Project Tutorial 4

New Perspectives on Microsoft Project 2007: Assigning Resources and Costs

New Perspectives on Microsoft Project 2007: Assigning Resources and Costs

04/08/23 Presentations Created by C. Hester - Microsoft Project 2007

by Bunin

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In this tutorial you will:In this tutorial you will:

Work with resource and cost data.Edit task information based on the

relationship between work, duration, and units.

Create fixed work and fixed duration tasks.

Examine the critical path and slack.

Level over allocations and set resource contours.

Work with resource and cost data.Edit task information based on the

relationship between work, duration, and units.

Create fixed work and fixed duration tasks.

Examine the critical path and slack.

Level over allocations and set resource contours.


by Bunin

304/08/23 3

Case: LAN Project Case: LAN Project

You have created a Project 2007 file that contains the tasks, durations, and dependencies necessary to install the local area network (LAN). To complete the project: Need to hire contractors, purchase

equipment, and commit resources and costs to accomplish the tasks.

Include resource management information and project cost data.

You have created a Project 2007 file that contains the tasks, durations, and dependencies necessary to install the local area network (LAN). To complete the project: Need to hire contractors, purchase

equipment, and commit resources and costs to accomplish the tasks.

Include resource management information and project cost data.


by Bunin

404/08/23 4

Entering Cost and Resource Data

Entering Cost and Resource Data

A significant component to planning and managing your project is accurately controlling and tracking cost and resource data.

A cost is an expenditure made to accomplish a task.It includes both variable and fixed

costs.

A significant component to planning and managing your project is accurately controlling and tracking cost and resource data.

A cost is an expenditure made to accomplish a task.It includes both variable and fixed

costs.


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Variable CostsVariable Costs

Variable costs are determined by the number of resource units assigned to a task as well as the hourly or per use cost for that resource.

Variable costs can be associated with labor costs or material consumable resources.

Variable costs are determined by the number of resource units assigned to a task as well as the hourly or per use cost for that resource.

Variable costs can be associated with labor costs or material consumable resources.


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Fixed CostsFixed Costs

Fixed costs are expenses such as insurance, a legal fee, or a travel expense that are associated with a task but do not vary according to the length of the task or the number of resources assigned to the task.

Fixed costs are expenses such as insurance, a legal fee, or a travel expense that are associated with a task but do not vary according to the length of the task or the number of resources assigned to the task.


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BudgetBudget

After establishing costs, you can track and manage them so that your project stays within the budget.

The budget is the amount of money that you have allocated for the project based on cost and time estimates.

You can update cost and time estimates so they are in better alignment with the actual costs and time allocations of the project.

After establishing costs, you can track and manage them so that your project stays within the budget.

The budget is the amount of money that you have allocated for the project based on cost and time estimates.

You can update cost and time estimates so they are in better alignment with the actual costs and time allocations of the project.


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Resources and Resource Sheet View

Resources and Resource Sheet View

A resource is the person(s), equipment, or materials used to complete a task in a project.

You can enter resource and cost data about a project in many different project views, but for the initial data entry of resources, the Resource Sheet view is commonly used.

A grouping feature is available in the Resource Sheet view so you can get a logical view of your resources based on groups.

A resource is the person(s), equipment, or materials used to complete a task in a project.

You can enter resource and cost data about a project in many different project views, but for the initial data entry of resources, the Resource Sheet view is commonly used.

A grouping feature is available in the Resource Sheet view so you can get a logical view of your resources based on groups.


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Resource Sheet ViewResource Sheet View


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Resource Sheet ViewResource Sheet View


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Using the Resource Information Dialog Box


The Resource Information dialog box is a comprehensive collection of all of the data stored for a single resource.

You can edit resource information to make changes to the e-mail address, notes, resource availability date, and cost rate table fields using the Resource Information dialog box. A cost rate table is a grid of different

hourly and per use costs that can be stored for a single resource.

The Resource Information dialog box is a comprehensive collection of all of the data stored for a single resource.

You can edit resource information to make changes to the e-mail address, notes, resource availability date, and cost rate table fields using the Resource Information dialog box. A cost rate table is a grid of different

hourly and per use costs that can be stored for a single resource.


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Cont’d


Cont’d You can track many fields of

information about each resource. After the resource data has been

entered, you can start assigning resources to specific tasks.

Project 2007 automatically calculates task costs by multiplying task durations by the cost information supplied for each resource.

You can track many fields of information about each resource.

After the resource data has been entered, you can start assigning resources to specific tasks.

Project 2007 automatically calculates task costs by multiplying task durations by the cost information supplied for each resource.


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Resource Information Dialog Box

Resource Information Dialog Box


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ResourcesResources


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Assigning Resources to Tasks

Assigning Resources to Tasks

Project 2007 is designed to give you great flexibility in the way that you enter data.

Many methods are available to assign resources to specific tasks.Use the Assign Resources buttonUse a Split Screen view

Project 2007 is designed to give you great flexibility in the way that you enter data.

