How To Use Resources In Microsoft Project?

Microsoft Project is a powerful project management tool that allows you to plan, track, and manage your projects effectively. One of the key features of Microsoft Project is its resource management capabilities. In this article, we will explore how to use resources in Microsoft Project to optimize your project planning and execution.

Understanding Resources in Microsoft Project

Before we dive into how to use resources in Microsoft Project, let’s first understand what resources are in the context of this tool. In Microsoft Project, resources refer to the people, equipment, and materials that are required to complete a project. These resources can be assigned to specific tasks and their availability and usage can be tracked throughout the project.

Types of Resources in Microsoft Project

There are three types of resources in Microsoft Project: work resources, material resources, and cost resources.

• Work resources refer to the people who will be working on the project. This can include employees, contractors, or freelancers.
• Material resources refer to the physical items that are needed for the project, such as equipment, supplies, or raw materials.
• Cost resources refer to the expenses associated with the project, such as travel costs, training fees, or software licenses.

Adding Resources to Your Project

To add resources to your project, follow these steps:

1. Open your project in Microsoft Project.
2. Click on the Resource Sheet view in the View tab.
3. Click on the Resource Name column and enter the name of the resource.
4. Select the type of resource from the Type column.
5. Enter the maximum units for the resource in the Max Units column.
6. Click on the Cost column and enter the cost per hour for the resource.
7. Repeat these steps for each resource you want to add to your project.

Assigning Resources to Tasks

Once you have added resources to your project, you can assign them to specific tasks. This allows you to track the usage and availability of resources throughout the project.

To assign resources to tasks, follow these steps:

1. Click on the Gantt Chart view in the View tab.
2. Double-click on the task you want to assign a resource to.
3. In the Task Information window, click on the Resources tab.
4. Click on the Assign Resources button.
5. Select the resource you want to assign from the list.
6. Enter the number of units for the resource in the Units column.
7. Click OK to save the changes.

Resource Allocation in Microsoft Project

Resource allocation refers to the process of assigning resources to tasks in a way that optimizes their usage and availability. In Microsoft Project, you can use the Resource Usage view to track the allocation of resources throughout the project.

To view resource allocation in Microsoft Project, follow these steps:

1. Click on the Resource Usage view in the View tab.
2. The Resource Usage view will display a graph showing the allocation of resources over time.
3. You can adjust the time frame of the graph by clicking on the Timescale button in the Format tab.
4. You can also view the allocation of individual resources by selecting them from the Resource Name column.

Resource Leveling in Microsoft Project

Resource leveling is the process of adjusting the schedule of tasks to avoid overloading resources. This is important to ensure that resources are not overworked and that the project stays on track.

To use resource leveling in Microsoft Project, follow these steps:

1. Click on the Resource Sheet view in the View tab.
2. Select the resources you want to level by holding down the Ctrl key and clicking on their names.
3. Click on the Leveling button in the Resource tab.
4. Select Level All to level all the selected resources or Level Selection to level only the selected resources.
5. Microsoft Project will automatically adjust the schedule of tasks to avoid overloading the selected resources.

Tracking Resource Usage and Costs

One of the key benefits of using resources in Microsoft Project is the ability to track their usage and associated costs. This allows you to monitor the progress of your project and make adjustments as needed.

To track resource usage and costs in Microsoft Project, follow these steps:

1. Click on the Resource Usage view in the View tab.
2. The Resource Usage view will display a graph showing the usage of resources over time.
3. You can adjust the time frame of the graph by clicking on the Timescale button in the Format tab.
4. You can also view the usage and costs of individual resources by selecting them from the Resource Name column.

Using Resource Pools in Microsoft Project

A resource pool is a central repository of resources that can be shared across multiple projects. This allows you to manage resources more efficiently and avoid overbooking them.

To use resource pools in Microsoft Project, follow these steps:

1. Create a new project or open an existing one.
2. Click on the Resource Sheet view in the View tab.
3. Click on the Resource Pool button in the Resource tab.
4. Select Share Resources to share resources with other projects or Use Resources to use resources from other projects.
5. Select the projects you want to share or use resources from.
6. Click OK to save the changes.

Best Practices for Using Resources in Microsoft Project

To make the most out of resources in Microsoft Project, here are some best practices to keep in mind:

• Plan ahead: Make sure to add all the resources you will need for your project before assigning them to tasks.
• Be realistic: When assigning resources to tasks, make sure to consider their availability and workload to avoid overloading them.
• Track progress: Regularly track the usage and costs of resources to monitor the progress of your project and make adjustments as needed.
• Use resource pools: If you are managing multiple projects, consider using resource pools to share resources and avoid overbooking them.

Conclusion

Using resources in Microsoft Project is essential for effective project planning and execution. By understanding the different types of resources, assigning them to tasks, and tracking their usage and costs, you can optimize the allocation of resources and ensure the success of your project. Remember to follow best practices and use resource pools to manage resources more efficiently. With these tips, you can make the most out of resources in Microsoft Project and achieve your project goals.