Planning and Managing Projects with Microsoft Project Professional 2013

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9 Slides Steps to Enter Resource Types: 1. Click View and Resource Sheet 2. In the Type column of a resource, select Work, Material, or Cost, and press Enter on your keyboard Important Points: Work resources are used for people: employees, contractors, and so forth. Work resources can be re-used, as opposed to material that may run out. Work resources add to the tasks Work field. Equipment resources are not a resource type in Project, but work resources can represent equipment or machines. Material resources are consumable resources. Material resources do not add to the tasks Work field, but to the Cost field. Material resources cannot be leveled. Cost resources are used for budgeting and tracking expenses. Budgeting is performed using budget resources (work, material, or cost). Budget resources can only be assigned at the project level. Cost resources add to the tasks Cost field. Tips & Tricks: Most, if not all, resources on resource sheet of a project plan, are work resources. Most organizations use an inventory system to manage the supply of material resources (e.g., rooms, furniture, work stations, cables) instead of material resources in Project.

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17 Slides Steps to Enter the Resource Group: 1. Click View and Resource Sheet 2. In the Group column, enter the group for each resource Important Points: The Group column is a default field and cannot be modified to include a lookup table. Tips & Tricks: If a lookup table is required, use a custom resource text field instead of the Group field. The Group column can be used to enter the role or department of each resource. When entering generic resources (placeholders) to be used when a Project Managers know what role is required, but does not know yet who will do the work, make sure to have the entries as generic resources as that can be found in the Group column. This way you can easily look up resources by role or department. Steps to Create Generic Resources: 1. Click View and Resource Sheet 2. Double click on a resource 3. In the Resource Information dialog box, on the General tab, check Generic, and click OK

18 Important Points: It is important to change the value in the Max. column for generic resources to 0% since generic resources are not real resources and hence they do not have capacity. Tips & Tricks: Note that generic resources have a gray, double headed icon in the Indicator column indicating that the resource is generic It is recommended defining generic resources as roles or skill sets, instead of functions or title, for the purpose of keeping the list limited. Use the same list of generic resources, and select a value from this list for all named resources. This way you can easily look up resources by role or skill set. Steps to Replace Resources: 1. Select a resource-loaded task 2. Click Resource and Assign Resources 3. In the Assign Resources dialog box, select an assigned resource, and click Replace 4. In the Replace Resource dialog box, select another resource, and click OK 5. In the Assign Resources dialog box, click Assign Important Points: When replacing resources on in-progress tasks, consider whether you want to replace the assignment of both actual and remaining work. Tips & Tricks: When replacing a resource on an in-progress task using the Replace Resource dialog box, the replacement only applies to the remaining work. If you want to replace actual work as well, use the Resource Names column to deselect the previous resource and select the new resource. You will then have the option to replace actual work too, or remaining work only.

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23 Slides Steps to Set Working Hours: 1. Click Project and Change Working Time 2. In the Change Working Time dialog box, click the Work Weeks tab, and click Details 3. In the Details dialog box, in the Select day(s) list, select one or multiple days (use the Ctrl or Shift key of your keyboard to select multiple days) 4. Select Use Project default times for these days, Set days to nonworking time, or Set day(s) to these specific working times 5. If you selected Set day(s) to these specific working times, then enter the hours in the From and To column below 6. Click OK 7. In the Change Working Time dialog box, click OK Steps to Set Non-working Hours: 1. Click Project and Change Working Time 2. In the Change Working Time dialog box, in the calendar preview, scroll to the month in which non-working hours should be set, and select one or multiple adjacent days (use the Shift key of your keyboard to select multiple days) 3. On the Exceptions tab, select the first blank cell in the Name column, and enter a name that describes the non-working hours, for example the name of a national holiday 4. Repeat the previous two steps for any other non-working time 5. In the Change Working Time dialog box, click OK

24 Important Points: Project default times are from Monday through Friday from 8 AM to 12 PM and from 1 PM to 5 PM. If you choose to use hours that are different from the Project default times, then you must update your user preferences accordingly. Click File and Options, in the Project Options dialog box, click on Schedule in the side pane, and in the Calendar options for this project section, change the options to match your calendar, and click OK. When you set non-working hours, by default the entire day is considered a nonworking day. If only part of the day is considered non-working time, select the nonworking time in the Exceptions tab, and click Details. In the Details dialog box, you can change the hours of the day, and you can also define a recurrence pattern for the exception. Click OK. Tips & Tricks: If you need to schedule work during the weekend, create a new calendar on which all seven days of the work have working hours, for example 8 AM to 12 PM and 1 PM to 5 PM. You can call this calendar 7 Days or give it any other name you like. You can then associate this calendar with the project or those tasks that must be scheduled during the weekend. When associating a calendar with a task, you will likely also want to select the Scheduling ignores resource calendars check box on the Advanced tab of the Task Information dialog box, If you have project team members who work in different countries, set up one calendar for each country including the associated national holidays. Each resource can then be associated with the appropriate country calendar, which warrants that tasks will only be schedule when the resource is available.

