Lesson 2: Create Resources



 ​An important phase in project planning is the management of resources, so it's meaningful to carefully define the available resources. Each task requires for its completion the use of material resources and/or human resources to do the work. Depending on the availability of resources, the initial estimates on the duration of individual tasks and their scheduling in time may necessitate modifications.

Resources can be people, equipment, materials or services that are needed to complete various tasks. Resources are typically people included in your project plan, even if they are not actually assigned to tasks. The amount of resources affects the scope and time of any project.

Project Plan 365 offers support for both types of resources: material and work.

Work resources are the most useful, and should be used to categorize people who will spend time working on tasks. On a small project, this type of resource could refer to each team member by name. On a larger project, this resource could specify different subcontractors. On the other hand, material resources are time independent and should refer to materials that get used up during work, such as lumber, nails, concrete and gasoline.​

Before you begin to assign resources, you can enter all of the resource information for your project at once by creating a resource list. This will save you time when assigning resources to your tasks.

You can add resources to your project in two ways:

  1. Using the Resource Sheet view: you can quickly create a resource list for your project by typing the name of each resource and related information in the Resource Sheet view. You create a resource here by introducing its name and you can also set its type (work - corresponding usually to human resources, or material - corresponding to equipment) and the costs it draws.

   You can also add a new resource in Resource Sheet view by using the Insert option available under Resource menu. By using the Insert option you can enter a new resource before an existing resource in the list of resources displayed in Resource Sheet view. Choosing the Insert command adds a blank row above the selected row, where the newly added resource has the name "<New Resource>" and is of type work.

   Project Plan 365 lets you create a new resource, in Resource Sheet view, by typing the properties (default values in parenthesis):

    - Resource Name: resource names cannot contain brackets ([ ]), commas (,), or semi-colons (;)

    - Type (Work): two available values (Work and Material)

    - Material Label: the units of measure for a material resource

    - Initials: you can put initials for the resource

    - Group: if you are going to have a group of resources (like Purchase, Vendors, Painters etc.) here is the place to put the name of the group

    - Standard Rate: this is Standard fee (money) for the resource. You can put a fee like, for example 100/hour, /day etc. This is true only for Work type resources. If, for example, resource has $50/hour, and it will work 5 days and 8 hours per day, cost for this resource will be 40 hours X $50 = $2.000.

    - Cost/Use: that is also known as a Setup fee. For example, if you have Resource named: John - the plumber, and it has $100/hour as a standard fee, and he is charging his travel to your home $50, no matter how long he is going to drive, then you will put $50 in that field.

    - Code: if you have any specific code for you resource put it here

  2. Directly at resource allocation (the resource created this way is by default of type work):

    a. by typing a new resource name in the Entry table in Gantt chart on Resource Names column; each time a new name is typed, a new resource of type work is created

    b. by using Resource menuAssign Resources dialogue

    c. by using Task Information dialog when double-clicking on a task; check on the Resources tab and give the resource names (the name of the person who is assigned the task) and click OK

You can enter in your project a resource of type material only from Resource Sheet view.

When you add a resource, Project Plan 365 automatically renumbers the resource ID numbers.

To delete a resource, simply select the resource and press Delete key or from the Resource menu click on Delete option. In this way the selected resource/resources (in case of multiple selected resources) will be removed from the project. All the assignments of the deleted resource are removed.

After you delete a resource, Project Plan 365 automatically renumbers the remaining resources.

icon_exercises.png           Practice

   1. Add resources in your plan using Resource Sheet view. To switch from the Gantt Chart, which is your current view, to Resource Sheet view, select Resource Sheet option from the View menu or from the left side menu bar click on Resource Sheet. So far no resource was added into your project, so you will notice there is no resource displayed in Resource Sheet view.​

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2. Enter in Resource Sheet view the required resources in the project. Most of the resources are of type work and 2 resources are of type material. By default a new added resource is of work type.

    To make a resource of material type, click on the cell from the Type column and a drop-down list will appear from where you should choose Material. Also for material resources specify some values in the Material Label column.

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Simply enter resource names in Resource Name column, specify type for material resources and the cells from the rest of columns (Initials, Max. Units, Std. Rate, Cost/Use) will be filled for you with default values. The list with the resources in your project should look like below:
ress sheet.png