ms project assign resource hours

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February 13, 2024

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MS Project - Task assignment per hours / duration of tasks

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  • Split your screen using the Details choice in the Split group on the View tab.  This will show the Task Form in the lower pane. 
  • Select the task in the Gantt chart, click the drop down in the Task Form underneath Resource Names.
  • Select the resource.
  • Enter the Work.

ms project assign resource hours

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Exploring Resource Management and Task Assignment in Microsoft Project

In a recent webinar , we delved into the various aspects of resource management and task assignment in Microsoft Project . This article aims to provide a concise summary of the key points discussed during the session. We will explore how to effectively use different views, such as the Gantt chart, and leverage the resource tab to quickly manage, assign, and replace resources. Let’s dive into the details.

Using Views and the Ribbon:

Microsoft Project offers different views tailored to specific functions, such as tasks and resources. When working with tasks, the task ribbon provides a range of helpful tools, while the resource tab becomes essential when dealing with resource-related activities. The ribbon was organized based on functional areas to enhance usability, streamlining access to relevant features. Previously absent in Microsoft Project, the ribbon was added later, providing users with easier navigation and improved functionality.

Within the resource tab, the resource assignment dialog box is a powerful tool for managing and assigning resources. By selecting one or more tasks, users can quickly assign resources or replace them. To aid decision-making, tooltips provide information about resource availability, such as whether they are currently working, or their status in an enterprise environment or Active Directory.

Replacing Resources and Handling Actuals:

When replacing a resource, Microsoft Project ensures that actual work remains unaffected. Instead, it focuses on finding remaining work associated with the tasks and swapping out the resources accordingly. This feature is particularly useful for efficiently managing resources in complex projects.

An initial approach to assigning resources might involve a global find or simply using the resource column. Clicking the drop-down arrow gives you a selection of resources to assign. However, this method assigns the resources wholesale, which might not always be ideal. For example, when assigning a resource to a 40-hour or 40-day task where you’re only anticipating 10 hours of work, checking off resources from a list won’t suffice.

In these situations, it’s advisable to use Microsoft Project’s advanced features and views to delve deeper into resource assignment. The ‘Ribbon’ and ‘ Timeline View ‘ are particularly useful in this context. By collapsing the timeline view, you reveal the task entry form. This is one of the software’s most potent views, aptly termed ‘Task Entry View’.

In the Microsoft Project interface, the ‘Task Entry View’ is located within the ‘View’ tab on the ‘Ribbon’.

View Tab in Ms Project

  • Click on the ‘View’ tab in the ‘Ribbon’, which is the strip of tools located at the top of your Microsoft Project workspace.
  • Under the ‘Split View’ group on the ‘View’ tab, check the ‘Details’ checkbox. This will split your screen, showing the Gantt chart on the top and another view at the bottom.
  • If ‘Task Entry’ isn’t the default view that shows up at the bottom, you can choose it by clicking on the ‘Details’ dropdown list in the ‘Split View’ group and selecting ‘Task Form’. Note that ‘Task Entry’ and ‘Task Form’ are used interchangeably in different versions of Microsoft Project.

This dual-pane view lets you modify resource assignments with granular control.

Task Form View in Ms Project

For example, if you assigned a resource, Andre, to work 40 hours, but later realized you only need him for 16 hours, you can simply adjust this in the task entry view. Clicking ‘OK’ here triggers an automatic adjustment in your schedule, guided by your pre-set parameters – be they fixed work, fixed units, or fixed durations.

Setting tasks as’ fixed duration’ is advantageous if you want to avoid your Gantt chart or schedule constantly shifting. This keeps the start and finish days immovably locked, even if work hours need adjusting. Understanding how the scheduling engine works allows you to effectively manage resources and assignments.

The initial goal is to get individuals assigned to tasks. This might involve an iterative process of identifying who will do the work, meeting with them to determine effort levels, and comprehending the difference between elapsed duration and the number of work hours. Microsoft Project’s multiple views help in tailoring these assignments.

One can even adjust the level of assignment percentage. When diving into the work management or schedule itself, users might be inputting actual, remaining, or overtime work hours. Remember, overtime doesn’t trigger overallocation and might carry different associated costs. It provides the flexibility to allocate hours beyond the standard work day or week without triggering overallocation.

Microsoft Project’s views facilitate the management of these task details, offering a comprehensive platform to access, modify, and update project information effectively. It’s an invaluable tool for fine-tuning your project’s assignments and schedules.

Managing Your Resources in the Cloud

The location and method of managing your resources can greatly impact the efficiency of your project. You have a few options depending on the scale of your project and the software environment you’re working in, whether it’s a standalone desktop version or an enterprise online environment.

