has been created for the purpose of resource planning and typically represents a job role, job title, or skill set. If you are unsure which individual might be available for your project, you could select generic resources to help plan the resource needs for the project and later these generic resources will be replaced when a specific individual is assigned to the project. Generic resources are frequently used when planning activities that are far into the future or during proposal stage. Generic resources are selected from the Enterprise Resource Pool and added to your project. To Select Generic Resources 1. Navigate to Project Professional. 2. In the File tab, click Open. 3. Click on an available project and click Open. 4. In the Task tab, click the down arrow on Gantt Chart, and click Resource Sheet. 5. In the Resource tab, click Add Resources, and click Build Team from Enterprise. 6. In the Build Team dialog box, in the Group by list, click Generic. 7. Under Enterprise Resources, click the minus (-) symbol next to No. Notice that this hides non generic resources. 8. Select the desired generic Enterprise Resources, click Add, and click Ok. Notice that the Resource Sheet is now populated with the generic resources you picked for this project.
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Assigning Resources to Tasks Choosing a selection of resources Assigning resources to single or multiple tasks at once
Assigning resources to tasks is simply selecting resources from the project team and designating which activities those resources will be working on. Assigning resources and publishing the project are required if you want resources to view their tasks in PWA on the Tasks or Timesheet pages. Note: It is recommended that you make resources part of the project team before attempting to assign them. This will make the list of resources available in various drop down lists and dialog boxes focusing on assignments. Refer to the topic Building a Team of Resources. To Assign Resources to Tasks: 1. Navigate to Project Professional. 2. In the File tab, click Open. 3. Click an available project that has a resource team and click Open. 4. Verify you are in the Gantt Chart view and on the Resource tab, click Assign Resources. Notice the resources you selected when building a team are listed in alphabetical order. 5. Select the task(s) on the Entry table (left side) of the Gantt Chart view. 6. Select the resource(s) you want to work on those tasks, and click Assign. Notice that the Assign Resources dialog box continues to display throughout this process. It is considered a floating dialog box. If you realize that a required resource has not been added to your project, there is a shortcut to return to the Build Team dialog box to then add the required resource. 7. In the Assign Resources dialog box, click Add Resources, and click From Project Server and click OK. You can then add additional resources to the project team. 8. Click Assign Resources to reopen the dialog box and resume your assignments, if needed.
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Matching and Replacing Resources using Project Professional Swapping a generic resource for a resource with the same attribute(s) Creates a filter Can be replaced on a task by task basis or globally
Matching and replacing resources is the ability to select a generic resource and have Project 2010 provide you with a list of human resources who have the same skill or role as the generic resource. Project 2010 does not predefine what variable you match resources on, that is up to you, but typically fields that contain skills or job functions are most popular. Matching helps you navigate through the Enterprise Resource Pool or project team and find individuals that have the same qualifications as the generic resource. Note: In order to use this feature, you must have an Enterprise Resource field set up that is connected to a lookup table and has the Use this field for matching generic resources custom attribute turned on. To Match and Replace Resources: 1. Open Project Professional, from the File tab, click Open. 2. Click an available project that has a team of resources in it and click Open. 3. In the Task tab, click the down arrow on Gantt Chart, and click Resource Sheet. 4. In the Resource tab, click Add Resources, and click Build Team from Enterprise. 5. Under Project Resources (on the right), click the name of the generic resource you wish to match and click Match. Notice the list of Enterprise Resources has been filtered. 6. To review the filter, click the plus (+) symbol next to Customize filters. 7. Under Enterprise Resources, select the new resource, click Replace and click OK. Notice the generic resource is no longer listed in your project team. Warning: If you click Replace in the Build Team for Enterprise dialog box, you replace the generic resource on all the tasks in the project. If you would prefer to make individual replacements, you should add the matched resource to your team and replace on selected tasks using the Assign Resources dialog box.
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Practice: Assigning Resources Using Project Professional 2010 In this practice, you will: Build a team of resources Select generic resources for the team Assign resources to tasks Look for alternate resources by matching
In this practice you will build a team of resources, include generic resources in the team, assign resources to tasks, and look for alternate resources by matching skills. Perform the following practice as Beth Quinlan (TRIMAGNA\BQuinlan). Exercise 1: Build a Team of Resources In this exercise you will build a team of resources by choosing resources from the enterprise resource pool. 1. On the Project Center page, select the New Product Plan row, from the Project tab, click Open and then click Open in Project Professional for Editing. 2. From the Resource tab, click Add Resources and click Build Team from Enterprise. 3. In the Build Team dialog box, select Michael Schmitz, Ted Malone and Vijay Rathee (on the left), click Add > and click OK.
