Setting Up Resources

Core Training for Microsoft Office Project 2003

Setting Up Resources

Setting Up People Resources

1	To set up the initial list of resources, in the Project Guide toolbar, click Resources, and in the Resources pane, click the Specify people and equipment for the project link.
2	Notice that the Project Guide: Simple Resource Sheet view replaces the Gantt Chart view. To continue, in the Specify Resources pane, click Enter resources manually, and then click Done.
3	To enter the resources' names, in the Resource Sheet view, click the first cell under Resource Name, and for the purposes of this exercise, press SPACEBAR, wait as the name is typed for you, and then press ENTER.
4	Notice that Project numbers this resource as 1. To assign eight more resources to this project, press SPACEBAR, wait as the names of the resources are typed for you, and then press ENTER.
5	To close the Project Guide so you can see more of the Resource Sheet, click the Show/Hide Project Guide button, as indicated.
6	To switch to the Resource Sheet view and add more resource information, on the View menu, click Resource Sheet.
7	To enter the name of a resource by category, click in the Resource Name field below Brenda Diaz, press SPACEBAR, and wait as the resource name is typed for you.
8	To change the Max. Units setting of the Electrician resource, press TAB until you reach the Max. Units column, and then click the Up arrow in the Max. Units box until 200% is displayed.
9	To indicate that Jan Miksovsky will be working half time on this project, click the Max. Units field for Jan Miksovsky, and click the Down arrow one time so that 50% displays.
10	To enter the pay rate for a resource, click the Std. Rate field for the resource Garrett R. Vargas, press SPACEBAR, wait as the rate is typed for you, and then press ENTER.
11	To enter the pay rates for the other nine resources, press SPACEBAR, wait as the rates are typed for you, and then press ENTER.
12	To remove a resource already assigned, click Brenda Diaz in the Resource Name field, press DELETE, and then, in the Indicator field in the first column, click the Delete indicator.
13	To delete the entire row and renumber the subsequent resources, in the drop-down list, click Delete the entire resource.

Setting Up Equipment and Material Resources

1	To begin setting up equipment resources, in the Resource Name column of the Resource Sheet view, click the empty cell below Electrician.
2	To continue, on the Standard toolbar, click the indicated Resource Information button.
3	To enter the resource name, for the purposes of this exercise, press SPACEBAR, and the text will be typed for you in the Resource name box.
4	To enter the type of resource, in the Type box, click the Down arrow, select Work, and then click OK.
5	To plan for the availability of three camcorders every workday, click the Max. Units field for Mini-DV Camcorder, click the Up arrow until 300% displays, and then press ENTER.
6	To enter additional equipment resources directly in the Resource Sheet, click the next empty cell under Mini-DV Camcorder, press SPACEBAR, and wait as the resource names are typed for you.
7	To plan for the availability of four 600-watt lights and stands every workday, select the Max. Units field for 600-Watt Light and Stand, and then click the Up arrow until 400% displays.
8	To plan for the availability of two camera booms, select the Max. Units field for Camera Boom, and then click the Up arrow until 200% displays.
9	To enter pay rates for one of your equipment resources, select the Std. Rate field for Mini-DV Camcorder, press SPACEBAR, wait as the rate is typed for you, and then press ENTER.
10	To enter pay rates for the remaining four equipment resources, in the Std. Rate field for 600-Watt Light and Stand, press SPACEBAR, wait as the rates are typed for you, and then press ENTER.
11	Now, to enter a material resource, in the Resource Name column of the Resource Sheet, click the empty cell after Editing Lab, press SPACEBAR, wait as the text is typed for you, and then press TAB.
12	To assign this as a material resource, in the Type field, click the Down arrow, select Material from the list, and then press TAB.
13	To add a more detailed description of this resource, in the Material Label field, press SPACEBAR, and wait as the text is typed for you.
14	To enter a standard cost for each cassette tape, select the Std. Rate field for that resource, press SPACEBAR, wait as the cost is typed for you, and then press ENTER.

Adjusting Working Time for People Resources

1	To change the working and nonworking times for individual work resources, click the Tools menu, and click Change Working Time.
2	To select a resource, in the Change Working Time dialog box, click the arrow in the For box, and in the list, click Garrett R. Vargas.
3	To display the calendar for this resource, in the Select Date(s): box, drag the scroll box down until the calendar for January 2005 displays.
4	To set two nonworking days for this resource, in the January 2005 calendar, click 13, hold down the CTRL key, and then click 14.
5	To continue, under Set selected date(s) to, click Nonworking time.
6	To change the working time of another resource, click the For arrow, click below the scroll box on the scroll bar, and then click Sandra Martinez.
7	In the message box that asks if you want to save the changes you made to the resource calendar of Garrett R. Vargas, click Yes.
8	To change the working hours of resource Sandra Martinez, in the Select Date(s): box, click M, hold down the SHIFT key, and click Th.
9	To change the work hours for this resource, triple-click in the indicated To box, and then, for the purposes of this exercise, press SPACEBAR and the new working time will be typed for you.
10	To set a nonworking day for this resource, in the calendar, click the column heading F, and then under Set selected date(s) to, click Nonworking time, and click OK.

Documenting Tasks and Resources

1	To enter task notes, on the Project Guide toolbar, click Tasks, and in the Tasks pane, click Link to or attach more task information.
2	To select the task to which you want to add a note, in the Task Name column in the Gantt Chart, click Pick locations.
3	In the Add Information pane, click Add a note.
4	To enter a note, on the Notes tab of the Task Information dialog box, for the purposes of this exercise, press SPACEBAR, wait as the text is typed for you in the Notes box, and then click OK.
5	To display the note, in the Indicators column, hold the mouse pointer over the Note indicator, and then double-click the Note indicator, and when the full note displays in the Task Information dialog box, click Cancel to close it.
6	To select the task for which you want to create a hyperlink, in the Task Name column, click Hold auditions.
7	To insert a hyperlink, in the Add Information pane, click Add a hyperlink.
8	To insert a hyperlink, in the Insert Hyperlink dialog box, click the Text to display box, and then press SPACEBAR and the text will be typed for you.
9	To insert a Web address, click in the Address box, press SPACEBAR, wait as the address is typed for you, and then click OK.
10	Notice that a Hyperlink indicator appears in the Indicators column. To read the descriptive text you typed, point to this indicator, and then, to close the Add Information pane, click Done.
11	To switch to the Resource Sheet view to enter resource notes, click the View menu, and then click Resource Sheet.
12	To select the resource to which you want to add a note, in the Resource Name column, click Garrett R. Vargas, and on the Standard toolbar, click the indicated Resource Information button.
13	In the Resource Information dialog box, click the Notes tab.
14	To add note text, click the Notes text box, press SPACEBAR, wait as the text is typed for you, and then click OK.
15	To view the note, hold the mouse pointer over the Note indicator in the Indicators column.