Microsoft Project – Tutorial 4 Assigning Resources and Costs we will now add resource management information and project cost data to our project a cost is an expenditure made to accomplish a task variable costs are determined by the number of resource units assigned to a task hourly or per use cost for a resource ex. labour cost or material consumable resources (ex. blank CDs) fixed costs are expenses that do not vary according to the length of a task or the number of resources assigned to the task ex. insurance, legal fee or travel expense

Microsoft Project – Tutorial 4 track and manage costs to keep project on budget budget is the amount of money allocated to the project based on cost and time estimates as project progresses, cost and time estimates are updated a resource is a person(s), equipment and materials used to complete a task resource and cost data can be entered in many different views we will use the Resource Sheet view to enter initial resource data

Microsoft Project – Tutorial 4 Using the Resource Sheet view open the LAN-4 file from the tutorials folder in the Tutorial.04 folder save it with your initials as usual click the Resource Sheet view on the View Bar point to the Select All button in the top left of the sheet you can change tables by right-clicking here right click on the next column (indicators) and hide it to reduce clutter enter the in the Excel File called LAN-4Resources in the class folder in the Common Directory

Microsoft Project – Tutorial 4 Grouping Resources you can put your resources in logical groups to keep them organized change from No Group to Resource Group in the drop-down menu near the end of the Standard Toolbar your resources are grouped by type

Microsoft Project – Tutorial 4 Using the Resource Information Dialog Box similar to the Task Information Dialog Box comprehensive collection of all data for a single resource open by double-clicking on a resource double-click on Emily King here you can make changes to availability, schedules and more add Emily King’s address under the General tab

Microsoft Project – Tutorial 4 Using the Resource Information Dialog Box adding Vacation Time click the Change Working Time button and mark three days of vacation for Emily mark from September 12 through as Nonworking time label it Vacation in the Exceptions Tab add Emily’s cel phone number under the Notes tab and click the OK button

Microsoft Project – Tutorial 4 Using the Resource Information Dialog Box adding different Cost rates some Resources will have different costs depending on the situation the General Labour pool from a Temp agency has different costs depending on the level of technical sophistication of the work done open Resource Information for General Labour click Costs and add a second rate table by clicking the B tab add Standard and Overtime Rates of $30 and $45 per hour respectively

Microsoft Project – Tutorial 4 Using the Resource Information Dialog Box changing Resource Availability some resources will not be available all the time open Resource Information for yourself (column 2) during the month of December, you are available only 50% of the time in the General tab, set dates from 12/1/2007 to 1/1/2008 at 50% in the first row of the Resource Availability sheet

Microsoft Project – Tutorial 4 Using the Resource Information Dialog Box increasing cost rates from January 1, 2008, your pay rate will increase click the Costs tab in the second row of Cost Rate Table A, change your rate to $60/hour (for both Standard and Overtime work) with an Effective Date of 1/1/2008 click OK and save your work

Microsoft Project – Tutorial 4 Assigning Resources to Tasks Switch to the Gantt Chart View Then click the Assign Resources button on the Standard toolbar (it looks like two people) Click task 2 (Document Current Environment) Click your name (or my name) on the Assign Resources dialog box and click the Assign button on the Standard toolbar Roll over the column to the left of your name and drag to task 3 (Conduct Needs Analysis) in the Task Entry Table

Microsoft Project – Tutorial 4 Assigning Resources to Tasks select task 6 (Build RFP) use the Control Key to assign Emily King and yourself to the task at the same time you can also apply resource units to a task we have five General Labour units available click task 13 (Install Software) select General Labour from the Assign Resources dialog box type 200 in the Units column and Assign it you have assigned two General Labour units to this task

Microsoft Project – Tutorial 4 Graphing Resources you can also view resources in a graph select all the resources in the Assign Resources dialog box (shift or drag) click Graphs and switch the view to Remaining Availability zoom in and out of the graph

Microsoft Project – Tutorial 4 Assigning a new Cost Rate table remember that we set up two cost rate tables for General Labour as it is a specialized task, we want to assign the higher one to the task Install Software click Task Usage on the View Bar click General Labour assigned to task 13 click the Go to Selected Task button to jump to task 13 double-click General Labour to view the Assignment Information Dialog Box and click the General tab change the Cost Rate table to B

Microsoft Project – Tutorial 4 Assigning Resources using a Split Screen switch to the Gantt View click Task 3 (Conduct needs Analysis) click Window > Split right-click on the lower window and select Resources and Predecessors you can see the Resource Information for this task switch to the Resource Work view select task 7 (Gather Vendor Bids) click in the Resource Name column and select yourself click Okay

Microsoft Project – Tutorial 4 Assigning Resources using a Split Screen click the Next button to move to Task 8 add yourself and Emily King as Resources attached to this task click anywhere on the Gantt Chart View Print Preview click Task Usage on the View Bar Print Preview click Page Setup and the View tab click the checkboxes Print Row Totals… and Print Column Totals to add the totals to your printout save and close your file