Exercise 2: Select Generic Resources for the Team In this exercise you will locate generic resources and add them to the team. 1. In the Resource tab, click Add Resources, and click Build Team from Enterprise. 2. In the Build Team dialog box, in the Group by list, click Generic. 3. Locate generic resources under the Yes grouping. Select _PMO, _Product Development, _Production, click Add > and click OK.
Exercise 3: Assign Resources to Tasks In this exercise you will assign resources to tasks in the schedule. 1. Select Assign resources to preliminary investigation (ID 9) and from the Resource tab, click Assign Resources.
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2. In the Assign Resources dialog box, select Michael Schmitz, click Assign and click Close. 3. Select Develop preliminary investigation plan (ID 10) and from the Resource tab, click Assign Resources. 4. In the Assign Resources dialog box, select Production, click Assign and click Close. Notice the warning indicator in the Information column. 5. Click on the warning indicator and click on Reduce duration so the task ends sooner, but requires the same amount of work (person-hours).
Exercise 4: Look for Alternate Resources by Matching In this exercise you will find alternate resources by displaying resources with matching skills. 1. From the Resource tab, click Add Resources and click Build Team from Enterprise. 2. In the Build Team for New Product Plan dialog box, ensure that the Group by list is cleared. 3. Under Project Resources (on the right), select _Production and click Match. 4. Under Enterprise Resource (on the left), select Mohit Saxena, click Replace and click OK. 5. From the File tab, click Save. 6. From the File tab, click Close. 7. In the Microsoft Project dialog box, click Yes to check-in the project. 8. Minimize Microsoft Project.
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Lesson 3: Working with Resource Options Resource Availability Resource Assignments Using Resource Plans
When you are considering which resources to use on your project, it is helpful to review their existing assignments and workload and verify the resources are available. In this lesson, we show you how to use PWA to evaluate resource availability and display resource assignments. We also show you how to create a resource plan to assist with long-term planning of resource needs before the schedule has been fully developed with tasks and assignments. Objectives After completing this lesson, you will be able to: Evaluate resource availability Display resource assignments Use resource plans
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Resource Availability Reviewing resource capacity Options Assignment Work By Resource Assignment Work by Project Remaining Availability Work
Resource availability involves reviewing current work assigned to a resource and determining if the resource is at capacity, under capacity, or over capacity. Because resources are part of an Enterprise Resource Pool, any view that you choose that displays resource availability information is showing you the availability of that resource across the entire enterprise and not just your project. Looking at resource availability before you make an assignment is a proactive approach to avoid resource conflicts during project planning. Options available on the Resource Availability page: Assignment Work By Resource generates a graph differentiating each resource displaying assigned work. Assignment Work by Project generates a graph differentiating each project displaying assigned work. Remaining Availability generates a graph differentiating each resource and displaying remaining capacity Work generates a graph showing reported work by each resource. To Check Resource Availability 1. On the Quick Launch menu, click Resource Center. 2. On the Resource Center page, click the checkbox next to several resources and click Resource Availability. 3. In the View list, click Remaining Availability. Notice the remaining availability graph is displayed. 4. In the Availability tab, click Resource Center to return to the previous page.
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Resource Assignments By resource, by project, task assignments Options Gantt chart Time-phased Data
Resource assignments are about reviewing all the project work assigned to all the resources in a centralized view. This can be useful when project priorities are shuffled and decisions about who might be available when a task in one project needs to be reassigned. It can also identify trends in resource assignments that might show when an organization continuously over assigns or under assigns work to specific resources. Options Available on the Resource Assignments Page Gantt Chart displays a Gantt chart for each resource that includes a grouping by project within each resources section. Time-phased Data displays a resource usage view for each resource that includes a grouping by project within each resources section. This option can be further modified with the Set Date Range option which allows you to adjust the way assignments are filtered in or out on this page by changing the assignment date range. To Check Resource Assignments 1. On the Quick Launch menu, click Resource Center. 2. On the Resource Center page, click the checkbox next to several resources and click Resource Assignments. 3. In the Assignments tab, click Timephased Data. 4. In the Assignments tab, click Set Date Range, modify the From and To dates and click OK. 5. In the Assignments tab, click Resource Center.
