 Hi everyone in this video. I'm going to show you all about resource management within Microsoft project Today, I'm going to be using the very latest version of Microsoft project Microsoft project 2022 All right, so first thing I'm going to do is explain to you a little bit about resources in Microsoft project I click on the view ribbon. I'm going to go to the resource sheet This is the prominent predominant place where you will come to manage your resources There are three different types. Okay, so we have people Tom Henry I'm a person. Okay, another person here Jason Durell and We're going to give them a standard rate of $60 per hour Okay, now People is the first thing and it's going to be your predominant resource on a project So the people that you have assigned to work on the task within your project. That's where your Costs are going to come from within the project for the most part. It's always manpower in projects, right? The second thing we might have to take into consideration is any fixed cost maybe contractors where they just give us an invoice or maybe Expenses for travel where people put give us a travel Receipt and we want to give them their money back Any kind of fixed costs that we don't want to track on a kind of prorated basis But just a fixed cost that's going to be things like travel software and This is the type cost resource is the second type on this look back three types work material First type is a work resource. That's a prorated cost resource fixed cost third type material So let's say you're building a house. You're gonna need some bricks Let's say you're gonna need some lumber All right By default it's work. We want to switch that to materials. There's three different types prorated fixed and Material What do I do there? There we go material Now the material labels are going to be tracked on a unit by unit basis. So for bricks I actually need to give it a material. I double click here material label. This is only related to materials We're gonna track bricks in pallets Lumber we're gonna track that in square foot Yep in America too long, right? And how much do we charge for a pallet of bricks? Maybe one hundred dollars Where foot of lumber 20 bucks? There we go So if you use two pallets gonna cost you 200 if you use 20 so on and so forth Your work resources are prorated. So we charge it out per hour Your cost resource is gonna be fixed So when we assign the travel cost or the software cost or any other fixed cost that we want to add in here We will specify what that value is going to be at the time of assignment So you can switch out the calendars for your work resources, right? So if they work different hours, they're different rates Over time rates, right? So if you say if they work on the weekends, they get 120 you can do that as well Maybe we'll give them a hundred dollars on the overtime rate Cost per use So every time you use this resource, maybe there's a call-out fee if it's an electrician They charge you 20 bucks an hour plus a hundred dollars every time you use them on a particular task You can do that as well Maybe we'll say Tom Henry charges us $20 call-out fee for gas because gas prices right now in 2022 are pretty high Um We can also set the max units for a particular resource This is the percentage they generally work on the tasks within your project So if you have someone that's a part-time resource say Jason is part-time. He only works four hours a day Monday through Friday, so 50% of his standard calendar and you can create your own calendars, etc All right. Good. Let's move on. So we've got our resources You know the three different types next thing I want to do is show you how to start assigning those resources to the tasks in your project To do that. I'm gonna go back to the Gantt chart view. That was the resource sheet view I was previously in we're going back to the Gantt chart view see resource sheet Gantt chart So there's three different ways to assign the resources to the tasks on your project I have other videos on this as well that gets into more details But you know the quickest and easiest way is to just come in to the resource names column Use the drop-down and you can see all the people here. I'm going to assign Jason and Tom to this one task Boom done. You can see if I expand this out that Jason is only working 50 percent. That's because his max units are 50 percent Whereas Tom's working full-time For real estate, let's do something similar and come in here and we'll just assign Tom. Great Now when you do that you can see I'm now becoming over-allocated because these tasks will be working side by side So if I make Tom Henry's 50% on this task and 50% on the other one, we should be good Let's have a look at how we would do that This brings me to another way of assigning resources the task form This is probably my favorite way because it gives you the most choices and the most options You see we've got Jason and Tom on that one and Tom on that one 50% on this one is working a hundred percent and those tasks overlap We can see that handily on the Gantt chart and we have the infamous red man on the left-hand side saying that these tasks are over-allocated So I'm going to come in here and make Tom 50% this task and on this task 50% also that should deal with the over-allocation. However, it will Significantly impact the duration right it's going to push out the duration of that task Because I'm only working for half time. There was a set