25 Slides Steps to Set the Calendar Options: 1. Click File and Options 2. In the Project Options dialog box, in the side pane, click Schedule 3. In the Calendar options for this project section, set the options and click OK Important Points: Set the Default start time, Default end time, Hours per day, and Hours per week options in accordance with the project calendar, in order to provide a consistent user experience Tips & Tricks: The time format (12-hour or 24-hour) is based on the regional settings of your operating system.

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27 Slides Steps to Apply a Calendar at the Task Level 1. Select the task 2. Click Task and Information 3. In the Task Information dialog box, click on the Advanced tab 4. In the Calendar field, select the calendar 5. Check Scheduling ignores resource calendars 6. Click OK Important Points: The Scheduling ignores resource calendars check box is optional, but it s frequently used as it allows the task calendar to override the resource calendar, allowing for resource-loaded tasks to be scheduled during non-working time, such as the weekends. You can create your own calendars to account for exceptions. See the Calendars slide for more information. Tips & Tricks: If you have a lot of tasks that require a calendar, you can insert the Task Calendar and Ignore Resource Calendar column in the table to edit this information for multiple tasks at once.

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29 Slides Steps to Set a Base Calendar: 1. Click View and Resource Sheet 2. Double click on a resource 3. In the Resource Information dialog box, on the General tab (which should be displayed by default), click Change Working Time 4. In the Change Working Time dialog box, in the Base calendar field, select the calendar that should be associated with the resource, for example his or her country calendar, and click OK Steps to Set a Resource Calendar (Steps to Apply a Calendar at the Resource Level): 1. Click View and Resource Sheet 2. Double click on a resource 3. In the Resource Information dialog box, on the General tab (which should be displayed by default), click Change Working Time 4. In the Change Working Time dialog box, in the calendar preview, scroll to the month in which non-working hours should be set, and select one or multiple adjacent days (use the Shift key of your keyboard to select multiple days) 5. On the Exceptions tab, select the first blank cell in the Name column, and enter a name that describes the non-working hours, for example a brief description of personal time off 6. Repeat the previous two steps for any other non-working time 7. In the Change Working Time dialog box, click OK

30 Steps to Set Hours per Day: 1. Click File and Options 2. In the Project Options dialog box, click Schedule in the side pane 3. In the Calendar options for this project section, in the Hours per day field, enter the hours per day, and click OK Important Points: When you associate a resource with another base calendar, any exceptions documents on the resource calendar carry over with the association to another calendar (e.g., an employee scheduled vacation for later during the year, but was just transferred to another country). The hours per day determine how many hours are calculated for a task by Project when a resource is assigned to a task. For example, if you were to change this from 8 to 9 hours and create a new task, the task duration (in business days) will remain 1 day, but the task start and finish will be in two consecutive days, including when you assign a resource. In essence the data is out of sync and therefore it is important to make sure all Schedule options are consistent. Tips & Tricks: You can also select a resources, and click on Project and Change Working Time in order to set a resource calendar. You can also associated a resource with a base calendar, by selecting the calendar in the Base Calendar column of the Resource Sheet view, which is quicker if you need to do this for multiple resources.

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36 Slides Steps to Enter Availability: 1. Click View and Resource Sheet 2. Double click on a resource 3. In the Resource Information dialog box, on the General tab, in the Resource Availability table, enter dates in the Available From and Available To column, along with the appropriate Units value 4. Click OK Important Points: The Available From and Available To dates determine the capacity horizon of the resource Capacity is calculated based on the resource calendar and the Available From and Available To dates If multiple rows are entered in the Resource Availability table with different values in the Units column, the value of the Units column in the current period will be the same value that is displayed in the Max. column of the Resource Sheet view. For example, if today is January 25, 2013 and in the Available From column January 28, 2013 is entered along with 100% Units while prior to the latter date the Units is 0%, then the Max. column will show 0% today. When we open the project plan on January 28, 2013, then the Max. column will show 100%. Tips & Tricks:

37 By default there are no dates in the Available From and Available To column, which means that a resource is always available in the past and future. To document a resource start date, in the Available From column, enter NA, in the Available To column, enter the date prior to the start date, in the Units column, enter 0%. On the next row down, in the Available From column, enter the start date, in the Available To column, enter NA, in the Units column, enter 100%.