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Using Resource Plans Plans resource needs by a timeframe Resources are not assigned to tasks You can choose at any point whether the schedule follows the project plan or resource plan
A resource plan is a way to plan for resource needs for a specified period of time on a project, but does not require you to make actual task assignments. This is useful because you can do long range planning which can help an organization make hiring decisions before the project is fully planned. At any point in a project, you can switch to building a team of resources that will be assigned to tasks. You can determine when the resource plan is followed by setting the resource utilization options in PWA on the Resource Plan page. Resource Utilization Options Project Plan follow the project plan for this schedule and ignore the resource plan. Resource Plan follow the resource plan for this schedule and ignore the project plan. Project Plan until follow the project plan until a specified point in time and then follow the resource plan. This is useful for long term planning where immediate details are not known. To Create a Resource Plan 1. On the Quick Launch menu, click Project Center. 2. On the Project Center page, click the row selector next to the desired project. 3. In the Projects tab, click Resource Plan. 4. In the Plan tab, click Build Team. 5. On the Build Team page, select the checkbox next to several desired resources and click Add. 6. In the Team tab, click Save and Close. 7. In the Resource Plan page, enter information about your desired resource needs and click Save.
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Note: You can change the options in Work Units on the Resource Plan page if you would like to modify how your resource needs are entered. The options available are: hours, days, or full-time equivalent. 8. Click Close to return to the Project Center.
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Practice: Working with Resource Options In this practice, you will: Review resource availability Display resource assignments Create a resource plan
In this practice you will review resource availability, display resource assignments, and create a resource plan. Perform the following practice as Beth Quinlan (TRIMAGNA\BQuinlan). Exercise 1: Review Resource Availability In this exercise you will view the resource availability of several resources in the Enterprise Resource Pool. 1. Maximize Internet Explorer, from the Quick Launch, click Resource Center. 2. On the Resource Center page, select the check box next to Beth Melton, Jennifer Herman and Jerry Smith, 3. From the Resources tab, under Navigate, click Resource Availability. 4. From the Availability tab, in the View list, select Remaining Availability. 5. In the View Options, change the Date Range from 5/1/2011 to 11/26/2011, in the Units list, select Months and click Apply. Notice that Beth Melton has negative availability, which means she is overallocated and her workload needs to be leveled. 6. Review the individual resources by selecting/clearing the check boxes under Legend and clicking Apply.
Exercise 2: Display Resource Assignments In this exercise you will display resource assignments of several resources in the enterprise resource pool. 1. From the Availability tab, click Resource Assignments. 2. From the Assignments tab, under Display, click Timephased Data and click Set Date Range.
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3. In the Set Date Range dialog box, in the From box, type 5/1/2011, in the To box, type 11/26/2011 and click OK. Notice this view displays assignments in a scheduled work format similar to Resource Usage view in Project 2010. 4. From the Assignments tab, under Display, click Gantt Chart to switch back to the prior view. Notice this view displays a personal Gantt Chart for each resource organized by project. 5. In the Assignments tab, under Navigate, click Resource Center.
