ms project 2013 lesson 5[1]

Copyright © 2012-2014, Simplilearn, All rights reserved.

Microsoft® Project 2013

Lesson 5 Tracking Project Progress

Copyright © 2012-2014, Simplilearn, All rights reserved. 2

Objectives

By the end of this lesson, you will be able to:

● Manage resource allocation

● List the types of resource allocation

● Use resource leveling options to resolve resource conflicts

● Manage resource assignments

● Calculate accrued costs using the Cost Accrual Method


The amount of work assigned to the resource compared to its capacity is called Allocation. Cost, and material resource

assignments are not affected by allocation issues.

Resource Allocation

Features of Resource Allocation:

Balancing workload.

Accomplishing tasks within the timeline.

Identify the capacity of a resource.


Types of Allocation

• Tasks are not planned to utilize the maximum capacity.

• Example: An employee has to work for 8 hours in a day. If the Project Manager

has assigned him work only for 6 hours, the resource is said to be under allocated.

Under allocation

• Tasks are planned to utilize the maximum capacity.


has assigned him work for 8 hours, the resource is said to be fully allocated.

Full Allocation

• Tasks are planned to exceed the maximum capacity.


has assigned him work for 16 hours, the resource is said to be over allocated.

Over Allocation


The Project Manager has to identify the over allocation and under allocation issues of resources, to manage resource

allocation efficiently.

Display Current Resource Allocations and Assignments

Resource allocations can be displayed using

• Resource Sheet

• Resource Usage

• Team Planner


Resource Sheet View

A Resource Sheet provides a quick view of the resource workload. An example of a resource sheet view with an over

allocation issue is shown here.

Overallocated resource


Resource Usage View

Overallocated resource

The Resource Usage view lists all the assignments for each resource in the project. An example of an over allocated

resource is shown here.


Resource Usage View (contd.)

An example of a resource usage view which displays only the over allocated resource is shown here.


Resource Usage View (contd.)

An example of a resource usage view which displays the remaining availability of a resource is shown here.


Team Planner View

Team Planner is most suitable if the Project Manager wants to view resource allocation along with the assignments.

An example of a team planner view which displays an over allocation issue is shown here.

Uses of Team Planner

• Change the assignment information and replace the resources.

• Reassign the task to the same resource on another date.

• Assign the unassigned task to the resources.

• Edit the assignments.


Replace Resources on Tasks

Over allocation issues can be managed by replacing the resource with another resource. This process is explained

through an example below.

Click Assign Resources

Select resource

click Replace

Select new resource click Ok

Resource is replaced


The Resource Leveling feature of Microsoft® Project 2013 helps project managers in delaying the dates of the tasks.

Resources Leveling

Features of Resource Leveling:

Splits bigger task into smaller portions.

No change in the working hours of the resources.

Tasks are not assigned to new resources.

Ensures that resources are only reallocated.

Avoids over allocation.

No change in task dependency.

Used to resolve resource conflicts.


Resource Leveling Options

Microsoft® Project 2013 provides a Project Manager options to level an entire project, few selected tasks, or a single

resource.

Resource Leveling can be done for a specific time period.

The Project Manager can specify if manually scheduled tasks should be included in leveling.

The Project Manager can also specify that Resource Leveling should not change project end dates.


Resource Assignment

Resource Assignment can be done in many ways in Microsoft® Project 2013.

Method 1 : Task Form

Click Task Form Click the dropdown

arrow under resource name

Select the desired resource from the dropdown menu


Resource Assignment (contd.)

Resource can also be assigned using team planner view and resource usage view.

Method 2 : Task Sheet

Click Task Sheet Click the desired cell

under Resource Name column

Select the desired resource from the dropdown menu


Resource Calendar

Resource Calendar is a combination of the base calendar settings and any other exception set for a particular resource.

An example of a resource calendar is shown here.

Features of Resource Calendar

• Exception may be non-working hours or

vacation time.

• Resource calendar can only be assigned to

work resources.

• It is usually assigned to a single resource.

• Calendars can also be applied while leveling

the resources.


Cost Accrual Method

When using a cost resource type, a Project Manager can determine how a particular cost accrues over the lifetime of a

project. The different types of cost accrual method are explained below:

Start

• The cost is accrued right at the start of the project.

• Example: Procuring hardware or software to start the development of the project.

End

• Cost is incurred at the end of the project.

• Example: Fees for hosting a finished software product or sales personnel cost for selling the product.

