Resources in Microsoft Project

In Microsoft Project, resources are the people, equipment, and materials needed to complete a project. Properly defining and assigning resources helps in tracking costs, workloads, and timelines efficiently. This article explains how to create resources and describes the types of resources available in Microsoft Project.

Types of Resources

Microsoft Project categorizes resources into three main types:

  • Work Resources: Represent the people and equipment required to complete tasks.
  • Material Resources: Represent consumables used in the project, such as concrete, steel, or fuel.
  • Cost Resources: Represent project costs that are not tied to specific tasks, such as travel expenses or consultant fees.

Creating Resources in Microsoft Project

Follow these steps to create resources:

  1. Open Microsoft Project and go to the "Resource Sheet" view.
  2. Enter the details of each resource in the table, including the resource name, type, and additional attributes such as maximum units or cost rate.

Resource Attributes

  • Resource Name: The name of the resource (e.g., John Doe, Crane, Concrete).
  • Type: Work, Material, or Cost.
  • Max Units: The percentage or number of units available for work resources.
  • Standard Rate: The hourly or per-unit rate for work and material resources.
  • Cost/Use: The cost incurred each time the resource is used.

Example: Creating Work Resources

To create work resources, enter the following in the Resource Sheet:

Resource Name   | Type   | Max Units | Standard Rate | Overtime Rate
--------------- | ------ | --------- | ------------- | -------------
John Doe        | Work   | 100%      | $50/hour      | $75/hour
Jane Smith      | Work   | 50%       | $60/hour      | $90/hour
Crane           | Work   | 1         | $100/hour     | $150/hour

Notes:

  • Work resources like John Doe and Jane Smith are people with hourly rates and availability.
  • Equipment like the crane is also categorized as a work resource.

Example: Creating Material Resources

To create material resources, enter the following in the Resource Sheet:

Resource Name   | Type      | Material Label | Standard Rate
--------------- | --------- | -------------- | -------------
Concrete        | Material  | Cubic Yards    | $100/cubic yard
Steel           | Material  | Tons           | $500/ton
Fuel            | Material  | Liters         | $2/liter

Notes:

  • Material resources have a "Material Label" to specify the unit of measurement.
  • The Standard Rate applies to the unit specified (e.g., per cubic yard for concrete).

Example: Creating Cost Resources

To create cost resources, enter the following in the Resource Sheet:

Resource Name   | Type    | Cost/Use
--------------- | ------- | --------
Travel Expenses | Cost    | $500
Consultant Fee  | Cost    | $2000
Miscellaneous   | Cost    | $100

Notes:

  • Cost resources are not associated with work or material quantities.
  • They represent fixed costs tied to tasks.

Assigning Resources to Tasks

Once resources are created, they can be assigned to tasks:

  1. Switch to the "Gantt Chart" view.
  2. Click on a task and go to the "Task Information" dialog.
  3. Select the "Resources" tab and assign resources to the task by specifying the units and cost.

Practical Example

Consider a house construction project:

Task Name       | Assigned Resources
--------------- | -------------------
Foundation      | John Doe (Work), Concrete (Material)
Superstructure  | Jane Smith (Work), Steel (Material)
Roofing         | Crane (Work), Fuel (Material)

This setup ensures that resources are allocated appropriately and costs are calculated accurately.

Conclusion

Creating and managing resources in Microsoft Project is essential for effective project planning and cost control. By defining Work, Material, and Cost resources, project managers can ensure accurate tracking of resource usage, costs, and availability.




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