38 Slides Steps to Enter Max Units: 1. Click View and Resource Sheet 2. In the Max. column of a resource enter the max units number and press Enter on your keyboard Important Points: The Max Units field is a resource field to determine the resource s default allocation when assigned to a task a percent of the calendar availability. The field can also be used to set the number of available resources (e.g., for generic resources). Tips & Tricks: By default the Max Units of a resource is 100%. This means that resources will be assigned full-time to tasks (100%). When resources have tasks assigned in parallel, within the same project or across project (in case you re using a shared resource pool), the resource will be overallocated. It is important that Project Managers always edit the allocation (units) of a resource to a task.

39 Slides Steps to Enter Cost Per Use: 1. Click View and Resource Sheet 2. In the Cost/Use column enter a cost value for the cost per use, and press Enter on your keyboard Important Points: The Cost Per Use value will add to the task Cost field when the resource is assigned. This cost is a fixed cost per assignment. Tips & Tricks: Use the Cost Per Use field to account for resources who charge a cost per use, for example when a contractor charges a fee for driving to the door of your home or office. Steps to Enter Resource-based Cost: 1. Enter work, material, and cost resources on the Resource Sheet view 2. Assign work, material, and cost resources to tasks 3. Insert the Cost column in the Gantt Chart view and observe the resource-based cost Important Points: Each work, material, and cost resource assignment creates a new assignment. Project automatically aggregates the cost of each assignment to calculate the task

40 cost. Tips & Tricks: Work resources can generate cost using a standard (hourly) rate, overtime rate, cost per use, and a rate table. Material resources can generate cost using a unit rate, cost per use, and a rate table. Cost resources can generate cost using manual, time-phased entries Use the Fixed Cost column in the Gantt Chart view to enter task cost that is not associated with resources; this cost will automatically be added to the resource assignment cost and make part of the entire task cost Steps to Enter Cost Per Use 1. Assign a work or material resource with a cost per use rate to a task 2. Insert the Cost column in the Gantt Chart view 3. Observe how the cost per use has been included in the task cost in addition to any cost generated by the number of hours or units Important Points: The Cost Per Use value will add to the task Cost field when the resource is assigned. This cost is a fixed cost per assignment. Tips & Tricks: Use the Cost Per Use field to account for resources who charge a cost per use, for example when a contractor charges a fee for driving to the door of your home or office. Steps to Enter Fixed Cost: 1. Insert the Fixed Cost column in the Gantt Chart view 2. Enter cost in the Fixed Cost column for a task Important Points: Fixed cost is cost not associated with resources and this cost will automatically be added to the resource assignment cost and make part of the entire task cost. Tips & Tricks: Use fixed cost to document task expenses that are not generated by resources. Steps to Enter Accrual Methods: 1. Click View and Resource Sheet 2. In the Accrue At column select Start, Prorated, or End Important Points:

41 The Accrue At column provides choices for how and when resource standard and overtime costs are charged to the cost of a task. Tips & Tricks: Use the Accrue At column to better manage the cash flow of the project.

42 Slides Steps to Enter Cost Rate Tables: 1. Click View and Resource Sheet 2. Double click on a resource 3. In the Resource Information dialog box, click on the Costs tab 4. On the A tab, enter a Standard Rate, Overtime Rate, and Per Use Cost as necessary 5. Enter rates on the B, C, D, and E tabs as necessary, and click OK 6. In the Resource Usage or Task Usage view, insert the Cost Rate Table column and select A, B, C, D, or E on assignments as appropriate Important Points: The default rate table that is used for resource assignments, is rate table A. Tips & Tricks: When entering rates on the rate tables, consider adding rows with a different Effective Date to account for changing resource cost over time.

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47 Slides Steps to Assign Multiple Resources: 1. Click Resource and Assign Resources 2. In the Assign Resources dialog box, select one or multiple resources using the Ctrl or Shift key on your keyboard, and click Assign Important Points: Resources will be assigned based on the estimates, the task type, and whether the task is effort driven. By default resources will be assigned full-time. Tips & Tricks: You can also assign multiple resources at once using the Resource Names column and the Task Form view: In the Resource Names column select one or multiple resources and press Enter on your keyboard. Click View and check Details. Click anywhere on the lower half of the screen, to activate the Task Form, click on the Format tab, and click the Work, Resources & Predecessors, and Resources & Successors, or Cost details to expose resource assignment information in the lower half of the screen. Select one or multiple resources and click OK. Step to Assigning Resources to Task using Units that Represent Part-time Work (vs. full-

