Setting Up and Assigning Resources

Core Training for Microsoft Project 2002

Setting Up People Resources

1	To display the Resources pane, click the Resources button on the Project Guide toolbar.
2	To start setting up resources for the project, click the Specify people and equipment for the project link in the Resources pane.
3	Notice that the Simple Resource Sheet view replaces the Gantt Chart in the Project plan window, and click the Enter resources manually option in the Specify Resources pane.
4	To enter the first people resource, click in the cell directly below the Resource Name column heading, type Garrett R. Vargas, and then press the ENTER key.
5	To enter a second name, type Jim Hance and press the ENTER key.
6	To close the Project Guide, click the Close button in the upper-right corner of the Specify Resources pane.
7	To switch to a different view, click the View menu and click Resource Sheet.
8	To add a resource that represents multiple people, click in the cell below the last name in the Resource Name column, type Electrician, and then press the TAB key.
9	Make sure that Work appears in the Type field, and then press the TAB key four times to place the mouse pointer into the Max. Units field.
10	To indicate that two electricians will be available to work full-time on the project every day, type 200% and press the TAB key.
11	To specify that a resource will be available to work on the project only part-time, click in the Max. Units field for the Jon Ganio resource, type 50%, and then press the ENTER key.
12	To add a note about a particular resource, click the Resource Name field for resource 1 and click the Resource Notes button on the Standard toolbar.
13	In the Resource Information dialog box, click in the Notes box, type Garrett attending West Coast film festival January 15 and 16; unavailable to work on project in the Notes box, and then click OK.
14	Notice that a Note icon appears in the Indicators column, and point to the Notes icon.
15	Notice that a ScreenTip appears containing the text you entered in the Resource Information dialog box, and move the mouse pointer to the Resource Name column heading to hide the ScreenTip.

Setting Up Equipment and Material Resources

1	To start entering equipment resources in the Resource Sheet, click the empty cell below the cell that contains Electrician in the Resource Name column and click the Resource Information button on the Standard toolbar.
2	In the Resource Information dialog box, click the General tab.
3	On the General tab, click in the Resource name box and type Mini-DV Camcorder.
4	To specify the resource type, click the Type arrow and click Work in the list.
5	Click OK, and notice that the piece of equipment you added appears in the Resource Sheet.
6	To specify that you need three camcorders available every work day, click in the Max. Units field for the Mini-DV Camcorder resource, type 300%, and then press the TAB key.
7	To enter a material resource in the Resource Sheet, type Video Tape and press the TAB key.
8	To specify the resource type, click the Type arrow, click Material in the list, and then press the TAB key.
9	To define a label for the material, type 30-min. cassette and press the ENTER key.

Entering Resource Pay Rates

1	To start entering cost information for a people resource, click the Std. Rate field for resource 1, Garrett R. Vargas, and type 800/wk.
2	To enter cost information for another resource, press the DOWN ARROW key and type 18.75/h.
3	To enter cost information for an equipment resource, type 250/wk and press the ENTER key.
4	To enter cost information for another equipment resource, type 100/wk and press the ENTER key.
5	To indicate that you already own two pieces of equipment and won't be incurring any cost for using them, type 0/h in the Std. Rate field for the Reflector Kit, press the ENTER key, and then type 0/h.
6	To enter the cost information for renting and using an editing lab, press the ENTER key and type 200/d.
7	To enter the per-unit cost of a material resource rather than an hourly, daily, or weekly rate, press the ENTER key, type 5 in the Std. Rate field for the Video Tape material, and then press the DOWN ARROW key.

Adjusting Work Time for Individual Resources

1	To start specifying nonworking time for a specific resource, click the Tools menu and click Change Working Time.
2	In the Change Working Time dialog box, make sure that Garrett R. Vargas appears in the For box, click the 15 square in the calendar under Select Date(s), and then drag from left to right to select the 16 square.
3	Under Selected date(s) to:, click the Nonworking time option.
4	To modify the calendar of another resource, click the For arrow, click below the scroll box on the scroll bar, and then click John Rodman in the list.
5	When prompted to save the changes made to Garrett's calendar, click Yes.
6	To specify that John can work two extra hours every Monday, Tuesday, Wednesday, and Thursday, click the M label in the calendar under Select Date(s) and drag from left to right to select T, W, and Th.
7	In the second To box under Set selected date(s) to, click and drag from left to right to select the contents of the box and then type 7:00 PM.
8	To specify that John doesn't work on Fridays, click the F column heading under Select Date(s).
9	Under Set selected date(s) to, click the Nonworking time option.
10	To apply the changes to John's calendar, click OK.

