Resource management is a crucial part of project planning in MS Project. In this tutorial, you will learn how to effectively manage the different resources and their utilization. We will discuss how to analyze resource allocation and ensure that there are no staffing shortages. This guide will show you step by step how to implement this effectively.
Key Takeaways
- Resource utilization is documented in hours.
- You can check the workload of a specific resource.
- It is recommended to use the resource table to adjust the data.
- The resource calendars can be configured differently.
Step-by-Step Guide
To master resource management in MS Project, follow these steps:
1. Accessing Resource Management
Start MS Project and open the project for which you want to manage resources. Go to the overview of the resources created for your project. Here, you can see all the resources and analyze their utilization.
2. Analyzing Resource Allocation
Now, take a closer look at resource allocation. Under the "Resources" tab, you can see when each resource is needed and for how much work. For example, the tool may show that a specific person is allocated 3 hours for brainstorming.
3. Checking Resource Workload
Monitoring the workload of resources is crucial. This way, you can determine if a person is overloaded or underutilized. For instance, by selecting the resource "Müller," you can see if he is overloaded if multiple tasks are scheduled simultaneously.
4. Performing Resource Switches
In MS Project, you can switch between individual resources to review their utilization in different project phases. By dragging within the window, you can quickly switch between different resources like "Heinz," "Schulz," and others.
5. Adjusting Resource Data
The resource table offers many customization options. You can change names, adjust resource assignments, and describe the type of resources. You can also enter units such as time in percentage (e.g., 100% or 50%).
6. Setting Resource Costs
You have the option to enter cost rates for your resources. You can specify how much your resources cost per hour. For example, you can indicate that each use of "Metal" incurs €50.
7. Adapting Resource Calendars
It is also beneficial to configure calendars for individual resources. For example, you can specify that "Schulz" works according to a night shift calendar. This can be crucial for correct planning.
8. Examining Resources in Detail
After making adjustments to various resources, you can examine each resource individually. Select the resource and go back to the mask. Here, you can then view more details about the selected resource.
9. Reviewing Changes Made
Before continuing with your project, it is important to review all changes made. Ensure that all resource details are correctly entered and that no overloads exist.
Summary
In this guide, you have learned the essential steps for managing resources in MS Project. You now know how to analyze resource utilization, check workload, set costs, and adjust calendars. With this knowledge, you are well-equipped to efficiently control your project.
Frequently Asked Questions
What is the most important component of resource management in MS Project?The most important component is the continuous monitoring of resource utilization.
How can I check a resource's utilization?You can select the resource and make their deployment visible in different tasks.
Can I adjust a resource's cost rate?Yes, you can change the cost rate in the resource table.
Do I need to set up individual calendars for each resource?Yes, it is advisable if resources work at different times.
