Join Bonnie Biafore for an in-depth discussion in this video Assigning resources to tasks, part of Microsoft Project 2010 Essential Training.
- Your project schedule doesn't come into focus until you assign resources to tasks. How many resources you assign, their work schedule and availability, all affect how long tasks take. Project offers several methods for assigning resources. You can stick to your favorite method, or use the best one for the assignment at hand. The Gantt chart with the entry table is fine for simple assignments. I'm gonna drag the vertical divider over to the right so I can see the Resource Names column.
Now, when you assign resources in the table, one thing you might wanna do is hide the summary tasks because you don't wanna assign resources to those. To do that, go to the Format tab and turn off the Summary Tasks check box. Now you see just your work tasks. I want to assign the project manager to the first task in the list. I click that row's Resource Name cell, click the down arrow, and then turn on the check box for the Relo P.M. and press Enter.
One of the advantages to using the table is, you can drag this value across several cells. If I point to the bottom right corner of that cell, the pointer changes to a plus. Now I can press the mouse button and drag down over a few more tasks and assign the project manager to them. The Assign Resources dialog box is another way you can assign resources. To do that, go to the Resource tab and click Assign Resources. That opens up the Assign Resources dialog box.
You can drag this dialog box and place it wherever you want on the screen. It turns out you can work in this dialog box and other parts of the window at the same time. Another advantage to using this dialog box is, you can filter your resources. For example, if I only wanna see work resources, I can turn on the filter by check box. Then, click the down arrow and choose the filter "Resources - Work." Now the list down in the table only shows work resources.
You can also filter by resources who have enough available time to do the task that you're assigning to. I'm gonna select the Walk through office task. Let's say that I want to assign the project manager and the assistant to this task. I scroll down the list, I find the project manager, click the project manager's name, and then click Assign. That pops the project manager up to the top of the list, turns on a check mark, and shows the units and the cost.
Then I can go back down, click the assistant and also click Assign. Now I have both of the resources assigned to the task. You can also use this dialog box to edit assignments. For example, maybe the assistant only works 50%. Type "50" and press Enter. And that's changed. Or maybe you don't need the assistant at all. Click the Assistant row in the table and then click Remove. Now the assistant drops back down to the list of work resources, and when I go back up to the top, only the project manager is assigned.
When you're done with the Assign Resources dialog box, you can click the Exit the top right to close it. You can also use the Task form to assign tasks. To do that, go to the View tab, and over on the right side, turn on the Details check box. I'm going to click the Select site task. I want to assign resources to this task. Down the Task form, I click the first blank Resource Name cell, click the down arrow, and I'm going to assign the project manager.
I'm gonna leave the Unit cell blank and click Okay. Project take the duration, fills in Units with 100%, and calculates work to be 80 hours. Watch what happens if I change the units to 50%. When I click Okay, the work stays at 80 hours. The duration increases to 20 days. You'll learn more about these editing assignments in other movies. Let's do one last assignment with a material resource.
I'm gonna scroll down and click the Open house. Then, in the Resource Name cell, down in the Task form, I click the down arrow and choose Appetizers. I'm gonna use 30 trays of appetizers, so in the Unit cell, I type "30" and then click Okay. Project fills in the material label of Tray, so I know that that's what the units are. These are a few simple examples of methods for assigning resources to tasks.
- Setting up projects and calendars
- Creating tasks and milestones
- Linking and timing tasks
- Setting up and assigning resources
- Understanding duration, work, and units
- Filtering and grouping items with views
- Adding tasks to a baseline
- Updating progress and costs
- Viewing project status
- Running reports
- Importing and exporting projects