Assigning Resources to Existing Tasks

1	To start assigning resources to tasks, click the Assign people and equipment to tasks link in the Resources pane.
2	Notice that the Gantt Chart view appears in the right pane and that the Assign resources pane is displayed on the left side of the window, and click the Assign resources link.
3	To select the task to which you want to assign a resource, click the Develop script task in the Task Name column of the Gantt Chart.
4	To specify the resource to assign to the selected task, click Garrett R. Vargas in the Resource Names list in the Assign Resources dialog box and click the Assign button.
5	Notice that a check mark appears to the left of Garrett's name, indicating that he has been assigned to the selected task, and click the Develop production boards task in the Task Name column of the Gantt Chart.
6	To simultaneously assign two resources to the selected task, make sure that Garrett R. Vargas is selected in the Resource Name list in the Assign Resources dialog box, hold down the CTRL key, click below the scroll box on the scroll bar, click Patti Mintz in the list, release the CTRL key, and then click the Assign button.
7	Notice that check marks appears to the left of Garrett's and Patti's names, indicating that they are assigned to the selected task, and click the Pick locations task in the Task Name column of the Gantt Chart.
8	To assign two pieces of equipment to a task, click the Shoot video task in the Task Name column of the Gantt Chart.
9	Click twice above the scroll box on the scroll bar, click 600-Watt Light and Stand in the Resource Name list in the Assign Resources dialog box, hold down the CTRL key, click Camera Boom, release the CTRL key, and then click the Assign button.
10	Notice that check marks appears to the left of the names of the two pieces of equipment, indicating that they are assigned to the selected task, and click the Close button in the Assign Resources dialog box.
11	To close the Assign Resources pane, click the Close button in the upper-right corner of the pane.
12	To assign material resources to a task, click the Assign Resources button on the Standard toolbar.
13	To select the task to which to assign materials, click the Pick locations task in the Task Name column of the Gantt Chart.
14	In the Assign Resources dialog box, click below the scroll box on the scroll bar, click the Units field for the Video Tape resource, type 4, and then click the Assign button.
15	Notice that a check mark appears to the left of the Video Tape resource, indicating that four video tapes are assigned to the selected task, and click the Close button in the Assign Resources dialog box.

Assigning Additional Resources to Tasks

1	To select a task you want to assign an additional resource to, click the Develop script task in the Task Name field of the Gantt Chart.
2	To start assigning an additional resource to the selected task, click the Assign resources link in the Assign Resources pane.
3	In the Assign Resources dialog box, click below the scroll box on the scroll bar of the Resource Name box, click Scott Cooper in the list, and then click the Assign button.
4	Notice that the task duration changed from 5 days to 2.5 days, and click the Pick locations task in the Task Name field of the Gantt Chart.
5	To add a resource to the selected task, click below the scroll box on the scroll bar, click Patti Mintz in the Resource Name list, and then click the Assign button.
6	Notice that the task duration changed from 2 days to 1 day, and click the Smart Tag Actions button that appears to the left of the task name.
7	Notice that three options are displayed, which enable you to choose the scheduling result you want if it differs from the default effort-driven scheduling result, and click the Smart Tag Actions button again.
8	To assign two additional resources to a task, click the Hold auditions task in the Task Name field of the Gantt Chart.
9	In the Assign Resources dialog box, make sure that Patti Mintz is selected in the Resource Name box, hold down the CTRL key, click above the scroll box on the scroll bar, click Jonathan Mollerup, release the CTRL key, and then click the Assign button.
10	To change the way Microsoft Project schedules work on a task, click the Smart Tag Actions button.
11	To specify that you do not want the task duration to change, click the Increase total work because the task requires more person-hours; keep duration constant option.
12	Notice that the task duration is changed back to 2 days, click the Close button in the Assign Resources dialog box, and notice that the start dates of all the successor tasks are adjusted.