Exercise 3: Create a Resource Plan In this exercise you will create a resource plan for the Software Development-Genesis project. 1. From the Quick Launch menu, click Project Center. 2. On the Project Center page, select the Software Development-Genesis row, from the Projects tab, click Resource Plan. Read the notice at the top of the page where it says that you need to publish the project schedule, before you can publish your resource plan. 3. From the Plan tab, click Close. 4. On the Project Center page, click Software Development-Genesis. 5. On the Project Details Page, from the Schedule Tools-Task tab, click Edit. 6. From the Schedule Tools-Task tab, click Publish. 7. From the Project tab, click Close and then click Yes to check-in the project. 8. On the Project Center page, select the Software Development-Genesis row, from the Projects tab, click Resource Plan. 9. On the Resource Plan page, from the Plan tab, click Build Team. 10. On the Build Resource Plan Team page, select the checkbox next to Dandy Weyn, Grzegorz Tworek, Jan Kalis and Robert Cain and click Add. 11. From the Team tab, click Save & Close. 12. On the Resource Plan page, from the Plan tab, under Display, in the Work Units list, select Full-time equivalent, in the Timescale list, select Months. 13. On the Resource Plan page, under Date Range, click Date Range. 14. In the Set Date Range dialog box, in the From box, click the calendar icon and select 1 month from today, in the To box, select 2 months from today and click OK. 15. Enter the following FTE values for each resource under each month column and click Save:
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Jan Kalis 2 2 Robert Cain 2 1 16. From the Plan tab, click Publish , then click Close. 17. Minimize Internet Explorer. Module 5: Assigning and Working with Resources 5-25
Lesson 4: Managing Overallocations Displaying Overallocations on Existing Assignments Working with Team Planner Using the Resource Substitution Wizard Leveling Enterprise Resources Best Practices for Working with Resources
In Lesson 3 we discussed the options you have when choosing resources. These options could include reviewing resource availability and assignments. Previously we focused on a proactive approach for choosing resources. Now in Lesson 4, we will use the powerful features in Project Professional 2010 to identify existing resource overallocations and managing to those situations by using various techniques to resolve them. In this lesson, you will use Project Professional 2010 to display overallocations on existing assignments. To resolve these overallocations, you will use the Team Planner, Resource Substitution Wizard, and leveling. At the conclusion of this lesson, you will learn about best practices when working with resources and overallocation situations. Objectives After completing this lesson, you will be able to: Display overallocations on existing assignments Work with team planner Use the Resource Substitution Wizard Level enterprise resources Describe best practices when working with resources
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Displaying Overallocations on Existing Assignments Resource Usage view Shows work at a task level on open projects and at a project level on closed projects
Since Project Professional 2010 is connected to Project Server, all resource assignment information is represented across the enterprise. One of the advantages of reviewing resource assignments in Project Professional 2010 is that you can choose the level of detail you want to see. For example, you can show simply the work on each project at a high level or you can show all the assignments on the projects the resources are working on. The level of detail is controlled by what projects you have open versus what projects you have closed. A second advantage of using Project Professional 2010 is you can have one or more schedules checked out for editing and immediately make changes that will resolve any resource overallocations across those schedules. To Display Overallocations on Existing Assignments: 1. Navigate to Project Professional. 2. In the File tab, click Open and double click Retrieve the list of all projects from project server. 3. Double click the name of a project with overallocated resources. 4. In the Task tab, in the Gantt Chart menu, click Resource Usage. 5. In the Usage table (left side) in the Add New Column menu, click Project. 6. In the timescale (right side) right click and click Overallocation. With Resource Usage view configuration done in this way, you can see the names of each resource assigned to work in the current project. Immediately below the resource name will be a list of tasks from the open project. You can use the Project column to confirm. Immediately below the task list, there is a line titled Other projects and commitments. If you expand this title, you will see a list of the names of other projects the resource has work assigned. Notice, in this case, the name of the project is in the Resource Name column not the Project column. Should you want to see the actual tasks the resource is working on in the other projects, you will need to open those projects. Once the additional desired projects are opened, the Resource Usage view will automatically update.
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Notice on the right side that you can easily identify the amount of overallocation at specific points in time on tasks or projects. If you adjust the level of detail of the timescale, you can see a summary of overallaction for a block of time, such as a month, or a quarter. You can use this view to fix an overallocation or you can return to the Gantt chart to fix an overallocation. Some options for resolving an overallocation are listed below: Choose an alternate resource Smooth the hours out across a time period to reduce the number of high and low points Assign the resource as a part-time resource on multiple tasks Postpone a task until a resource is available Use Team Planner Use leveling Additional ideas based on your specific project
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Working with Team Planner New feature Focuses on resources Tasks are shifted instead of resources Graphical, supports drag and drop
While the Resource Usage view provided some options for displaying overallocation issues in the schedule, corrections to these issues still require you to make adjustments to how the resources are assigned. Instead, Team Planner allows you to completely focus on the resource and make your adjustments so the task modification instantly responds. Team Planner is a new feature in Project 2010. A second advantage to Team Planner is that is a robust graphical view and you actually see the name of the task in the timescale instead of having to follow a task row from one side of the screen to the other. Finally, you will enjoy how easy it is to use via simple drag-and-drop to resolve overallocations. To Display and Correct Overallocations Using Team Planner: 1. Navigate to Project Professional. 2. In the File tab, click Open and double click Retrieve the list of all projects from project server. 3. Double click the name of a project with overallocated resources. 4. In the Task tab, in the Gantt Chart menu, click Team Planner. 5. Locate one overallocated resource (name in red) and then find at least one task on the timescale that is causing an overallocation (red horizontal bars). Point your mouse on the task that is causing the overallocation and read the pop-up. 6. Drag one of the tasks marked red to another resource or to another time period to attempt to resolve the overallcation. Point your mouse after the task is in the new location and read the pop-up. Make further adjustments as necessary to resolve the overallocation.
