Sharing Resources among Projects with MS Project 2010 – Part 2



in my previous post I have explained hot to create and use the Resource pool.  Suppose that you want to open your project file which uses a Resource pool in MS PROJECT 2010. You will get:


My strong advice is: always open the Resource pool file!

Now, both files are opened. The “Project” file:


and the Resource pool:


Notice that Resource pool is opened in Read-Only mode, so you can not change anything in this file.

What will happened if I tried to open the Resource Pool before the “Project” (or Sharer) file? I would get:


I have three options:

  • In most cases you will use the first option. You will “lock” the Resource pool. You can update the assignment information when you work in read-only mode
  • Use this options when you have to change basic resource information (like pay rate, setup fee, etc.)
  • The third option should be used when you want open the Resource pool with (in read-only mode), and all other sharer files

As you already know from my previous post, Mary winter is over allocated. I want to see where, and I want to see that in the Resource pool. So, I will open, the Resource pool in Read-only mode and I will choose the Resource usage view:


You can see that I have two tasks with the same name. It is confusing. But I will ad the new column with the Project Name field:


and I will get:


It is much better now, isn’t it?

Now, suppose that I want to change pay rate for one of my resources. And I want to make this change visible to my sharer Projects.

First way is to open Resource pool in read-write mode, and to change that pay rate:


Now I will save the Resource pool, and I will open my “”Project” or Sharer file:


Another way is to open Resource pool as read-only, and make change in the Sharer file:


Now, I will try to save this “Project” file, and I will get:


If I choose OK, I will save those changes to the Sharer file, and it will save the Resource pool as well!

Or, I can use the Update Resource Pool option and I will get the same result:


Now the last thing. What if I want do disconnect sharer file from the pool? I will open the Resource pool and in Resource pool I will choose:


and I will get:


If I open the Project file now, I will see only local Resources, or assigned Resources from the pool, but as a Local resources:


As you can see, Mary is no longer over allocated!




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)!
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5 Responses to Sharing Resources among Projects with MS Project 2010 – Part 2

  1. Priya says:

    Your Blog on Ms Project Tool is very Good. The examples Quoted and screenshot shared is very simple to understand. Thanks a lot for all your post.

  2. Ragnar Johnsson says:

    First of all – thanks for a great intro to resource sharing. Just what I need, and will be implemented fast!
    When looking at the Resouce Pool View – if a resource is used multiple times within the same project, this project will be listed several times. Is it possible to list only the name of the projects to which the resource is allocated?
    E.g. if Mary Winter in your example was allocated to four different activities in project1 and two activities in project2, in the resource pool view, there would be 6 lines of activities in total under Mary’s name. I only need the two lines showing me the name of the projects she’s allocated to.
    Do you know if this is possible?

  3. van says:

    how can i combine different projects/file into one master file so that i can see if the resources that i have is duplicated? thanks

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