For those using the standalone desktop version or handling multiple projects concurrently, the necessity of an overview of work across various project schedules into one resource assignment becomes apparent. This is where you start contemplating resource management on a broader scope.

Before the advent of an enterprise environment or a global resource pool , all this was handled in the desktop version. So, let’s consider where and how to source your resources in this context.

Microsoft Project Online offers a solution. Included with your license, it allows you to input or create your resource information directly within the online platform. You can access this via the ‘Resource’ tab on the ‘Ribbon’. From there, you can draw resources from an enterprise environment.

This enterprise environment is enabled by your Office 365 administrator via Microsoft Project Online. While the primary intention of this environment is to save and publish your schedules, it also provides a place to add all your resources. You can fill out their information just as you would in a resource sheet. Now, when your projects require resources, they can pull them directly from this online repository.

ms project assign resource hours

This feature provides flexibility in resource storage, allowing you to choose between cloud storage or local storage. Therefore, you have the options to suit the specific needs of your project or organizational structure.

Managing Resources Locally

The option of storing resources directly in the project file is another method of resource management. It has certain benefits such as allowing every team member to have their unique resources, which they can adjust and modify as needed, thereby customizing them according to the project’s needs. However, it is crucial to remember that resources stored this way are confined to that specific file.

To illustrate this process, consider a project schedule titled “needing resources”. This schedule is a copy of another file you’ve previously worked on and presently, it doesn’t have any resources assigned. The resource sheet view would, therefore, display no resources.

For cases where you need to add resources without interacting with an enterprise environment, creating a local file proves handy . This file can be stored on a shared folder or OneDrive, or any other location that can be easily accessed. The technique has been frequently used, sometimes with a local file share, and other times, by creating what we call a local resource pool. To do this :

  • Access the Resource Sheet: Navigate to the “View” tab on the ribbon, and select “Resource Sheet”. This displays the resource management view.
  • Enable Local Resource Pool: In the resource management view, find the “Resource Pool” button in the “Resources” group on the “Resource” tab. Click on the arrow next to the button to open a dropdown menu.
  • Share Resources: In the dropdown menu, select “Share Resources”, and then choose “Share Resources…” from the submenu. This action prompts the “Share Resources” dialog box to appear.
  • Select Resource Pool Option: In the “Share Resources” dialog box, select the option “Use resources”, then choose the file which will serve as your resource pool, and click “OK”. Microsoft Project will then start using the chosen file as a resource pool where you can manage your resource information.
  • Specify Local Resource Pool Location: A dialog box will appear, prompting you to choose a location to save your resource pool file. A shared folder or a location on your local computer are good options, but saving the file on cloud storage services like OneDrive can make it easily accessible to the team. Specify your preferred location and give your resource pool file a name, then click “Save.”
  • Add Resources to the Local Resource Pool: Once the local resource pool is set up, you can start adding resources. Go back to the resource management view, click on the cell below the last existing resource, and enter the resource names and other relevant information.
  • Assign Local Resources to Tasks: After adding resources to the local resource pool, they can be assigned to tasks in your project file. Go to the task view, select the task to which you want to assign a resource, and in the “Resource Names” column, click on the cell to start typing the name of the resource from your local resource pool. As you type, Microsoft Project will suggest matching resources, allowing you to select the appropriate one.

In conclusion, effective resource management and task assignment are key to the successful execution of any project, and Microsoft Project provides robust and comprehensive tools to achieve this. The variety of views and features offered by the software allows for an efficient and fine-tuned approach to project management, accommodating both local and cloud-based resource storage and allocation.

Effective Project Management: Utilizing Baselines and Microsoft Project Views for Comprehensive Progress Tracking

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ms project assign resource hours

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Use team resources in Project Online

Team resources are the human assets assigned to a project and they are responsible for completing specific tasks. The resource manager first adds everyone in the organization who’s available for project work to the Project Online Resource Center. Project managers then build their project teams by choosing from this resource pool. With the project team in place, the project manager assigns resources to tasks. Team resources complete their tasks, and can use Project Online to submit timesheets and progress updates.

In this topic

Add team resources as project online users, set up resources in the project online resource center, build a project team, assign resources to tasks, set up time and progress reporting for team resources.

Most team resources need access to Project Online (along with a license) to see their assigned tasks, submit timesheets, and enter progress. Therefore, the first step required to set up team resources is to add them as Project Online users. You can add internal permanent employees as well as external contractors or temporary staff.

Tip:  The following procedure describes how to add users to Project Online one at a time. If your organization uses Active Directory or Exchange, you might be able to automatically import most or all of your users, along with their contact information. Talk with your Project Online administrator for details.

