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PM0015 - Q.1 Describe the process of setting up of a common resource.

Answer:The management of resources is a major feature of MS Project. It is possible to see how each one is being used and determine the times when they are under or over utilised. The system can adjust the project to eliminate over allocation of a resource. We can think of resource data being stored in a database, which is the partner to the task database. The Microsoft Project system merges the data in the two databases to provide the facilities that are available.
When a large pool of resources is built – for example, 200 employees – the best place to enter this
information is in the Resource Sheet. If there are only a few resources working on the project, however, anybody might enter them “on the fly” using the Resource Assignment dialog box.
Reviewing and Navigating the Resource Sheet
The Resource Sheet contains an array of required fields for entering resources. A Resource Sheet is illustrated below:

Figure : Reviewing and Navigating the Resource Sheet

Entering the Resources
There are two separate stages in adding Resources to be managed by the system. They first must be entered in the Resource Sheet to identify them as being available. Secondly the available resources are associated with the respective tasks.
Adding Resources to the Resource Sheet
You add resources to the Resource Sheet in rows. The columns identify the fields. The table below summarizes the information that you can store in the Resource Sheet.

Field Description
Resource Name The name given to a resource. It can be the name of an individual or a type of group.
Initials The abbreviated name for the resource.
Group A resource can be placed in a group, which can be
used by a filter to show only group members, it is also possible to use the group name to view all members of the group together.
Max. Units The percentage (number) of resource units available. This is applicable only if using a type of resource. For example, you might have three technicians, but you can have only one Emma Cheesman.
Std. Rate The standard cost of the resource per hour, week, or month.
Ovt. Cost The overtime cost of the resource per hour, week, or month.
Cost/Use The cost of the resource every time it is used.
Accrue At This field identifies when the cost of the resource is added to the running total of the project. The options are at the "Start", at the "End" or "Prorated" which means updated at the end of each time unit as the resource is used.
Calendar The base calendar to which you assign the resource.
Code You can assign an alphanumeric code to each resource. The Code field can be used to associate an accounting code for use of the resource. This is an additional method of allocating the costs of the project as required and you have to use it for sorting, filtering, and reporting.

To add resources to the Resource Sheet:
• From the View menu, choose Resource Sheet.
• In the Resource Name cell, type the Resource Name.
• Press TAB
• Type the necessary information.
• Repeat steps 3 and 4 until you have entered all the information needed for the resource.
• Press ENTER
• Press HOME
Repeat steps 2 through 7 for each resource.
A resource can be defined under the following headings:-
Max Units:
The next items relate to calculating the cost of the resource. They can be defined by setting a cost level for a specific period or a cost for each time the resource is used.
Std. Rate:
Ovt. Rate:
Accrue At:
Viewing the Resources
Where it is necessary to view all the resources, this is best done in the top part of the screen or a single pane view. Selecting Resource Sheet from the View pull down menu will show a complete list of the resources required by the tasks.

To add resources on the fly:
•On the Standard toolbar, click the Resource Assignment button. •In the Resource Assignment dialog box, select a blank Name cell at the end of the resource list.
•Type the name of the resource.
•Press ENTER

Q.2 Write a short note on MS projects and explain in brief some of the important terminologies used in MS Project.

MS Project is an application which the general MS Office users think to be another common Office application. However, it is very much different from the common Office applications and in some ways, it seems to do things on its own. MS Project is the most narrowly focus of all the Office applications. While the other Microsoft office programs tend to broad and general in their application, MS Project is designed exclusively to manage resource usage and project scheduling. MS Projects help to keep track of the progress of the tasks. It also helps to figure out how much each of the resources is doing on a project.
MS Project is a tool to help you to plan projects, manage and update project information, and communicate the status once the project is under way.
The details of the project tasks and associated resources are entered into the system as a new project. The system will then display the data in such a way that the relationships of the tasks and their time scales can clearly be seen and potential problem areas identified.
Project data can be entered and/or viewed in a number of ways; the three principal formats are charts, forms, and sheets.
Charts can be either Gantt Charts or Network Diagram Charts both of which are a diagrammatic representation of the project data.

You can combine any two single-pane views on the screen to create a combination view. In a combination view, the information in the bottom relates only to the task or resources in the top view. The reason for having combination views is to make the job of entering and analysing information easier.
At the heart of every project management system is a scheduling algorithm. An algorithm is a mathematical or logical equation that solves a complex problem by breaking down the problem into simple steps. When scheduling resources and parameters are entered into it, the scheduling algorithm produces a project schedule that would be impossible for you to produce manually.

Some important terminologies in MS Projects
Actual Usage A measure of the resource expended in completing or partially completing a task.
ALAP Refers to a task that should be started „As Late As Possible‟, using all the free-float time available.
ASAP Used to indicate a task that should be started „As Soon As Possible‟, taking into account the start date of the project and its predecessor tasks.
Baseline The original project plan, including the time schedule and resource and cost allocations. The baseline is used for comparing projected values to actuals, and facilitates the tracking and analysing of a project‟s progress.
Cost Variance A project tracking function recording the difference between the budgeted cost of the work performed and the actual cost. Values below the baseline show an overspend and positive values denote cost savings.
Critical Path The sequence of tasks or activities whose schedules and durations directly affect the date of overall project completion.
Earned Value This is a measure of a project‟s performance, and is calculated by multiplying a task‟s planned cost by the percentage of work completed.
Float (slack) The amount of time by which a non-critical task can be delayed before it affects another task‟s schedule.
Gantt chart A graphical representation of a project schedule showing each task as a bar, the length of which is proportional to its duration. Many project management packages use a spreadsheet section to the left of the Gantt chart to display additional information.
Hammock Task A task whose duration is calculated based on the time span between its predecessor and successor activities.


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