After you determine the types of resources you need and the approximate quantities, you have to consider where or how you will obtain the resources. Answer these questions to determine where and how you will obtain the resources:
• If you are using staff within your organization, will they be assigned to the proj ect as individuals or as a class of workers? In other words, will you have to consider each individual’s work schedule and time commitments, or will you be using a secretarial pool in which all the individuals share a common schedule and work is divided according to availability?
• Will another department or team be handling certain tasks so that you don’t have to delineate specific people in the resource list?
• Will you be contracting with external workers for some of the tasks? If so, will you pay them by the hour or on a flat-fee basis? If you are paying them a flat fee, you may be able to identify them as a material resource because you are not concerned about the amount of work it takes them to complete the assigned tasks,
• Does your organization own the equipment and facilities you need; or do they need to be purchased, rented, or leased?
• How and from where will you obtain other material resources? Will they be delivered or does one of your resources have to go and pick them up? If you’re responsible, you may want to account for the time involved in the pickup and delivery of the materials resources.
TI P Don’t assume that resource pools are used only in large organizations with pools of employees. Small companies that have to closely coordinate staff assigned to a variety of projects often use resource pools to communicate information about staff usage between projects. The rest So this chapter focuses on creating and using a resource list within a project. You can find out more about sharing the resource list created in another project, and creating and accessing a shared resource pool in 15, “Communicating Project Information.”
Entering Resource Information in Project
You can enter work resources into Microsoft Project in several ways: • Add addresses from an email address book in the Assign Resources dialog box.
• Enter resources directly in a table in the Resource Sheet.
• Add detailed address information using the Resource Information dialog box.
• Enter resources on a form, such as the Resources Form.
• Add addresses automatically as you as sign them
Using the Assign Resources Dialog Box
To quickly enter the names and email addresses of people or groups who are in an email address book, follow these steps:
1. Click the Assign Resource button from the Gantt Chart view to open the Assign Resources dialog box.
2. Click the Address button Project will launch Outlook if it is not already running. You may be prompted to select an Outlook profile.
3. Locate and then double-click the address you want to add, or select multiple addresses and click Add. If you add a personal distribution group, all members of the group are added to the resource list.
4. When you finish adding all the resources from the address book, click Close in the Assign Resources dialog box
You can add additional information about each resource and add material resources using the Resource Sheet and the Resource Information dialog box.
Using the Resource Sheet The Resource Sheet is the primary means of entering both work and material resources. As you can see in the Entry view of the Resource Sheet shown in Figure 9.1, you enter a variety of information about resources in the Resource Sheet, including all the fields listed in Table 9.1.
Use the Entry view of the Resource Sheet to:
• Enter resources for a project
• Set up the pay rates and characteristics of resources
• Group related resources so you can track data by groups
To enter resources using the Resource Sheet or to enter additional information on existing resources, follow these steps:
1. Click View > Resource Sheet, or choose Resource Sheet from the view bar.
2. Choose View > Table > Entry to make sure that the Entry form is displayed.
3. In the Resource same field, type a resource name 4. Press Tab to move to the next field.
5. Complete entry in the fields using the field descriptions found in Table 9.1.
To display a column that is not currently displayed, follow these steps,
1. Select the column to the right of where you want the new column to the inserted.
2. Right-dick the selected column and choose Insert Column.
3. Select the column you want to display from the Field Name List in the Column % Definition dialog box.
4. Enter the display name you want to use for the field in the Title field.
5. Set the alignment for the title in the field by choosing among Center, Right, or Left from the Align Title field.
6. Set the alignment for the data in the field by choosing among Center, Right, or Left from the Align Data field.
7. Adjust the field width by clicking the spin box arrows on the Width field.
8. Click the Best Fit button if you want Project to determine the best field width, based on the data in the field.
9. Click OK to insert the field. For more about creating and customizing views, refer to “Using Views to Evaluate Data.”
Using the Resource Information Dialog Box
You can enter additional information about reach resource by opening the Resource Information dialog box, shown in Figure 9.2. The dialog box consists of four tabs, described in Table 9.2, in which you can list more detailed data and include exception data, such as availability, about a resource.
To open the Resource Information dialog box, double-click any resource, or select a resource in any resource view and click the Resource Information button on the Standard toolbar.
Reviewing and Entering General Information about a Resource
The data in the Resource Name, Initials, Group, Resource Type, and Code fields and the materials Label field for material resources are all entered from the Entry view of the Resource Sheet. You can make any desired changes to the data on the Resource Sheet or in the Resource Information dialog box. If you originally selected the resource from an Address book using the Assignment dialog box (see “Using the Assign Resources Dialog Box,” earlier in this chapter), the resource’s email address also appears. here
About Email Addresses in Project
Even if you don’t enter a resource by selecting it from an Address Book. Project still recognizes any name that appears in your Outlook/Exchange server Address lists. Project – does not automatically enter the email address for you, but it will access Outlook contact information if you dick the More Details button on the Resource Information dialog box, and it will appropriately address an email message to the resource if you use the Workgroup features. After you have sent a message to a resource using the Workgroup features.
Project then adds the email address to the resource information. Defining Workgroup Type The Workgroup field on the General page of the Resource Information dialog box defines how you intend to communicate with the resources in the project. You have four choices to select from:
Default refers to the default setting that governs the entire project.
Tone means that this resource will not be involved in workgroup messaging. Email uses the default email system to send and receive workgroup messages. For more about using the email system, refer to Chapter IS, “Communication. ng Project Information.”
Web uses Microsoft Project Central, Project 2000’s new Web-based communication system. Project 2000 must be set up by a system administrator and has a number of other software and system requirements. 16,
“Team Project Management with Project Central 2000,” , “Installing and administering Project Central 2000,'” describe the process for installing and using Project Central. Project automatically assigns the default workgroup type to every resource. Unless you or your system administrator have changed the default workgroup type, it is probably set to the Email option. To review or change the default workgroup setting:
1. Choose Tools> Options.
2. Click the Workgroup taD.
3. Select Email, None, or Web from the Default workgroup Messages drop-down list.
Click the Set as Default button to establish this option as the new default. S. If you choose Web, enter the URLfor the Microsoft Project Central server in the Microsoft Project Central Server URL field and then enter additional preferences for working with Project Central 6. Click the Set as Default button on the bottom right to establish the Project Central preferences as the default.
1. Click OK to close the dialog box and save the changes. Entering a Windows User Account Project Central user accounts can be created from existing Windows NT accounts or as separate Project Central accounts, validated by Project Central. If you are using Microsoft Project Central as the primary workgroup communication method and the resource has an account on your NT network, you can enter the resource’s Window NT account name in the Windows Account field. If you need more information about this setting, see your Project Central administrator or Windows NT Network administrator.