Go to the Microsoft 365 admin center. If Project Online or any of your Microsoft 365 apps are open in your browser, choose the app launcher in the upper-left corner of the page, and then choose Admin . If you want to open the admin center in a separate tab in your browser, hold down Ctrl and choose Admin .

Tip:  If Project Online or another Microsoft 365 app is not open, in your browser’s address bar, type http://portal.office.com and press Enter. After you sign in, the Microsoft 365 for the web Home page opens and the app launcher is available in the upper-left corner.

In the left pane, choose Users , and then choose Active Users .

On the Active Users page, choose Add a user .

Complete the fields in the New User dialog box, including name, contact information, account password information, Project Online role, and Project Online license information. Choose Save .

In the User was added dialog box, make sure that the Send password in email check box is selected. Enter the email address(es) in the text box, and then choose Send email and close . If you’d rather not send the password in email, clear the check box and choose Close .

Tip:  If you choose to send the password email, the new user receives an email from the Microsoft Online Services Team with a subject of “New or modified user account information.” Or, you can have the password email sent to you to then give to the new user.

Repeat this process for all users you want to add to Project Online.

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When the users have been added, return to Project Online and identify them as resources in the organization’s project resource pool. Identifying them as resources enables them to be added to project teams and have tasks assigned to them.

Tip:  If your organization uses Active Directory, you can automatically identify your users as resources through Active Directory synchronization. For more information, see Configure the Resource Center . Without Active Directory synchronization, however, you need to set up your resources one at a time.

Choose the app launcher in the upper-left corner of the page, and then choose Project .

In Project Online, on the Quick Launch, choose Resources .

On the Resources tab, choose New .

In the Identification Information section, select the Associate resource with a user account check box.

In the User Authentication section, in the User logon account box, type the user’s name or email address as you entered it in the admin center.

Enter any other information you have about the resource. Choose Save . The resource is added to the Resource Center.

Repeat this process for all users you want to identify as resources.

You might not have all the information about a resource to start with, but you can always return and add or refine information later. Of particular importance for team resources and their project managers is information about skill sets, availability, cost, department, and job codes. Use this procedure to edit a resource that’s already listed in the Resource Center.

In Project Online, on the Quick Launch, choose Resources . The Resource Center page opens. The Resource Center lists all resources in your organization’s resource pool who are set up in Project Web App.

Select the check box next to the name of the resource whose information you want to update.

On the Resources tab, in the Resources group, choose Edit . The Edit Resource page opens, showing details about the selected resource.

Add information to fields throughout the page. When finished, choose Save .

Tip:  Team resources are considered work resources by Project Online, as are equipment resources. Other types of resources include material resources and cost resources. Refer to Add a resource to Project Web App to learn more about the different types of resources.

After Project Online users are added to the Resource Center, they are identified as resources and project managers can now add them to their specific projects as team resources.

In Project Online, on the Quick Launch, choose Projects .

In the Project Center , choose the name of the project for which you want to build your team.

On the Project tab, in the Navigate group, choose Build Team . The left side of the Build Team page lists the entire Project Online resource pool. The right side is blank, but will soon list the team resources selected for the current project.

Build_Project_Team

Tip:  You can specify that the list show resources that meet specific characteristics. For example, to show only work resources (and no material or cost resources), on the Team tab, in the Data group, choose the View box labeled All Resources , and then choose Work Resources . Likewise, to filter by a characteristic, on the Team tab, in the Data group, choose the Filter box, and then specify your filter. Finally, to group the resources by a characteristic, on the Team tab, in the Data group, choose the Group by box, and then choose a grouping like Earliest Available or Booking Type .

In the table on the left, select the check boxes next to the names of the resources you want to add to your team.

Tip:  The Build Team table shows certain fields that can help you decide who to add to your team. Examples include Type , Cost Center , and Earliest Available . For more information about a resource, especially their skill sets and costs, go to the Resource Center. On the Quick Launch, choose Resources . Select the check box next to the name of the resource. On the Resources tab, in the Resources group, choose Edit . The Edit Resource page opens, showing details about the selected resource.

Between the two tables, choose Add .

On the Team tab, in the Team group, choose Save & Close . The resources you selected are now added as your project’s team resources on the right side of the page. These resources are now ready to have tasks assigned.

Build_Project_Team_2

With your team built, you can now start orienting the team members to the project and hold your kickoff meeting. In Project Online, you can assign the resources to tasks.

In the Project Center , choose the name of the project in which you want to assign resources to tasks.

Arrange the Gantt chart so that you can easily work with the Resource Name column. You can drag the split bar far to the right so you can see the task name and resource name at the same time. Or, position the mouse over the Resource Name column until the pointer becomes a four-headed arrow, and then drag the column to the left, closer to the Task Name column.

To start to assign a resource to a task, click in the task’s Resource Name field. Click it a second time to open the drop-down menu listing all the team resources.