Many methods are available to assign resources to specific tasks.Use the Assign Resources buttonUse a Split Screen view


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Assign Resource Dialog BoxAssign Resource Dialog Box


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Using the Graphic Dialog BoxUsing the Graphic Dialog Box


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Using the Resource Work Form

Using the Resource Work Form

Total work for a task is initially calculated as the task duration (converted to hours) multiplied by the number of resources assigned to that task.

Total work is initially calculated based on the initial resource assignment and then recalculated when the task duration changes.

Total work for a task is initially calculated as the task duration (converted to hours) multiplied by the number of resources assigned to that task.

Total work is initially calculated based on the initial resource assignment and then recalculated when the task duration changes.


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Resource Work Form displayedin a Split View

Resource Work Form displayedin a Split View


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Understanding Relationships

Understanding Relationships

By default, work is calculated in hours and follows this formula: Work = Duration * Units (W=D*U)

(where units refers to resources) Or Duration = Work/Units

(to solve for the Duration rather than Work)

Effort-driven scheduling is when the work remains constant and the duration is changed Work (effort) remains constant and determines

(drives) the way that the W=D*U formula will be calculated.

By default, work is calculated in hours and follows this formula: Work = Duration * Units (W=D*U)

(where units refers to resources) Or Duration = Work/Units

(to solve for the Duration rather than Work)

Effort-driven scheduling is when the work remains constant and the duration is changed Work (effort) remains constant and determines

(drives) the way that the W=D*U formula will be calculated.


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Understanding Relationships Cont’d


When a second resource is assigned after the initial resource assignment: The work hours remain constant but are

distributed among the existing and new resources, and the duration is adjusted to reflect the redistribution of hours.

How the relationship between work, duration, and units is balanced is a function of both effort-driven scheduling and the task type.

When a second resource is assigned after the initial resource assignment: The work hours remain constant but are

distributed among the existing and new resources, and the duration is adjusted to reflect the redistribution of hours.

How the relationship between work, duration, and units is balanced is a function of both effort-driven scheduling and the task type.


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Tasks are, by default, effort driven. When effort-driven scheduling is

turned off and a new resource is added to a task with an existing resource assignment, the work (effort) no longer drives the assignment.

A fixed-duration task is when effort-driven scheduling is turned off and a new resource is assigned to a task, the duration of the task remains constant and the work (effort) is increased.

Tasks are, by default, effort driven. When effort-driven scheduling is

turned off and a new resource is added to a task with an existing resource assignment, the work (effort) no longer drives the assignment.

A fixed-duration task is when effort-driven scheduling is turned off and a new resource is assigned to a task, the duration of the task remains constant and the work (effort) is increased.


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Initial Resource AssignmentInitial Resource Assignment


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Work, Duration, and UnitsWork, Duration, and Units


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Task TypesTask Types

Task type is a task field that refers to what will remain constant when additional resources are added to a task.

Task types in Project 2007 are Fixed Units, Fixed Duration, or Fixed Work

By default, the task type is Fixed Units.

Task type is a task field that refers to what will remain constant when additional resources are added to a task.

Task types in Project 2007 are Fixed Units, Fixed Duration, or Fixed Work

By default, the task type is Fixed Units.


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Explanation of Effort-Driven Scheduling

and Task Type Relationships

Explanation of Effort-Driven Scheduling

and Task Type Relationships


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Creating a Fixed Duration Task

Creating a Fixed Duration Task

Some tasks, such as meetings and seminars, should have fixed durations.

Fixed duration means that a task’s work, rather than the duration, changes when a new resource is assigned.

Some tasks, such as meetings and seminars, should have fixed durations.

Fixed duration means that a task’s work, rather than the duration, changes when a new resource is assigned.


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Adding a New Resourcefor a Fixed-Duration TaskAdding a New Resource

for a Fixed-Duration Task


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Resources and Task CostsResources and Task Costs

Project 2007 uses the next available resource ID when you add new resources.

Task costs are calculated by multiplying the work for an assigned resource by its hourly rate plus any cost per use for the task.

The cost associated with a task will be $0 until a resource with completed cost information is assigned to the task.

Project 2007 uses the next available resource ID when you add new resources.

Task costs are calculated by multiplying the work for an assigned resource by its hourly rate plus any cost per use for the task.

The cost associated with a task will be $0 until a resource with completed cost information is assigned to the task.


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Resource Usage ViewResource Usage View

The Resource Usage View shows each resource that has assigned tasks.

Use to filter resources to show a subset of resources that meet certain criteria.

Sorting can identify the most costly resource or develop an alphabetical list.

Grouping quickly shows you how your resources are organized.

The Resource Usage View shows each resource that has assigned tasks.

Use to filter resources to show a subset of resources that meet certain criteria.

Sorting can identify the most costly resource or develop an alphabetical list.

Grouping quickly shows you how your resources are organized.


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Resource Usage ViewResource Usage View


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Leveling OverallocationsLeveling Overallocations

A resource is overallocated if it is assigned more work in a given time period than it has working hours.