number of hours of work within that time. That's pushed that out So there we go, but we're no longer over-allocated and I look at that now. We've gone from 20 to 40 months, but the work will get done and that's a reasonable amount of time now If you wanted to assign a second resource to help with that Maybe Jason can help to bring that time in right? We want to get the duration back What I'm going to do is click effort-driven that locks the work for this task In fact, let's switch this table out to the resources and predecessors. So you right-click in here This is actually the default. I can see how many workouts are on this task 3200 effort driven is checked that won't change When you check the effort driven When you assign a second resource the work remains consistent come in here and add Jason Who also works the 50% when I press okay? Boom the work split. We're now back on track. Ah Jason is also working on this other task 50% So there's some overlap there that we need to deal with As not sure why but they should be working 50-50 on each task Maybe Jason's working on another task as well, but anyway, we will ignore that for now So there we go. That's a little bit about how to assign the resources using the task form There's one other way that I really like And that's to click on an individual task or even two tasks like so using the the shift key Come to the resource ribbon assign resources and in here. I can select one or more resources Right. No, I'm gonna do that. I want Jason and Tom and click assign and those two are now assigned You can see these tasks overlapping. I've got a very limited resource pool So that's why they're over allocated now, but that's fine But that assign resources dialogue the point being is that you can assign multiple resources to multiple tasks at the same time I really like this dialogue as well because it kind of like it doesn't go away when you click in behind it Dates one of the only boxes in windows that you don't have to click out of Before clicking back into it. It's kind of like a widget almost I haven't seen this in any other application in office 365 to be honest with you So, yeah, I can assign resources very quickly and easily using the assign resources clicking around scrolling, etc All right, I think we're good with assigning resources Let's talk about Materials and our fixed costs now cost resources software travel It's a best practice within Microsoft project when you're assigning these fixed costs to assign them at the summary tasks level You should never assign work resources at the summary tasks level only your fixed costs So I'm gonna come in add some software budget to the event planning. All right, so I'm gonna assign it And at this time once it's assigned. I'm gonna give it a $5,000 budget For event planning and that will be throughout this 50 month period a long time, right? Again, I can do the same thing for travel click assign and come in and say maybe four thousand dollars. Good All right, so that's assigned Last thing I want to show you is materials. So let's come down to the construction we need to Correct the walls. There we go. That's gonna need some bricks Let's come into the resource name drop down. Let's come into bricks and Say that we're probably gonna need 50 150 pallets There we go. And you can see soon as I do that. I can now go up an increments six pallets So we've got six pallets If I was to come in here and insert the cost column, I can see those costs going up Was I Reckless there we are six hundred bucks as I have more pallets seven and a half 750 those costs are all coming in and the nice thing about project is once you do resource management like this You can see the cost filtering up and up and up so it goes to the planning phase up to the event planning and Costs at the project summary task level line zero if you don't that in your project You can get it by coming on the format and checking project summary tasks to pull that in You'd name that the name of your project by default. It'll be the name of your project up here I actually changed that for the purposes of this video All right. What's the next thing I want to show you? So once you've assigned people the first thing you want to do is this is a very good plan of my project I've got all my resources sign up coming and leveled them so that we don't have any over allocation. I Have another video that digs intact. I'll put a link at the end of this one if you want to see that but uh, let's go ahead and Baseline our project Set baseline set baseline Okay, I have another video on base lining if you want more information, but right now we've just taken all of our Information in the project and set it saved it to a baseline so we can now start tracking not only the costs But also the baseline costs the baseline is the oops baseline is the I'm terrible multitasker baseline costs. There we go Baseline is a save date at the start of your project before you get it into the project that we say, you know What did we plan to spend or did we plan to work? What was the plan duration? Etc. I like to see the costs here And we'll look at that as we go into our next topic which is tracking project progress You have three different ways to track project progress in Microsoft project You have the percent complete method Actual work and remaining work method and actual work per period. I'm going to drill into those now So the easiest way to track the percent complete of the work in