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Using the Resource Substitution Wizard Requires an enterprise field which contains skills for matching Can substitute resources by using open projects, resources in a Resource Breakdown Structure or resources selected from the enterprise resource pool
Warning Assigned Resource is the suggested substitution, while Requested Resource is the currently assigned resource on the schedule.
The Resource Substitution Wizard is a feature that helps you automate the process of finding and replacing resources. During project planning, it can be useful in replacing generic resources with individuals. After individual assignments have been made or even while a project is in progress, you can use the Resource Substitution Wizard to find alternate resources with the same skill who might have more availability than the resources currently assigned. Note: In order to use this feature, you must have Skills captured in an Enterprise Resource field which is connected to a lookup table and has the Use this field for matching generic resources custom attribute turned on. In addition, each resource that you want considered for substitution must be assigned skills. Optionally, if you want to have the wizard do substitution based on your organizational structure, you will need to have a Resource Breakdown Structure set up and have each resource assigned a value in that structure. To Substitute Resources: 1. Navigate to Project Professional. 2. In the File tab, click Open and double click Retrieve the list of all projects from project server. 3. Double click the name of a project with overallocated resources or a project that you want to do substitution on. 4. Open any additional projects that you want involved in the substitution process. 5. In the Task tab, click Gantt Chart. 6. In the Resource tab, click Substitute Resources which will launch the Resource Substitution Wizard. Welcome Step Click Next. Step 1 select the projects you want included that you opened earlier and click Next.
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Step 2 determine if you want resources included only from the selected projects or choose specific resources by clicking Add. Proposed resources will be excluded unless you select the check box to include them. Set the resource freeze horizon to be the date you want substitution to begin and click Next. Step 3 select any related projects that you want included and click Next. Step 4 adjust priority levels and determine if you may eventually want the ability to level resources with the proposed booking type and click Next. Step 5 review your settings and click Run. After the process is complete, click Next. Step 6 review the results in the wizard and click Next. Warning: The column Requested Resource is the name of the resource currently assigned to the task and the column Assigned Resource is the suggested substitution. Step 7 determine if you want to save the wizard options and click Next. Step 8 complete the process by clicking Finish. 7. Review your schedule for changes and determine if you want to save the results or close the schedule without saving to return to the pre-wizard state.
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Leveling Enterprise Resources Solves overallocations for you Automatic leveling may provide unexpected changes Assumes resource assignments must be maintained Assumes closed projects cannot be adjusted
The concept of leveling is using a feature in Project 2010 to resolve resource overallocations for you. The most important advantage of this feature is that is can quickly indicate to you how the schedule will be altered if resource limitations remain constant. The critical disadvantage to this feature is leveling can only resolve overallocations by maintaining the existing resource assignments. For example Marios work on a task can be delayed, but Mario cannot be substituted on the task by another resource. Advanced schedulers will discover that leveling is useful when working with selected tasks, selected resources or designated timeframes. Leveling is less useful when working with an entire schedule in Project Server 2010 unless you have the ability to check out all schedules the resources are working on across the enterprise. The reason for this requirement is Project Server 2010 assumes only schedules you have open can be changed so it treats all other assignments in closed schedules as frozen and unmovable. This could create an impossible situation for the open schedule and in some cases create a substantial schedule delay. After you work with leveling in this course, and review the best practices, you will have a better understanding of when leveling may be most appropriate for your projects. To Level by Resource: 1. Navigate to Project Professional. 2. In the File tab, click Open and double click Retrieve the list of all projects from project server. 3. Double click the name of a project with overallocated resources. 4. In the Task tab, in the Gantt Chart menu, click Team Planner. 5. Select the overallocated resource that you would like to level. 6. In the Resource tab, click Leveling Options. Modify any options as needed and click OK. 7. In the Resource tab, click Level Resource and review the results in the Team Planner view.
