Resource Management

What would happen if we did over allocate a resource? Let us deliberately add a conflict to our schedule to see what would happen. We will do this by adding a second envisionment meeting and hold it on the same day as we are reviewing the first envisionment meeting. Select goal 9 and insert a new row (insert | New Task) and then enter the following into the schedule:

Goal Name

Duration

Start

Finish

Predecessors

Envisionment

Meeting

7h

01/17/02

01/17/02

8

When I was using Project 98, it wouldn't allow me to enter the finish date as Thursday, January 17th 2002, so we must make Project 98 let us do it. To do this, double click on the goal and bring up the task information window.

Click on the Advanced tab and make sure that everything looks the same as the above. When you click on OK, you may see this window pop up:

Planning Wizard

You set a Finish No Later Than constraint on the task 'Second Envisionrment Meeting'. This could result in a scheduling conflict either now or later because this task has at least one other task linked to it.

You can:

-- Cancel. No constraint will be set on 'Second Envisionrment

Meeting'.

P Continue, but avoid the conflict by using a Finish No Earlier Than constraint instead.

(* ¬°Continue, A Finish No Later Than constrain Cancel

Help

I- Don't tell rme about this again.

Click on the third option and press OK. This window may then pop up:

Click on Continue and press OK. The schedule should then look something like this:

However, we have not yet told Project 98 where we are holding these meetings, so let's add a new resource, the meeting room. Select View | Resource Sheet and add Meeting Room to the list: it should look something like this:

Now we need to tell Project 98 that the First Envisionment Meeting will take place in the meeting room. Click View and go back to Gantt view. Double click on goal 7 to bring up the task information window. We will be using the whole room, so enter the units as 100%. Task information should look as follows:

Repeat this for goal 8 and goal 9; the schedule should look like this:

Notice how the resource name appears on the right hand side of each goal in the schedule. As we are fully utilizing the resource, there is no percentage mark beside it.

Now that we have entered this information into our schedule, we would like to look it over and make sure we have used our resources correctly. Go to the menu, select View, and then select Resource Graph. Put the cursor over the time scale and right mouse click. Select Timescale from the dropdown menu. Make sure the major scale is in weeks and the minor is in days. Scroll over to January 17 and make sure that you select Meeting Room on the left hand side of the screen. You should see the following:

We can see that we have overscheduled our Meeting Room for Thursday, January 17.

Although I had to deliberately insert a conflict of resources into the schedule, you can see that the resource graph tool can be a very powerful aid in helping you manage your project. As you begin to include all of the resources relating to your project, there is an awful lot of room for errors in resource allocation. The resource graph tool can help you keep a check on these, especially when you may not realize that conflicts occur.

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