your project I always start the easiest is to come to the task ribbon and click on the task and actually mark the percent complete here There we go. I'm going to say a hundred percent complete That task is now done The costs are now actual costs The only difference is if you look at the baseline and the cost There's no disparity between the two. We just said it's done. We don't know when it started We didn't know if it took longer. If you want extra granularity, I'd recommend the second method Which is actual work and remaining work. Okay to do that We come into the view ribbon and I'm going to actually switch the table to the tracking table This table is really nice It shows you all the different methods here different fields that you can use so you can make it your own The ones I'm going to have is actual start actual finish percent complete. I don't need the physical percent complete It's if you're doing value actual duration remaining duration actual work remaining work I like to just actually track actual work and remaining work the duration is slightly different to that and The actual cost will be something I don't really care about at this point. So my method is actual start actual finish actual work and then remaining work And you can reorder these as well. Let's move that over here This is the way I like to set this up and What I'm going to do you can see this one that we've actually tracked work in here After the fact we can come in and say well it actually took a little bit longer than originally planned That's going to affect the actual work Let me show you how we're going to track the real estate so we can say how much work was actually done Well, you know over time they're going to give you updates Oh, I've done 50 hours work this week or work 40 hours this week. I've done 40. How many's left? Well, I still got 30 31 3160 hours left to go usual. I didn't really get much done. So maybe we're still at 4,000 But the remaining work that pushes out the amount the end date of that task. It gives us a more accurate forecast actual work remaining When your task completes, let's say we get the remaining work You know, I've done an hour done 5,000 hours Boom, the remaining work goes under zero. Maybe I still got 10 left to go though Almost night and I'm saying complete Now when you've done that 10 hours, let's say we've done 5,020 5,200 let's say At that point when there's no more work remaining All right. So the next thing I want to do is show you another method actual work per period This is probably going to be a little bit too far for you when you are Doing this manually, but think of it like this if you're using project online You could have the end users fill out time sheets and those actual hours will come in. Okay But if you really are you know, if you've got a very high level project It's only five to ten tasks and you want to actually track how many hours we've done each day That's important that you can do that Let me show you how we can do that So I'm going to come to the view event and I'm going to go to the Resort the task usage view All right, this looks very complicated. Let me simplify it for you each task That has a resource assigned Like Tom and Jason you'll be able to come in here see information about that task How much work has been is forecasted for that particular task the duration of the task start finish dates On the right hand side, we can see the planned work hours All right, you can actually right click in here and show actual work as well All right So the work is also is all is the best guess that we have of that work that was done whether it's forecasted hours And when someone comes in and actually does the work we'll mark that as actual work So let's take this make this really simple. I'm going to take a new task here city planning I'm going to assign a resource Because I want to do this in here and we click on the assign resources. I'll assign Tom Henry, okay? Boom straight away. We can see based on the start date 321 the work forecasted 321 if we hover over this date here There we oh March 20th, and then obviously the 21st We can come in here and actually mark the real hours worked and you could do this each week for your project Right, she come in and here's your week blocked and they could Friday You can change the calendars if you want people to work Saturdays if they do work a Saturday You can come and put that in let's take a look at that. All right, so this is really granular now You might want it you might not So for Tom, you know Monday said he only worked four hours then on on Julie actually worked nine little bit of overtime there on Wednesday he worked eight hours Thursday eight hours Friday got tired and only worked four Do you see how granular we can be with this? All right, let me show you that again. We go to the following way. We say eight eight eight eight eight boom There we go. So well, that's how we can track actual work per pit That is the most granular way to do that. That's the way to get the most accuracy. All right, so if you can Come zoom back out of here now back to the Gantt chart view We're seeing some really granular data there about Tom Henry All right, thanks very much for watching I hope you found this useful and check back to see my other video here on resource management and another one here on Resource management also two videos that are very popular. I hope you like them. This is a different take on that Thanks for watching