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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.
Base
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:-
ID:
Name:
Initials:
Group:
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:
Cost/Use:
Accrue At:
Code:
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

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