Creating a Resource List

Note |f you intend to upload this project into Project Server, you may want to assign resources from the Enterprise Resource pool, a company-wide group of resources. See Chapter 19 for details on assigning resources from the Enterprise Resource pool.

Project gives you the option of creating resources one at a time, as you think of them, or entering all (or most) resources by using the Entry table of the Resource Sheet. To display the Resource Sheet, shown in Figure 5-1, click the Resource Sheet button on the View bar or choose ViewOResource Sheet. By default, Project displays the Entry table of the Resource Sheet.

Note You can switch tables by choosing ViewoTable and then selecting from the submenu that appears. Each table contains columns that are pertinent to its name. For example, the Cost table shows columns that pertain to a resource's cost.

Tip To add resources to your projects that exist elsewhere (such as your company address book or in Microsoft Project Server), click the first link on the Resource page of the Project Guide.

If you use the Resource Sheet to define most of the resources for your project, the process of assigning resources goes much faster because you don't have to stop to create the resource first. Also, using the Resource Sheet is a safe way to define resources; the visual presentation helps you avoid accidentally creating the same resource twice. For example, if you define Vickey and Vicki, Project sees two resources, even though you may have simply misspelled the name the second time.

You can enter the basics for the resource by filling in the Resource Sheet; simply press Tab to move from field to field (cell to cell). The Resource Sheet shown in Figure 5-1 does not show all the fields described in this section. Scroll to the right to see the rest of the Entry table of the Resource Sheet.

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Suild your project's team and assign people to tasks by clicking an item below. Clicking an item displays tools and instructions for completing that step.

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Figure 5-1: The Resource Sheet displays a list of the resources that are available to your project.

Tip You can customize the Resource Sheet to show many additional fields that you may want to set up for each resource. For example, if you need to manually enter e-mail addresses for each resource, you can add the E-mail Address column to the Resource Sheet.

Cross-Reference

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See Chapter 7 to find out how to insert a column in a table.

As part of the Project Guide, you can have Project walk you through the process of creating resources. The Resources page of the Project Guide, visible in Figure 5-1, appears when you display the Resource Sheet view or when you click the Resources button on the Project Guide toolbar. Click a link to walk through the associated steps.

A field is a cell in a table into which you type appropriate information. All table and form views contain fields. Each field on the Resource Sheet serves a specific purpose, as follows:

♦ Indicators: Although you can't type in the Indicators field, icons appear here from time to time. Some of the icons appear as Project's response to an action that you've taken. For example, you may see an indicator for an overallocated resource. In other cases, the indicator appears because you entered a note about the resource. See the section "Adding notes to a resource," later in this chapter, for more information.

Tip If you rest your mouse over an indicator. Project displays the information that is

% associated with the icon.

♦ Resource Name: Type the name of the resource. For a person, you can type the person's name or you can type a job description, such as Product Analyst 1 or Product Analyst 2.

♦ Type: Use this column to specify whether you're defining a human or material resource. Project refers to human resources as Work.

♦ Material Label: For material resources, specify the unit of measure. You can set up any label that you want. For example, you can use minutes for long distance, feet for lumber, or miles for gasoline.

♦ Initials: Type initials for the resource, or accept the default that Project provides, which is the first letter of the resource name. This designation appears on any view to which you add the Initials field. Typically, a resource's name appears, but you can customize the view to display initials if you prefer.

♦ Group: Assign resources to groups if they share some common characteristic, such as job function. Then you can use this field as a filtering or sorting mechanism and display information about the group (a particular job function) as opposed to a specific resource. Just type a name to create a group.

Be sure to spell the group name the same way each time if you want to filter or sort by group.

Max. Units: Project expresses the amount of the work resource that you have available for assignment as a percentage. For example, 100 percent equals one unit, or the equivalent of one full-time resource; 50 percent equals one-half of a unit, or one-half of a full-time resource's time; and 200 percent equals two full-time resources.

♦ Std. Rate: The standard rate is the rate that you charge for regular work for a resource. Project calculates the default rate in hours. However, you can charge a resource's work in other time increments. (For work resources, you can use minutes, days, weeks, or years. For material resources, think of the charge as per unit based on the Material Label.) To specify a time increment other than hours, type a forward slash and then the first letter of the word representing the time increment. For example, to charge a resource's use in days, type /d after the rate that you specify.

♦ Ovt. Rate: The overtime rate is the rate that you charge for overtime work for a work resource. Again, Project calculates the default rate in hours, but you can change the default unit the same way that you changed it for the standard rate.

♦ Cost/Use: In the Cost/Use column (read as cost per use), supply a rate for costs that are charged for each use of the resource. Resource costs may be based on the Standard rate (which is calculated by multiplying the number of hours times the cost per hour), the Cost/Use rate (a fixed fee for use of the resource), or a combination of the two. Project uses a combination of the Cost/Use field and the Std. Rate field when calculating the cost of a task. If you rent a piece of equipment that costs you $25/hour plus a setup charge of $100, you would assign a Std. Rate of $25/hour and a Cost/Use of $100.

♦ Accrue At: This field specifies how and when Microsoft Project charges resource costs to a task at the standard or overtime rates. The default option is Prorated, but you also can select Start or End. The three are described as follows:

• If you select Start and assign that resource to a task, Project calculates the cost for a task as soon as the task begins.

• If you select End and assign that resource to a task, Project calculates the cost for the task when the task is completed.

• If you select Prorated and assign that resource to a task, Project accrues the cost of the task as you complete scheduled work.

Tip If you set the cost-per-use rate for a resource and assign that resource to a task.

Project will use the Accrue At field to determine if the cost is applied at the begin* ning or end of the task. If you set the Accrue At field to Start or Prorated, Project charges the cost at the beginning of the task. If you set the Accrue At field to End, Project charges the cost at the end of the task.

♦ Base Calendar: Base calendar identifies the calendar that Project should use when scheduling the resource. The calendar identifies working and nonwork-ing time. Project assumes that each resource uses the Standard calendar, but as you read later in this chapter, you can create calendars for resource groups (perhaps to handle shift work) or you can modify an individual resource's calendar to reflect vacation or other unavailable time (such as jury duty).

♦ Code: You can use this field as a catchall field to assign any information that you want to a resource, using an abbreviation of some sort. For example, suppose that your company uses cost-center codes. You may want to supply the cost-center code for the resource in the Code field. You can sort and filter information by the abbreviations that you supply in the Code field.

Note After you create a resource. Project displays the resource's ID number on the left edge of the Resource Sheet, to the left of the Indicator column.

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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Responses

  • verdiana
    How to create a resource list?
    4 months ago
  • rhoda
    How to add a list of resources in project?
    22 days ago

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