Review a resources availability graphs

If you find a resource you want to add or replace in a selected project, you can get more information about that resource's availability and workload. This can help you decide if this resource really has the time to work on your project.

In the Build Team page, select the resource name in either box and then click the Availability button. The Availability dialog box appears. There are three different graphs to choose from in the Select Graph box.

With the availability graphs, you can see

• Timephased work assignments by project.

• Timephased work assignments by resource.

• Timephased availability and remaining availability.

• Timephased resource data grouped by project.

Suppose that you have already added an enterprise resource to a project team, and the project manager says he needs five more resources just like her. If the existing resource and enterprise resources have attributes defined for them—such as RBS codes, skill sets, certifications, and so on—you can use the Build Team dialog box to find other resources who have the same attributes. To find more enterprise resources whose defined traits match those of an existing project team resource, follow these steps:

1 In the Build Team page, apply any filters or groups you might need to define matching resources.

2 In the Resources In The Project box, click the name of the resource whose traits you want to match with additional enterprise resources.

3 Click Match.

The list of filtered enterprise resources is searched for resource matches. The resulting list of resources represent resources whose attributes line up with those of your selected resource.

4 If you want to add any of these resources, click their names and then click Add.

Proposing Tentative Resources

As soon as you add enterprise resources to a project's team and assign tasks to those resources, their availability information changes in the enterprise resource pool. This ensures that a single resource is not inadvertently booked full-time to two or three different projects, for example.

However, sometimes you need to build a project and its team as a proposal or estimate. You might want to show actual resources in the project to demonstrate the skill level as well as calculate real costs. However, if the project is just an estimate or model, you probably wouldn't want to tie up the resource's availability in case the project does not actually happen.

In another scenario, you might be working with an approved project and want to run a what-if analysis on the impact of adding certain resources to the project.

For either of these cases, you can soft-book resources on your project by adding them as proposed, rather than committed resources on your team.

By default, all resources are booked as committed. To specify that a resource you're adding is to be booked as a proposed resource on your project team, do the following:

1 In the Build Team page in Project Web Access, apply any filters or groups you might need to find the resources you want.

2 In the Filtered Enterprise Resources box, click the name of the resources you want to add as a proposed resource.

3 Click Add.

Note The booking type, proposed or committed, applies to the resource as a whole on your project. The booking type does not apply to individual assignments within the project.

4 In the Resources In The Project box, in the Booking field for the resource, change Committed to Proposed.

That resource is now considered soft-booked. As you work through your project, you can choose to consider resources' booking type when assigning tasks to resources in your project and when leveling assignments to resolve overallocations.

Tip Consider proposed bookings for your resource filtering

When you're searching for resources who meet certain availability criteria, you can choose whether or not Microsoft Project should consider proposed resource information. In the Build Team page, select or clear the Include Proposed Bookings When Determining Availability And Total Assigned Work.

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Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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