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Summary of leveling options to consider: Level only within available slack will restrict leveling decisions to non-critical tasks. Leveling can adjust individual assignments on a task will shift work of one resource on a multi-resource task independently of the rest of the team. Leveling can create splits in remaining work allows the software to split a task into several pieces and shift those pieces to different times. Level resources with the proposed booking type proposed resources that are overallocated will be leveled along with committed resources. Level manually scheduled tasks will level overallocations on both auto-scheduled and manually-scheduled tasks.
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Best Practices for Working with Resources Proactively review availability Limit adjustments in Team Planner view Carefully review impact of Resource Substitution Wizard Do not use automatic leveling Leveling in read only mode for safety Level across the collection of open projects to have the greatest flexibility Use manual schedule adjustments for more control
In this topic, we provide best practices related to techniques for working with resources and resolving overallocations. This information will help you apply the best set of features to your schedule. Best Practices and Explanations Proactively review resource availability before making an assignment. While not always possible, this increases the chance to prevent an overallocation from occurring. Be cautious of adjustments done by dragging tasks in Team Planner view. Dragging tasks in team planner will introduce constraints that may interfere with links on an auto-scheduled task. Carefully review the results of the Resource Substitution Wizard before saving your schedule. You may end up with substitutions that are not practical, such as assigning two project managers to the same project. Do not use automatic leveling. This will typically delay work without your knowledge on a continual basis and it makes it difficult to track changes in the schedule. Use leveling on projects in read-only mode to preview results before making permanent changes to the schedule. Use leveling on a series of projects only if you have opened the majority of the projects the resource(s) are working on. This is because any closed projects are treated as cannot move when leveling and therefore the results on the open projects can be very dramatic. While more time consuming, manual schedule adjustments offer the greatest flexibility of options when resolving resource overallocations.
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Practice: Leveling Resources In this practice, you will: Display total hours of work overallocated by resource Correct an overallocation using Team Planner view
A project manager must be sensitive to resource allocation, as more times than not they are sharing resources with other projects. In this practice you will display overallocations by resource in one and then several open projects, you will correct an overallocation by using Team Planner, you will correct overallocations on one resource by leveling and finally you will run the Resource Substitution Wizard and review the changes. Perform the following practice as Beth Quinlan (TRIMAGNA\BQuinlan). Exercise 1: Display Total Hours of Work Overallocated by Resource In this exercise you will use the Resource Usage view to display overallocation information by project and by hours. Then you will add an additional project that one resource is currently working on and review the changes in the Resource Usage view. 1. Maximize Microsoft Project and from the File tab, click Open 2. In the Open dialog box, double click Retrieve the list of all projects from project server and double click New Product Plan. 3. From the View tab, under Resource Views, click Resource Usage. 4. In the Usage table (left side), click on Add New Column and select Project. 5. In the timescale (right side) right click and click Overallocation. 6. Under Beth Melton, expand Other projects and commitments. Record the name of an additional project that is not open that the resource is assigned to. At first glance, it appears that she is double booked with the New Product Develop Prototype project.
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Exercise 2: Correct Overallocations Using Team Planner View In this exercise you will review overallocations in the Team Planner view and use the drag and drop feature to correct several overallocations. 1. From the View tab, under Resource Views, click Team Planner. 2. Locate Jerry Smith and then locate the overallocation during the week of October 2 2011. Notice the red horizontal bars. 3. Drag Conduct internal product review task to right of the red horizontal bars to attempt to resolve the overallocation. 4. Repeat Step 2-3 for Beth Melton and Ivor Davies. 5. From Beth Melton, drag Refine product requirements task to Bob Reinsch.
Exercise 3: Level a Single Resource In this exercise you will set leveling options and level overallocations on one resource. 1. Select overallocated resource Jennifer Herman. 2. From the Resource tab, under Level, click Leveling Options. 3. In the Resource Leveling dialog box, under Resource overallocations, ensure that only the following check boxes are selected and click OK: Leveling can adjust individual assignments on a task Leveling can create splits in remaining work Level manually scheduled tasks 4. On the Resource tab, under Level, click Level Resource. Note: If you receive a message that an overallocation cannot be resolved, click Skip or Skip All. 5. Navigate to September 4, 2011, right click on Markus Klein and click Level Resource. Notice that the tasks Perform competitor analysis and Identify and contact customer sample group are now scheduled back-to-back. 6. From the File tab, click Save. 7. From the File tab, click Close. 8. In the Microsoft Project dialog box, click Yes to check-in the project.