Assign_Resource_To_Task_1

Select the check boxes next to the names of the resource(s) you want to assign to the current task. Press Enter.

Repeat this process for all the tasks needing to be assigned. Note that you can assign resources only to the lowest level of subtasks in the task outline—and not to any level of summary tasks above them. Learn more about subtasks and summary tasks .

On the Task tab, in the Project group, choose Save .

On the Task tab, in the Project group, choose Publish . As soon as you publish the project, team resources have access to their assigned tasks. After signing in to Project Online, they can choose Tasks on the Quick Launch to see their assignments.

Assign_Resource_To_Task_2

You can set up Project Online to have your team resources report task updates in one of three ways:

In a timesheet, with actual hours worked on each assigned task

In task progress, with percentage complete on each assigned task

In a single-entry timesheet that includes both actual hours and percentage complete on each assigned task

You can also set up whether team resources can update the project schedule with their actual hours or percentage complete, and whether you need to approve their updates.

In Project Online, choose Settings , and then choose PWA Settings .

Under Time and Task Management , select links like Fiscal Periods or Time Reporting Periods to set the time-based parameters for reporting.

Setup_Time_And_Progress

Choose Timesheet Settings and Defaults and Task Settings and Displays to specify how you want the timesheets to appear, the information that team resources should report on, and whether they need to submit the reports for approval.

At the bottom of each page, choose Save to implement your changes.

Configure the Resource Center

Add a resource to Project Web App

Indent or outdent tasks in your project

Set up timesheets

What can team members do in Project Online?

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IMAGES

  1. Microsoft Project Calendar Detailed Work Hours

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  5. Assigning Resources in Microsoft Project

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COMMENTS

  1. MS Project

    From the Gantt chart view, turn off the Timeline view and using the View ribbon, select the Details check box in the Split View group. This will display the Task Form where you can specify the work upon assignment. If you wish to create monthly tasks and not have Project recalculate the duration, set the tasks up as Fixed Duration.

  2. Learn more about resource units

    What exactly are units? Units indicate the percentage of a work resource's time that is assigned to a task. There are two types of units in Project: maximum units and assignment units. Maximum units When you want to specify how much time a work resource has available for work on all tasks in a project, you specify maximum units in a resource view.

  3. Set a unique schedule for a specific resource

    Click Project > Properties > Change Working Time. Choose a resource from the For calendar list. Choose the right Base calendar for the resource. If the working times in the calendar aren't quite right for this resource, click the Work Weeks tab, and then click Details. Note: What about vacation?

  4. MS Project: How to set a Resource work by hour regardless of work days

    1 Please kindly help me find way to solve in MS Project. I have two Resources below: Employee_A = 4 hours per week only, but can work any day Employee_B = 12 hours per week only, but can work any day MS Project just lets me put how many hours a resource can work on a certain day.

  5. Assign people to work on tasks

    Choose Resource > Assign Resources. In the Assign Resources box, pick the resources to assign, and choose Assign. In the example below, Amy is the resource. By entering 50% in the Units box, she's now assigned to work 50 percent on the "Build the fence" task.

  6. Distribute project work evenly (level resource assignments)

    On the Resources tab, in the Level group, choose one of the following options. Level Selection Use this to level only the tasks that are selected. To select multiple tasks that are next to each other, select the first task in the selection, then press SHIFT while selecting the last task in the selection.

  7. Assigning Resources

    When you assign a resource to a task in Microsoft Project, the resource name is added to Microsoft Project's resource picklist. If you need to remove or rename a resource that is in the picklist, follow these stps: On the Task tab of Microsoft Project, find the View panel, and then click on it to change the view from Gantt Chart to Resource Sheet:

  8. The duration or work value changed when I assigned a resource

    Accessibility center The duration, work, and resource assignments for a task are interlinked. When you assign a resource to a task, Project decreases or increases the duration or work value.

  9. Add resources to your project

    To create a budget resource, select the resource, right-click the resource name, and then choose Information. Select the Budget check box. You can add a work resource and associated information by using your MAPI email address book, from the Active Directory, or from Microsoft Project Server.

  10. Exploring Resource Management and Task Assignment in Microsoft Project

    For example, when assigning a resource to a 40-hour or 40-day task where you're only anticipating 10 hours of work, checking off resources from a list won't suffice. In these situations, it's advisable to use Microsoft Project's advanced features and views to delve deeper into resource assignment.

  11. Assigning Resources in Microsoft Project

    Within Microsoft Project there are various ways to assign resources to tasks within a project schedule. In my opinion there is no right way to assign resources. However, using the right method will allow you to assign resources and plan the assignment correctly and efficiently.

  12. Manage your resource's efforts with the new Assignments view!

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