Learn to create generic resources to estimate the number of resources needed with different skill sets.
- [Instructor] In initial planning, you may have rough estimates of workloads for different skill sets. You don't know who is available to do the work yet, so Project's generic resources are perfect for portfolio planning. To create generic resources, we're going to go to the Resource Sheet. On the task tab, click the bottom half of the Gantt chart button, and then on the drop-down menu, choose Resource Sheet. I'm going to create a really simple list for an IT project.
In the first Resource Name cell, I'm going to add the skill set for Project manager. When I press enter, I go to the second resource name cell so I can just start typing in the name of the second resource, which is Analyst. I press enter, and I'm going to add Designer, and press enter again, and finally add Developer. Now I have my four resources, but we're going to make a few changes. First of all, let's add some initials.
For the Project manager, I'll add PM. In the Initials cell for Analyst, it'll be AN. In the Initials cell for Designer, I'll type DS, and finally, DV for the Developer. Now let's take a look at the maximum unit cell. You already know that Project automatically assigns new resources at 100%, meaning that they're dedicated to the project, but for these generic resources, we're going to do something different.
We're going to set the maximum units to 0%. Now, why would we do that? That's because we don't want these generic resources to count toward resource availability. Project uses the max units to determine how much availability there is. We want the availability to come from the actual people who are going to be working on the projects, so we're going to set the generic resources to 0%.
I'm going to type zero in the Project manager's max unit cell, and then I can press enter and type zero in the other cells. Now, keep in mind, by doing this, it means that whenever we assign these resources to tasks, they're automatically going to show up as over-allocated. The good news is, you don't have to pay attention to those over-allocations. Now we want to flag these resources as generic resources.
The easiest way to do that is to head over to the right side of the table and click Add New Column, and we're going to insert the generic field into the table. The value is set to No, and we want to change it to Yes, so in that first cell for the Project manager, I'm going to click the down arrow and choose Yes. I can copy that value to the other cells by pointing at the green box at the bottom-right corner of the cell. When the cursor changes to a plus sign, I can drag over the other cells.
The last thing we're going to do is set the standard rate. I click the standard rate cell for the Project manager. Now, in this example, I'm going to use the value $100 for simplicity, for all of the resources. However, what you would do is use a standard average rate for that particular skill set. So let's type in 100 for the standard rate for the Project manager. Now I'm going to click away from that cell to save the value, but then I can click back, point at that green box, and when I see the cursor is a plus sign, drag over the other fields.
That's how you set up generic resources to help with resource planning.
- Recall how to define custom fields to create a risk score for a project.
- Explain the advantages of using generic resources.
- Recognize the steps to take to determine resource availability for a project.
- Explain how to view a schedule based on project priority.
- Identify the importance of changing a project portfolio’s status from Active to Complete.
- Determine how to create a report that shows active and backlog projects.