When you begin assigning resources to tasks, as you’ll do in 10, you can create resources as you assign them. Any name you enter in the Resource Name field is automatically added to tile Resource list. This is an option that you can disable if you prefer.
If you enter a resource into the Gantt Chart or other task view, you are warned that this resource is not in the pool and you are given the option to add it.
Disabling this option provides protection against inadvertently adding a variation of a resource’s name that is already in the pool-Pat Summitt, rather than Patricia Summitt, for example.
Entering Additional Cost Information
In addition to costs related directly to resources, you can plan and track a number of other costs associated with a project. Project supports both fixed and variable costs, which can be related to resources, tasks, and even to entire projects.
Creating cost estimates in a vacuum can be difficult, so it may be helpful to review previous projects’ files to which you have access to see how actual costs broke out. In fact, you can even import cost information from other projects and programs into your project.
Earlier in this chapter, we discussed how to enter rates and per-use costs for resources. Hourly costs, overtime costs, and per-use costs of work resources and materials assigned to tasks account for all the variable costs you can track in Project. entering Fixed Costs A fixed cost is a cost that does not change over the life of the project: the cost of a telephone installation, the cost for the movers, work done on a contract basis, or printing ‘costs, for example. You can enter a fixed cost associated with a specific task or summary task in the Fixed Cost column of the Cost Table, shown in Figure 9.16. To display the Cost Table, choose View> Table> Cost. To display additional Cost table fields, such as Fixed Cost Accrual and Total Cost, drag the vertical spUt bar to the right. Select a cell and enter the amount of the fixed cost. In the Fixed Cost Accrual column, indicate how the cost should accrue; at the Start, Prorated (over the course of the. task), or at the End of the task
Understanding Total costs
\’hen you enter a fixed cost, the Total Cost column changes to include the new cost, The Total Cost column represents the total of standard pay, overtime pay, per-use resource . costs, plus fixed costs associated with a task. The rotal Cost is ‘calculated based on the actual work completed on the project, the planned work yet to be command the amount of fixed costs. The formula for Total Cost is Actual Cost + Remaining Cost + Fixed Cost “Tracking Project Progress,” to see how to use Project to analyze cost variance.
Viewing and Printing Resources and Costs
Drag the vertical split bar off to the right to hide the chart in Gantt Chart view before printing. If you want to print the Resource sheet or the Cost table, set up the Project window to display what you want to print. Project operates on a what-you-see-is-what-you-get approach when it comes to prrolJmg. If you want to print the Resource sheet, switch to Resource sheet view before you print. If you want to print the Cost table, switch to the Gantt Chart and open the Cost table. You may want to drag the vertical split bar off to the right to hide the chart and display only the Cost table, as shown in Figure 9.17.
When you have the Project window set up the way you want it, choose File > Print
Preview to see how the document looks. If you are satisfied, click Print on the Print Preview toolbar, If you want to make page setup changes such as changing page orientation and margins, click the Page Setup button on the Print Preview toolbar, or choose File > Page Setup. For more about Page Setup options, “Printing in Project” in S, “Working in Project 2000.”