Forum Discussion
Using Project as Resource Planner
Is it possible to use MS Project as a Resource Planner/Tracker? If so, how would I set this up in Project? Which views would be best to track this information? I cannot figure out how to format...
- KDash1228
Thanks for the info. The first thing I suggest is change all your tasks to auto-scheduled. Manual scheduling may be useful when setting up a rough draft for a plan but once the plan is in place and you're ready to assign resources, all tasks should be auto-scheduled. Only then can you reap the benefits of Project's scheduling engine.
I see you have tasks that are set up as milestones (i.e. zero duration). Keep in mind that milestones are not tasks at all, they are a point in time normally defining the beginning or end of a group of activities. Milestones should not have resources assigned.
I also note that your task durations are all 5 days yet the resource hours do not add up to what is normally a full workweek (i.e. 40h). If your tasks are supposed to be for a fixed time span then I suggest you set the tasks as Fixed Duration and adjust resource hours as desired to occur anytime during that span.
As far as setting up the Task or Resource Usage views for weekly and yearly resource work loads, set the timescale to show weeks for weekly spread and a separate view with the timescale set to show years for yearly hours. Alternately, you can set the timescale to show weeks and then add the Cumulative Work field in the Details. You'll have to do a little math with the cumulative values see the difference year to year, but it will all be in one view.
Hope this helps.
John
KDash1228,
The term "resource planner/tracker" is a bit subjective, it can mean different things for different users. Generally though, yes, Project should be able to meet your needs.
First of all, what version of Project are you using (e.g. stand alone desktop, Project Online, Project for the Web)?
Is each "project" a separate file or simply different summary groups in a single file? If multiple files, are you using a resource pool?
The "I want to see" items listed are readily available in either the Task Usage or Resource Usage views.
John
The term "resource planner/tracker" is a bit subjective, it can mean different things for different users. Generally though, yes, Project should be able to meet your needs.
First of all, what version of Project are you using (e.g. stand alone desktop, Project Online, Project for the Web)?
Is each "project" a separate file or simply different summary groups in a single file? If multiple files, are you using a resource pool?
The "I want to see" items listed are readily available in either the Task Usage or Resource Usage views.
John
What version of Project are you using -- Desktop Project Standard
Is each "project" a separate file or simply different summary groups in a single file?-- Different summary groups in a single fileAttached are screenshots of 3 different views I think I want to use. But, I am not sure how to properly format the views/tasks to show the number of weekly hours assigned to a task versus total hours assigned throughout the year.
Task Usage
Resource Usage
Task Sheet
- KDash1228
Thanks for the info. The first thing I suggest is change all your tasks to auto-scheduled. Manual scheduling may be useful when setting up a rough draft for a plan but once the plan is in place and you're ready to assign resources, all tasks should be auto-scheduled. Only then can you reap the benefits of Project's scheduling engine.
I see you have tasks that are set up as milestones (i.e. zero duration). Keep in mind that milestones are not tasks at all, they are a point in time normally defining the beginning or end of a group of activities. Milestones should not have resources assigned.
I also note that your task durations are all 5 days yet the resource hours do not add up to what is normally a full workweek (i.e. 40h). If your tasks are supposed to be for a fixed time span then I suggest you set the tasks as Fixed Duration and adjust resource hours as desired to occur anytime during that span.
As far as setting up the Task or Resource Usage views for weekly and yearly resource work loads, set the timescale to show weeks for weekly spread and a separate view with the timescale set to show years for yearly hours. Alternately, you can set the timescale to show weeks and then add the Cumulative Work field in the Details. You'll have to do a little math with the cumulative values see the difference year to year, but it will all be in one view.
Hope this helps.
JohnI also note that your task durations are all 5 days yet the resource hours do not add up to what is normally a full workweek (i.e. 40h). If your tasks are supposed to be for a fixed time span then I suggest you set the tasks as Fixed Duration and adjust resource hours as desired to occur anytime during that span.
Since these are ongoing tasks that the Resource works on throughout the entire year, I changed the start date to 9/1/22 to 8/31/23 since those are the start and end dates of the fiscal year for my company. I am assuming that would be the correct way to set the duration, start, and finish values. Correct?
As far as setting up the Task or Resource Usage views for weekly and yearly resource work loads, set the timescale to show weeks for weekly spread and a separate view with the timescale set to show years for yearly hours.
Alternately, you can set the timescale to show weeks and then add the Cumulative Work field in the Details. You'll have to do a little math with the cumulative values see the difference year to year, but it will all be in one view.Instead of depending on the Columns to display the number of weekly hours per resource, I should use the Timeline to view that information. Correct?
It sounds like the best views for my needs will be the Resource Usage, Task Usage, and Task Sheet. Correct?
Thank You! This has been super helpful.