Overallocations can also occur when resources are scheduled to do more than 60 minutes of work in a given hour of the day.

Leveling means to correct overallocations. The Resource Schedule Form can be used to

redistribute work when you need to level an overallocation.

Redistributing the work to a new resource is a common way to handle an overallocation.

A resource is overallocated if it is assigned more work in a given time period than it has working hours.

Overallocations can also occur when resources are scheduled to do more than 60 minutes of work in a given hour of the day.

Leveling means to correct overallocations. The Resource Schedule Form can be used to

redistribute work when you need to level an overallocation.

Redistributing the work to a new resource is a common way to handle an overallocation.


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Resource Allocation ViewResource Allocation View


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Changing Work Entries in theResource Allocation View

Changing Work Entries in theResource Allocation View


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Redistributing Work to New Resources

to Eliminate an Overallocation

Redistributing Work to New Resources

to Eliminate an Overallocation


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Using the Leveling ToolUsing the Leveling Tool

The leveling tool levels resources.

The leveling tool only levels work resources, not material resources.

The leveling tool does not adjust task durations, work entries, or resource assignments.

The leveling tool levels overallocations by delaying or splitting tasks.

The leveling tool levels resources.

The leveling tool only levels work resources, not material resources.

The leveling tool does not adjust task durations, work entries, or resource assignments.

The leveling tool levels overallocations by delaying or splitting tasks.


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Resource LevelingResource Leveling


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Leveling the Gantt ChartLeveling the Gantt Chart


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Reviewing Project CostsReviewing Project Costs

When resources are assigned, Project 2007 automatically calculates work costs.

A material cost is a cost associated with a consumable item or items.

A fixed cost is a cost inherent to the task itself.

Both work and material costs are entered in the Resource Sheet.

Work and material costs are considered variable costs.

When resources are assigned, Project 2007 automatically calculates work costs.

A material cost is a cost associated with a consumable item or items.

A fixed cost is a cost inherent to the task itself.

Both work and material costs are entered in the Resource Sheet.

Work and material costs are considered variable costs.


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Project CostsProject Costs


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Project Summary Information

Project Summary Information

Display a project summary task bar.

Review project property to present summary costs and date statistics for the entire project.

Review file properties to view project information.

Display a project summary task bar.

Review project property to present summary costs and date statistics for the entire project.

Review file properties to view project information.


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Options in the Options Dialog Box

Options in the Options Dialog Box


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Critical Path and SlackCritical Path and Slack

The critical path includes tasks that must be completed in order for the overall project to be completed.

Total slack is the amount of time that a task can be delayed without delaying the project’s Finish date.

Free slack is the amount of time that a task can be delayed without delaying any successor tasks.

Apply the Schedule table if critical path is incorrect.

The critical path includes tasks that must be completed in order for the overall project to be completed.

Total slack is the amount of time that a task can be delayed without delaying the project’s Finish date.

Free slack is the amount of time that a task can be delayed without delaying any successor tasks.

Apply the Schedule table if critical path is incorrect.


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Conditions under which a Task becomes CriticalConditions under which a Task becomes Critical


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Shortening the Critical Path

Shortening the Critical Path

Shortening the durations of tasks on the critical path.

Removing unnecessary task date constraints.

Entering negative lag time, which allows tasks with Finish-to-Start relationships to overlap.

Shorten the critical path by manipulating resources.

Assign overtime.

Shortening the durations of tasks on the critical path.

Removing unnecessary task date constraints.

Entering negative lag time, which allows tasks with Finish-to-Start relationships to overlap.

Shorten the critical path by manipulating resources.

Assign overtime.


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Adding Resources to Shorten the Critical Path

Adding Resources to Shorten the Critical Path


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Using ReportsUsing Reports

Project 2007 provides several cost, resource assignment, and workload reports.

The report categories available are: Overview Current Activities Costs Assignments Workload Custom

Project 2007 provides several cost, resource assignment, and workload reports.

The report categories available are: Overview Current Activities Costs Assignments Workload Custom


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Predetermined Cost, Assignment,

and Workload Reports

Predetermined Cost, Assignment,

and Workload Reports


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SummarySummary

Learned how to enter cost and resource data.

Learned how to edit task information based on the relationship between work, duration, and units.

Learned about effort-driven scheduling. Learned how to sort, group and filter

tasks. Learned about using leveling.

Learned how to enter cost and resource data.

Learned how to edit task information based on the relationship between work, duration, and units.

Learned about effort-driven scheduling. Learned how to sort, group and filter

tasks. Learned about using leveling.


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Summary Cont’dSummary Cont’d

Learned how to enter fixed costs. Learned how to use summary

information. Learned more about the critical path

and slack. Learned how to create reports.

Learned how to enter fixed costs. Learned how to use summary

information. Learned more about the critical path

and slack. Learned how to create reports.

Project Tutorial 4

Documents

hester microsoft project

project cost data

resource sheet viewa

lan project

project stays

resource contours

single resource

number of resource units