Prorated

• Cost varies with the progress of the project.

• Example: Any human resources or equipments involved in the development of the project.


Cost Accrual Method (contd.)

The Resource Rate Table determines how the accrued cost is calculated.



The following table represents examples for each cost accrual type in a project.

Accrual Type Resource Name Value Formula Final Cost

Start —

Hardware

Resource

Photoshop

License Standard Rate — $2000

Not applicable

Cost remains the

same throughout

the project

End — Hosting

Resource Travel

Standard Rate — $250

Not applicable

Cost remains the

same at the end

of the project

Prorated —

Work Resource

Consulting

Architect

Standard Rate — $500

Overtime Rate — $750

Rate per use — $100

Cost = (%Work Complete

x Standard Rate) +

(%Overtime Work x

Overtime Rate) + Cost per

Use + Fixed Task Cost

Cost varies based

on the work

done



The following is an example which shows the overview of resource cost represented in the form of pie chart.


Knowledge Check-1

Which of the following refers to people and equipment in an organization?

Select the answer.

a. Cost Resource

b. Work Resource

c. Material Resource

d. Hosting Resource


Knowledge Check-1

Answer: b. Work Resource

Explanation: People and equipment in an organization is known as ‘work resources’.

Which of the following refers to people and equipment in an organization?

a. Cost Resource

b. Work Resource

c. Material Resource

d. Hosting Resource


Knowledge Check-2

Which of the following is best suitable when a resource is said to be utilized more than its maximum capacity?

Select the answer.

a. Allocation

b. Full Allocation

c. Under Allocation

d. Over Allocation


Knowledge Check-2

Answer: d. Over Allocation

Explanation: When the tasks planned exceed the maximum capacity of the resource, the situation is known as

‘over allocation’.

Which of the following is best suitable when a resource is said to be utilized more than its maximum capacity?

a. Allocation

b. Full Allocation

c. Under Allocation

d. Over Allocation


Knowledge Check-3

Which of the following does not indicate the over allocated assignments and the dates when a resource is over allocated?

Select the answer.

a. Resource Sheet

b. Task Sheet

c. Team Planner

d. Resource Usage


Knowledge Check-3

Answer: a. Resource Sheet

Explanation: The ‘Resource Sheet’ provides only a quick view of the resource workload.

Which of the following does not indicate the over allocated assignments and the dates when a resource is over

allocated?

a. Resource Sheet

b. Task Sheet

c. Team Planner

d. Resource Usage


Knowledge Check-4

Which type of Cost Accrue method retains the same cost from the beginning till the end of the project?

Select the answer.

a. Prorated

b. Standard Rate

c. Start

d. Hosting Resource


Knowledge Check-4

Answer: c. Start

Explanation: Under ‘Start Method’ the cost is accrued right at the start of the project. It remains the same till

the end of the project.

Which type of Cost Accrue method retains the same cost from the beginning till the end of the project?

a. Prorated

b. Standard Rate

c. Start

d. Hosting Resource


Knowledge Check-5

Which of the following helps the Project Manager to prevent over allocation by reassigning the task to the same resource on another date?

Select the answer.

a. Resource Sheet

b. Leveling Resources

c. Resource allocation

d. Cost Accrual Method


Knowledge Check-5

Answer: b. Leveling Resources

Explanation: ‘Leveling Resources’ helps the Project Manager to prevent over allocation by reassigning the task

to the same resource on another date.

Which of the following helps the Project Manager to prevent over allocation by reassigning the task to the same

resource on another date?

a. Resource Sheet

b. Leveling Resources

c. Resource allocation

d. Cost Accrual Method


Summary

Let us summarize the topics covered in this lesson:

● The amount of work assigned to a resource compared to the capacity is called

Allocation. The various types are under allocation, full allocation, and over

allocation.

● Resource allocations can be viewed using Resource Sheet, Team Planner, and

Resource Usage. Over allocation issues of resources can be managed by replacing

the resources on task.

● Resource conflicts can be resolved using Resource Leveling feature.


Summary (contd.)

Let us summarize the topics covered in this lesson:

● Resource assignments can be made from Task Form, Task Sheet, Resource Sheet,

Team Planner, and Resource Usage.

● Resource calendar is a calendar which is assigned to work resources.

● Cost accrual method helps in calculating the accrued costs of resources. The three

methods are Start, End, and Prorated.


Thank You

ms project 2013 lesson 5[1]

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