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Lesson 5: Managing Out of Office Situations Out of Office - Team Member Out of Office - Timesheet Manager Out of Office - Project Manager
When we refer to out of office situations, we mean there are times when a resource will not have the ability to connect with PWA and perform updates. In this lesson, we will focus on situations where we know that some resources will never be able to access PWA and we need to assign someone else to fill that role. You will learn about how to create an out of office substitute for a team member, project manager, and timesheet manager. Later in Module 6 we will discuss a feature called Delegates which is when a resource will be temporarily unavailable and either that resource or an administrator will assign an alternate to fulfill their role for a set period of time. The delegate feature is more suited for vacations, illness, or other short-term events. Objectives After completing this lesson, you will be able to: Set an out of office substitute for a team member Set an out of office substitute for a timesheet manager Set an out of office substitute for a project manager
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Out of Office - Team Member Called Assignment Owner A resource substitute who will handle updates Used for long term or permanent substitutes
In order to have the most accurate schedule possible, resources are selected from the Enterprise Resource Pool and those resources are assigned to tasks. This facilitates reporting on work for designated resources and publishes the tasks to PWA so the resources can complete timesheets and task updates. Unfortunately, in some situations, resources do not have access to PWA to complete their updates. Some of the reasons for this could be: a resource is working at a customer location and does not have access to normal company resources, a resource could currently have another reporting system he works with and does not want to duplicate efforts, for security reasons, a resource could be prevented from accessing PWA. In a situation where you want the resource assignment information to be accurate, but you want a substitute to complete all the updates for the resource, you should designate an Assignment Owner. The assignment owner will be the person responsible for entering the status in PWA. To Designate an Assignment Owner 1. On the Quick Launch menu, click Resource Center. 2. On the Resource Center page, select the checkbox next to the resource you want to make a substitute for and click Edit Resource. 3. On the Edit Resource page, in the Assignment Attributes section, next to Default Assignment Owner, click Browse. 4. In the Pick Resource dialog box, select the substitute resource and click OK. 5. On the Edit Resource page, click Save.
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Out of Office - Timesheet Manager Called Assignment Owner A resource substitute who will handle updates Used for long term or permanent substitutes
After a project is underway, you may discover that a timesheet manager is suddenly unavailable to approve timesheets. Instead of creating a timesheet manager for a designated time period, (discussed in Module 6), you may decide to replace the timesheet manager for specific resources. One option that an organization may want to consider is allowing resources to approve their own timesheets until a timesheet manager becomes available again. The advantage of this option is timesheets are automatically approved and information is updated faster in PWA. To Designate an Alternate Timesheet Manager 1. On the Quick Launch menu, click Resource Center. 2. On the Resource Center page, select the checkbox next to the resource you want to make a substitute for and click Edit Resource. 3. On the Edit Resource page, in the Assignment Attributes section, next to Timesheet manager, click Browse. 4. In the Pick Resource dialog box, select the substitute resource and click OK. 5. On the Edit Resource page, click Save.
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Out of Office - Project Manager Called Status Manager May serve as a substitute or assistant Handles updates from resources in PWA
Most project managers are responsible for multiple projects. In these situations, a project manager may become overwhelmed with receiving and approving information coming in from resource updates in PWA. A solution to this is to designate a substitute or assistant for the project manager. If a project manager needs an assistant for a project, typically they still want to retain ownership of the project but would like someone else to handle the day to day functions related to receiving updates. The best solution for this is to change the status manager. The status manager is the person who can receive and approve updates from the resources in PWA. Note: Changing the project owner will remove access from the previous project owner and is not recommended for the situation just described. To Designate a Status Manager 1. From Project Professional, in the File tab, click Open and double click Retrieve the list of all projects from project server. 2. Double click the name of the project you want to change the status manager on. 3. On the Task tab, click Gantt Chart. 4. In the Entry table (left side), click the Add New Column menu and click Status Manager. 5. Change the status manager for the first task in the project and then use the fill-handle (lower right corner of the cell) to drag this change to the remaining tasks. 6. In the File tab, click Publish to update the information on PWA. Note: If you do not see the resource name you need in the list of resources in the Status Manager column, verify that the resource you are looking for is part of the project team and if necessary, contact your Project Server administrator to ensure the resource has the appropriate security settings.
