303KM MS Project
Lab 2 page 1/4
Lab 2
Microsoft Project – Working with Resources
Reference:
 Schwalbe, Appendix A
Learning Objectives:
 Create a resource list
 Assign resource costs for different periods
 Create different cost tables for a resource
 Assign resources to tasks
 Differentiate between base calendar and resource calendar
 Create a new base calendar for a project
 Edit the project and resource calendars for a project
 Understand the differences and relationships among fixed work, fixed unit and fixed duration task
types
Exercise Scenario:
In Exercise 1, the task list, outlining and dependencies have all been completed for the annual shareholders
meeting schedule. The project team has identified the resources to be used on the project and provided you
with the cost and calendar information. You begin entering resource names, details and costs, and then
assign the resources to the appropriate tasks. The project has specific days and times that it will be worked
on, so you make calendar adjustments to reflect the project working time. You also work with task settings to
further define resource assignments.
Step 1 Create a Resource List
The project team has given you a list of resources for the shareholders meeting project. You enter the
resources and their details to the schedule.
1. Using the Resource Sheet view, add the following resources and resource information:
Resource Name
vice president
office manager
administrative assistant
Initials
vp
om
admin
Group
management
management
office staff
Max Units
100%
100%
200%
Code
101-101
101-200
105-106
2. In Gantt Chart or other task views, you may add resources using the assign Resource dialog box.
Add the “trainee” resource using the assign resource dialogue box.
3. In the Resource Information dialog box, enter the following resource details for the trainee:
Initials
train
Group
office staff
Code
105-303
4. Save the project file without a baseline.
Step 2 Assign Resource to Tasks
The project sub-teams have provided you with some preliminary resource assignments. You add the
assignments to the schedule.
1. Assign the resources to the following tasks:
303KM MS Project
Lab 2 page 2/4
Task Name
Schedule conference date
Book conference center
Book keynote speaker
Order letter stock
Develop letter
Review letter
Approve letter
Plan food with caterer
Arrange committee meeting rooms
Arrange necessary equipment
Resources
vice president, office manager
trainee
office manager
trainee
administrative assistant
office manager
vice president
administrative assistant
trainee
administrative assistant
(Note that the default task type is Fixed Unit and Effort Driven. When two resources are assigned to
a task, the duration of the task will be reduced by half.)
2. Save the file without a baseline. (What is the total duration now?)
Step 3 Apply Resource Costs
The accounting department has provided you with the necessary cost information for each resource assigned
to the shareholders meeting project. You enter the cost information for each resource. You have also been
informed that the trainee resource will receive a pay rise during the project. Also, the administrative
assistant will be paid more for tasks involving any supervisory work. You make the appropriate changes to
the schedule.
1. Enter the following costs on the Resource Sheet:
Resource Name
trainee
vice president
office manager
administrative assistant
Standard Rate
$100 per hour
$240,000 a year
$150,000 a year
$60 per hour
Overtime Rate
$150 per hour
NA
NA
$90 per hour
2. Effective November 1, 2008, the trainee resource will have a pay increase of 10% for standard and
overtime hours. (Hint: pay rises are recorded in the default cost rate table for the resource, but on a
separate line.)
3. The administrative assistant resource has a different rate for supervisory tasks than for other work.
Create a new cost rate table with a standard rate of $80 per hour and an overtime rate of $120 per
hour.
4. Apply the new cost rate table (i.e. the supervisory rate) for the administrative assistant resource to
the task “Arrange necessary equipment”. (Hint: use the Task Usage view. Double click on the
resource for the task. Notice that the cost for the task has changed. What is the original cost of the
task? What is the new cost?)
5. Save the file without a baseline.
(Review different cost and schedule reports of the project at this point. What is the total budget for
the project at this stage?)
303KM MS Project
Lab 2 page 3/4
Step 4 Create, Edit and Assign Calendars
The shareholders meeting project does not require a traditional eight-hour day from each resource. Instead,
the project tasks will be worked on only in the morning, except for Mondays where the afternoon is assigned
for the project. You create a new base calendar and assign it to each resource on the project. (What is a base
calendar?)
1. From a copy of the Standard base calendar, create a new base calendar called Sharemeet for the
shareholders meeting project. (Hint: Go to Tools menu and select Change Working Time…)
2. Change the working hours for the project to the following:


All Mondays:
All Tuesdays through Fridays:
1:00 pm to 5:00 pm (work in the afternoon)
8:00 am to 12:00 pm (work in the morning)
3. Add the following non-working days to the Sharemeet calendar:
(Recall: what is the Sharemeet calendar in this project?)


Friday, 7 November, 2008 is an extended weekend, set it as a non-working day.
Monday, 17 November, 2008 has been scheduled for company gathering, the office will be
closed in the afternoon. (Hint: because the project is worked on only in the afternoon on
Mondays, the day should be marked as non-working.)
4. Assign the Sharemeet calendar to all resources working on the project. (Hint: Go to the Resource
Sheet view to apply the Sharemeet Calendar for all resources.)
You have also requested a list of project non-working days and any special working times for individual
resources. You enter those exceptions into the appropriate resource calendar. (What is a resource
calendar?)
5. Mark 14 November, 2008 as a non-working day for the office manager on the resource calendar.
6. Save the file without a baseline.
(Note down the following at this stage:
What is the project duration and project completion date?
What is the project budgeted cost?)
Step 5 Work with Task Type Settings
At the most recent project meeting, the schedule was reviewed to see if any resource assignments need to be
adjusted. Based on the information you gathered during the meeting, you make the appropriate adjustments
to the schedule.
1. Change the task type setting on the task “Review letter” to Fixed Work. As the notification letter to
shareholders is important for the company’s image, it requires final review by the vice president (but
the work duration will not change, and each resource will be working 50% of their time on the task).
Add the resource “vice president” to the task.
2. On the task “Arrange necessary equipment”, assign an additional unit of the administrative assistant
to the task so that the task can be completed earlier.
3. On the task “Develop letter”, remove effort-driven scheduling, and then assign the “office manager”
resource to the task, in addition to the administrative assistant. (Recall: when a task is created, its
type is set as a Fixed Unit task with effort-driven by default. What is effort-driven scheduling?)
303KM MS Project
4. Save the file without a baseline.
(What is the project duration and project completion date now?
What is the project budgeted cost now?)
Review activity:
Is there any resource over-allocation?
Concepts covered in this laboratory:
(1) Resource in a project
(2) Assignment of resources to tasks
(4) Resource cost and budget
(4) Base calendar/resource calendar
(5) Work task types
Lab 2 page 4/4