Assigning Resources to Tasks! Some Tips and Tricks!

 

Hi,

Today I will show how can you add and assign a Resource at the same time in MS PROJECT 2010, how can you find a right Resource from a very long list of resource, and finally, how can you pick a resource by their availability

If you are assigning Resource to the Task, and you don’t have that Resource in your Resource sheet, you can do it during assigning. Remember that Let’s say that we have two resources, Ann Smith and John Dow. We are assigning resources to the Read the article Task, and we found out that we need Ann Smith, and John Wayne, and the pair of Glasses, as Material Resources. Firs I will assign Ann Smith:

image

Now In the First blank row I will type John Wayne and press TAB key and I will get:

image

Since I can not fill in this form all necessary details I will double click on John Wayne (or any other field in this row), and I will get:

image

On the General Tab I can fill information shown on the picture above. In the Costs Tab I can fill Standard and Overtime Rate:

image

and finally, on the Notes Tab I can put some notes:

image

Now I will assign John Wayne to the Task, and I will get:

image

For the Glasses, the procedure is the same, and the only difference is that I have to mark it as a Material Resource:

image

 

Now suppose that you have a long list of Resources (hundreds of it). It will be very difficult and complicated to choose the right one, and it will be very easy to make a mistake. Suppose that this is list of your resources:

image

If I need, for example, only Material Resources for my Read the article Task, I will apply the filter:

image

and I will get:

image

As you can see, I get only the Material Resources. That was easy. But, what If I want to choose only Resources from Marketing department. And this is written in the Group field.

I will also apply a filter, but it is not on my list:

image

Whenever you see tree dots (like Group…), you will have to enter the selection criteria. So, after I applied the Group filter I will get:

image

and after that I will get:

image

I’ve got all the Resources fro Marketing department. Do not forget to turn of the filter in your assignment if you want to see all resources, or apply All Resource filter:

image

Now suppose that I have those resource for the project:

image

I will assign Ann Smith with 25%, and John Dow with 75% to the Read the article Task:

image

If I assign them to the Paint the wall Task with their max units (Ann has 50%, and John 100%) they will become over allocated. Now suppose that for the Paint the wall I need a resource who is available 3 days. Of course, I can first apply filter (with, for example, PAINTERS code), and then find resource by their availability. But for this example, let’s say that I want to find out who is available for 3 days from all of my resources:

image

I will put 3d in that field, and I will get:

image

As you already know, only John Wayne is available for 3 days.

 

Until my next post,

 

Best Regards!

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About Nenad Trajkovski

Location: Zagreb, Croatia Occupation: Project Manager Interests: Project Management and MS PROJECT He was born in Zagreb, Croatia at 1963. After completing his college he started working on projects in different business areas (banking, manufacturing, automotive industry, distribution, oil companies, etc.) developing and implementing ERP systems into different companies. He has got a lot of experience working with people in different business processes and also possesses great knowledge in information technologies and financial services. Today he works as a business consultant, adn Project Manager in PERPETUUM MOBILE d.o.o. Zagreb. He is a regular lecturer for Project Management in MS Innovation Center in Varaždin, Logosoft Sarajevo in Bosnia and Herzegovina and SEAVUS GROUP in Skopje Macedonia. He was named the best lecturer of WINDAYS 2008 while his lecture was also voted as the best. In addition, he was in TOP 10 lecturers at the MS SINERGY 2009 and MS VISIA 2009, 2010. Shares first place as the best lecturer of KulenDays 2009 and 2010 and PMI Conference 2009 in Zagreb. He is also a regular lecturer in the MS Community. He is a Certified Accountant and a PMP (Project Manager Professional) and a PMI-RMP (Risk Manager Professional), MCP, MCT, and Microsoft Certified Technical Specialist - Microsoft Project 2010. From 01.01.2012 awarded with MVP (Microsoft Most Valuable Proffesional - Microsoft Project)!
This entry was posted in MICROSOFT PROJECT, Microsoft PRoject 2010, MS PROJECT 2010, PMI, PRoject Management and tagged , , , , . Bookmark the permalink.

16 Responses to Assigning Resources to Tasks! Some Tips and Tricks!

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  4. Roman says:

    Nenad,

    Thank you for all the hard work you’ve put, your guides are very useful!

    I have a challenging task to transition unorganized planning in my company to using ms project professional 2010 with share point site.

    We have generic resources like developers, testers – but they have very specific skills (as in they work on specific products only). Also, this is a multinational corporation, so some resources are in different countries. Due to this, i have a nightmare organizing resource pool because i can’t just put them under generic and also when assigning resources how can i best use the filter. How can I add specific skills to people, so when i replace generic resource with a person, it will be specific. How would you replace generic resource with a person with specific skill-set?

    So for example, we have product testers and that is generic name for resource, but each tester knows specific products so they cannot all test all the products.

    Your input would be greatly valued,

    Roman

    • Nenad Trajkovski says:

      Roman,
      use custom field, for example skill, and filter them by this!
      For example if you have Product testers as generic resource, you could say:
      1. Roman – skill MS PROJECT
      2. Nenad – skill ERP
      etc.

      Or use multiple different Generic Resouces!

      HOpe this helps!

    • Nenad Trajkovski says:

      I wrote a post about that at 03.09.2013 (09/03/2013)

  5. John says:

    Hi Nenad,
    This is great awesome stuff you posted here!
    However I have 1 concern about groups. Lets say I created 3 groups called: Team 1, 2 and 3. Team 1 is composed of 2 workers and 1 supervisor and the same applies to Team 2 and Team 3. But tricky thing is that it is the same Supervisor for the 3 teams.
    Do you think it is ok to have the same Supervisor in the 3 groups I created? I am setting “Max. Units” to 33% in each group (Team 1, 2, and 3) for this Supervisor.
    Is it correct?

    Rgds,
    J

    • Nenad Trajkovski says:

      If workers are different on each team, than I will suggest this:
      1. Team1 200% (two workers)
      2. Team2 200% (two workers)
      3. Team1 200% (two workers)
      4. Supervisor 100%.
      Why? Because it is one supervisor and he can work only 100% per day (at leat I think), and he can not work on two parallel Tasks on the same day!

      If your Scenario is different, let me know.

      Regards,
      Nenad

      • John says:

        Oh good point! I missed that. Indeed I need to have Supervisor alone a resource and he will not be integrated to any group. However when assiging resources I need not to forget to assign him each and every time.
        Does it make sense though to assign him to tasks in parallele with 50%? Because he might go and visit a site on the morning withTeam 1 and leave this team to go and visit another site with Team 2, right?
        Is it correct?

        Rgds,
        J

      • Nenad Trajkovski says:

        Yes, that is correct!

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  8. Hortensia Montaya says:

    You actually make it seem so easy with your presentation but I find this topic to be actually something which I think I would never understand. It seems too complicated and very broad for me. I’m looking forward for your next post, I will try to get the hang of it!

    • Nenad Trajkovski says:

      If you do not understand something, give me a note and I will try to explain it in much more details. Do not hesitate to mail me!

      Regards

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