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Practice: Managing Out of Office Situations In this practice, you will: Change assignment owner and timesheet manager Change status owner
As a project manager, you know that sick leave and vacations will likely occur during your project. These absences do not mean that work stops until they return. Managing resource absences will allow work to continue and maintain the project schedule. In this practice you will change the assignment owner and timesheet manager for a resource. Then you will change the status owner for a project. Perform the following practice as Administrator (TRIMAGNA\Administrator) and then as Beth Quinlan (TRIMAGNA\BQuinlan). Exercise 1: Change Assignment Owner and Timesheet Manager In this exercise you will change both the assignment owner and timesheet manager for a resource. 1. From the personal menu, click Beth Quinlan and click Sign in as a Different User. 2. In the Windows Security dialog box, in the User name box, type TRIMAGNA\Administrator, in the Password box, type Pa$$w0rd and click OK. 3. Switch to Internet Explorer, from the Quick Launch, click Resource Center. 4. On the Resource Center page, select the check box next to Michael Schmitz and ensure the other check boxes are clear. 5. From the Resources tab, click Edit Resource. 6. On the Edit Resource page, in the Assignment Attributes section, in the Default Assignment Owner box, click Browse. 7. In the Pick Resource dialog box, select Karla Carter and click OK. 8. In the Timesheet manager box, click Browse. 9. In the Pick Resource dialog box, select Supriyo Chatterjee and click OK. 10. On the Edit Resource page, click Save.
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Exercise 2: Change the Project Owner In this exercise you will change the project owner for the Merger and Acquisition project. 1. From the Quick Launch, click Project Center. 2. On the Project Center page, click Merger and Acquisition. 3. On the Project Detail Page, from the Project tab, click Project Permissions. 4. From the Permissions tab, click New. 5. On the Edit Project Permissions page, in the Users and Groups list, select Beth Quinlan, then select all permissions and click Save. 6. From the Permissions tab, click Close. 7. In the Quick Launch, under Merger and Acquisition, click Project Information. 8. From the Project tab, click Edit. 9. In the Project Fields section, in the Owner box, click Browse. 10. In the Pick Resource dialog box, select Beth Quinlan and click OK. 11. From the Project tab, click Save and then click Close. 12. In the Close dialog box, click Yes to check-in the project. 13. Close all applications and from the Start menu, click Log off.
Exercise 3: Change Status Manager In this exercise you will change the status owner for a project. 1. At the Log On screen, press the right CTRL and Delete keys, click Switch User and then click Other User. 2. In the User name box, type TRIMAGNA\BQuinlan, in the Password box, type Pa$$w0rd and press Enter. 3. From the Start menu, click All Programs Microsoft Office Microsoft Project 2010 4. From the File tab, click Open. 5. In the Open dialog box, double click Retrieve the list of all projects from Project Server, then double click Merger and Acquisition. 6. In the Entry table (left side), right click Start column and click Insert Column. Then select Status Manager. 7. In the Status Manager column for the first task in the project, select Beth Quinlan and then use the fill-handle (lower right corner of the cell) to drag down to the last task. This will perform a bulk copy and paste to all the rows. 8. From the File tab, click Save. 9. From the File tab, click Publish. 10. Close Project Professional and check-in the project. 5-42 Module 5: Assigning and Working with Resources
11. From the Start menu, click Log off. 12. At the Log On screen, press the right CTRL and Delete keys, click Switch User and click Other User. 13. In the User name box, type TRIMAGNA\Administrator, in the Password box, type Pa$$w0rd and press Enter. 14. Launch Internet Explorer, in the URL address bar, type http://ps10-2/PWA and press Enter. 15. From the Quick Launch, click Project Center. 16. On the Project Center page, scroll to the right and notice the owner of the Merger and Acquisition project is now Beth Quinlan.
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Summary In this practice, you will: Change assignment owner and timesheet manager Change status owner
In this module, you understood the difference between building a team and making assignments in PWA versus Project Professional 2010. You worked with generic resources, matching resources, and resource availability to find the most appropriate resources. After resources have been assigned, you evaluated those assignments and looked for resource overallocation situations and resolved them using various Team Planner and leveling features. Finally, you identified situations where resources will be unavailable or out of the office and assigned a substitute resource to perform specific functions. Completed Objectives After completing this module, you learned how to: Assign resources using PWA Assign resources using Project Professional 2010 Work with Resource Options Manage overallocations Manage out of office situations
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