48 time work): 1. Click Resource and Assign Resources 2. In the Assign Resources dialog box, select one or multiple resources using the Ctrl or Shift key on your keyboard 3. In the Units column of the selected resources, enter a percentage less than 10%, and click Assign Important Points: You can also assign resources part-time using the Task Form view (see steps above). Before clicking on OK, you can enter percentages in the Units column as appropriate. You can also assign resources part-time using the Task Information dialog box. Double click on a Task and in the Task Information dialog box, click on the Resources tab. In the table, select one or multiple resources, enter the appropriate value for each resources in the Units column, and click OK. You cannot assign resources part-time using the Resource Names column, unless you manually add percentages after having assigned the resources full-time. Tips & Tricks: The Assign Resources dialog box is a floating dialog that remain active allowing you to select other tasks behind the dialog. Steps to Changing Assignment Information: 1. Click View and click on the upper half of the Task Usage command or click on the Resource Usage command to expose assignment information 2. Double click on an assignment (assignments are the values in italics) 3. In the Assignment Information dialog box, click on the General, Tracking, or Notes tab to make any changes Important Points: Assignment information makes up task information. For example, if one resource starts an assignment on Monday and finishes on Tuesday, and another resource starts an assignment on the same task on Wednesday and finishes on Thursday, then the task start and finish will be Monday and Thursday respectively. Tips & Tricks: Instead of editing assignment work in the time-phased grid of the Task Usage or Resource Usage view, you can also select a value in the Work contour field, other than Flat.

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51 Slides Steps to Edit Assignments using Task Forms: 1. Click View and check Details 2. Click anywhere on the lower half of the screen, to activate the Task Form 3. Click on the Format tab, and click the Work, Resources & Predecessors, and Resources & Successors, or Cost details to expose resource assignment information in the lower half of the screen 4. Edit information in the Task Form view (lower half of the screen) in the for example the Work or Units column to make changes to the assignments Important Points: The Task Form allow you to assign one or multiple resources, and assign resources full-time or part-time. Tips & Tricks: You can also use the Task Form to change the task mode, task type, or effort driven setting. The Task Form is one of the most frequently used features to assign resources and edit assignments.

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53 Slides Steps to Display Current Resource Allocations and Assignments: 1. In the Resource ribbon, click Team Planner Important Points: The Team Planner view is divided in four quadrants: The upper left corner shows resources and assignments to unscheduled (manual) tasks The upper right corner shows assignments to both manual and auto scheduled tasks The lower left corner shows unassigned and unscheduled tasks (manual) tasks The lower right corner shows both manual and auto scheduled tasks that are not assigned yet The task bars of manual and auto tasks can be differentiated from each other, because the bars have different colors, the same as in the Gantt Chart view (e.g., auto task bars are blue, manual task bars are teal) Tips & Tricks: Use the Team Planner view as a visual way to assign resources and manage workload. You can drag and drop task bars to schedule tasks and to create an assignment, by dropping a task bar on the resource row in the upper half of the screen.

54 The color of the task bars can be edited by using the Format ribbon. Steps to Manage Unassigned Tasks: 1. From the lower half of the Team Planner view, drag and drop the task bar of unassigned tasks to the upper half, and drop it in the Unscheduled Tasks column of a resource, or anywhere in the timescale on the same row of the resource Important Points: When you drop a task bar in the timescale, you apply a task constraint. When you drop an auto task in the Unscheduled Tasks column of a resource, you make it a manual task. Tips & Tricks: Manual tasks are teal and auto tasks are blue. When you rest your mouse cursor on a task bar, pop-up text will display in which you can review the task mode and task constraint. Steps to Resolve Resource Conflicts: 1. Identify resource conflicts where there are two task bars on top of each other along with a red line above and below the overlap 2. Drag and drop one of the task bars side ways until the conflict has been resolved Important Points: When you drop a task bar in the timescale, you apply a task constraint. Tips & Tricks: You can also resolve a resource conflict using a new capability in the Gantt Chart view. Tasks with a red person indicator have an overallocation. Right click on those tasks and click Reschedule to Available Date. Steps to Level Resource Overallocations: 1. Click View and Team Planner 2. Click Format and Prevent Overallocations Important Points: Prevent Overallocations moves tasks so that resources do not become overallocated while in the Team Planner view. Tips & Tricks: You can also use the leveling capabilities that are available on the Resource ribbon. Steps to Substitute Resources:

55 1. Click View and Team Planner 2. Right click on a task bar, click Reassign To, and click on a resource Important Points: The Reassign To feature creates a task constraint when reassigning tasks. Tips & Tricks: Use the Assign Resources command on the Resource ribbon to avoid task constraints.

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