By assigning a work resource to a task, you can track the progress of the resource’s work on the task. If you enter resource pay rates, Project also calculates resource and task costs for you.
Assigning work resources to tasks enables Project’s scheduling engine to calculate with all three variables of the so-called scheduling formula: work, duration, and assignment units.
In fact, when you assign a work resource to a task with a duration greater than zero, Project then calculates the resulting work value following the scheduling formula. The scheduling formula is described in detail later in the chapter, following the hands-on activity.
You might recall from Chapter 5 that the capacity of a resource to work is measured in units -ment of a work resource to a task involves an assign-ment units value, normally expressed as a percentage. Unless you specify otherwise, Project assigns 100 percent of the units for the resource to the task—that is, Project assumes that all the resource’s work time can be allot-ted to the task. If the resource has less than 100 percent maximum units, Project assigns the resource’s Max. Units value.
The scenario: At Lucerne Publishing, you are ready to make the initial resource assignments in the new book launch plan. Because you previously accounted for the pay rates of work resources, you also want to see the initial cost and duration calculations of the plan for later comparison.
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In this exercise, you assign work resources to tasks.
SET UP
Before making any resource assignments, you’ll check the plan’s current duration and cost values for later comparison.
1
On the tab, in the group, click , and then click.
Note the current duration of 41 days and zero cost. After you assign work and cost resources, you’ll check these values again.
2
Click .3
On the tab, in the group, click .The Assign Resources dialog box appears, in which you see the resource names you entered in Chapter 5, plus additional resources.
Except for assigned resources, which always appear at the top of the list, resources are sorted alphabetically in the Assign Resources dialog box.
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IMPORTANT If you are using Project Professional rather than Project Standard, the Assign Resources dialog box and some other dialog boxes you see will contain additional options relating to Project Server. Throughout this book, we won’t use Project Server, so you can ignore these options. For more information about Project Server, see Appendix C.
4
In the columnin the Gantt Chart view, click the name of task 2, .5
In the column in the dialog box, click, and then click .
The name of the assigned resource appears next to the Gantt bar.
The resource assigned to the selected task has a check mark next to its name in the Assign Resources dialog box.
A cost value and check mark appears next to Carole’s name in the Assign Resources dialog box, indicating that you have assigned her to the task. Carole’s name also appears next to the task 2 Gantt bar. Because Carole has a standard cost rate recorded, Project calculates the cost of the assignment (Carole’s standard pay rate times her scheduled amount of work on the task) and displays that value, $420, in the
6
In the column, click the name of task 3, .7
In the column in the dialog box, click Toni Poe,and then click .
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The names of assigned resources appear at the top of the list.
TIP To remove or unassign a resource from a selected task, in the Assign Resources dialog box, click the resource name and then click Remove.
Next you’ll take a closer look at the details of task 3. You’ll use a handy view called the Task Form.
8
On the tab, in the group, select the check box.Project splits the window into two panes. In the upper pane is the Gantt Chart view, and below it is the Task Form view.
`
The names of the view or views displayed appear here.
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If you completed Chapter 5, you might recognize that the Task Form is similar to the Resource Form but shows different details. In this type of split view, the details about the selected item in the upper view (a task, in this case) appear in the lower view. The Task Form displays one of several details. Next you’ll change the displayed details.
9
Click anywhere in the view and then, on the Format tab, in the group, click .The Work details appear.
Now in the Task Form view, you can see the essential scheduling values for this task:
1 week duration, 40 hours of work, and 100% assignment units. Because the Task Form is a handy way to see a task’s duration, units, and work values, leave it displayed for now.
10
Using the dialog box, assign the following resources to tasks. As you do so, note the , , and values in the view.4, Schedule author interviews Jun Cao
5, Design and order marketing material Toby Nixon
TIP If you accidentally assign the wrong resource, you can quickly undo the assignment. On the Quick Access toolbar, click Undo. Or press Ctrl + Z.
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Next you will assign two resources to a single task.
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In the column, click the name of task 8, .12
In the Assign Resources dialog box, select the names of and Toby , and then click .TIP
key, and then select additional names. This technique also works with tasks and other items in lists.
Sharon and Toby are assigned to the task. You can also see their names next to the task 8 Gantt bar.
13
In the Assign Resources dialog box, click .Recall from Chapter 5 that Sharon has a 50% Max. Units value to account for her half-time availability. As a result, Project assigned her at 50% units.
To conclude this exercise, you’ll use a different means of assigning resources.
14
If the column is not already visible, in the Gantt Chart view, drag the vertical divider bar to the right.15
Click in the column for task 9, , andthen click the arrow that appears.
A list of resource names appears.
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Drag this vertical divider bar to see more or less of the table portion of the Gantt Chart view.
16
In the list of resource names, select the check boxes for Jane Dow and , and then press the Enter key.Jane and Zac are assigned to task 9.
17
Click in the column for task 10, , and then clickthe arrow that appears. In the list of resource names that appears, select and then press the Enter key.
Zac is assigned to task 10.
18
Drag the vertical divider bar to the right edge of the Finish column.In this exercise, you assigned resources using the Assign Resources dialog box and the Resource Names column in the Gantt Chart view. In addition, you can assign resources in the Task Form view and on the Resources tab of the Task Information dialog box, among other places. As you use Project, you’ll likely develop your own preference for the way you assign resources.
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