Building the Schedule II

Resources
Week 5

MGT4109 – Project Time Management & Technology

 By the end of this class, you will…
• Describe Resource Management in Project Management.
• List the key activities for resource management.
• Discuss the role of the project manager in resource management.
• Describe the resources calendars.
• Define the Resource Management Plan
• Use MSProject to:
• Create and manage project resources.
• Assign activities to project resources.
• Change team and individual calendars.
• View resource allocations on a project schedule.

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 What is Resources Management?
Resource management in project management refers to the process of planning,
allocating, and optimizing the utilization of various resources needed to complete a
project successfully. Resources in this context typically include:
1. Human Resources: This involves selecting the right individuals or team.
2.Material Resources: These are physical items or supplies required for the
project.
3. Financial Resources: This involves managing the project budget, tracking
expenditures, and ensuring that the project stays within its allocated financial
resources.
4. Time Resources: Effective scheduling and time management are critical in
resource management.
5. Information and Technology Resources: In the modern age, projects often
require access to specific information systems, software, or technology tools.
Managing these resources is crucial to the project's success.
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 Key Activities for Resources Management?
Resource management in project management includes several key activities:
1. Resource Planning: This involves identifying the resources required for each project
task and determining when and how they will be needed. It also includes estimating the
quantity and cost of resources.
2. Resource Allocation: After planning, resources must be allocated to specific project
tasks and activities. This ensures that the right people and materials are available when
needed.
3. Resource Optimization: Project managers must strive to use resources efficiently to
minimize waste and cost overruns. This may involve adjusting resource allocation based
on changing project needs.
4. Resource Tracking: Throughout the project, it's essential to monitor resource usage
and make adjustments as necessary. This includes tracking costs, monitoring progress,
and resolving resource-related issues.
5. Resource Conflict Resolution: Conflicts can arise when multiple projects or
4 departments are competing for the same resources. Project managers must have
 Project Manager and Human Resources
As a leader, the project manager is responsible for proactively developing team
skills and competencies while retaining and improving team satisfaction and
motivation.
The project manager should be aware of, and subscribe to, professional and ethical
behavior, and ensure that all team members adhere to these behaviors.
Because each project is unique, the project manager will need to tailor the way
Project Resource
Management processes are applied. Considerations for tailoring include:
Diversity. What is the diversity background of the team?
Physical location. What is the physical location of team members and physical
resources?
Industry-specific resources. What special resources are needed in the industry?
Acquisition of team members. How will team members be acquired for the
project? Are team resources full-time or part-time on the project?
Management of team. How is team development managed for the project?
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 The Resource Calendars
Resource calendar is a tool that helps project managers and teams schedule
and manage the availability of specific resources (usually human resources) over
the course of a project.
It is an essential component of resource management and plays a critical role in
ensuring that projects are completed on time and within budget.

The resource calendar identifies the working days, shifts, start and end of
normal business hours, weekends, and public holidays when each specific
resource is available.
Resource calendars also specify when, and for how long, identified team and
physical resources will be available during the project.
This information may be at the activity or project level. This includes
consideration of attributes such as resource experience and/or skill level, as well
6 as various geographical locations.
 What do we see in the Resource Calendar?
1. Resource Availability: A resource calendar provides a visual representation of when specific
resources are available to work on the project. It shows the working hours, days off, vacations, and
other periods when a resource may be unavailable.

2. Resource Allocation: Project managers use resource calendars to allocate resources to project
tasks and activities. By referencing the calendar, they can determine which team members are
available to work on particular tasks and assign them accordingly.

3. Scheduling: Resource calendars help in scheduling tasks based on resource availability. Project
scheduling software often integrates resource calendars to automatically assign tasks to available
resources, taking their availability into account.

4. Avoiding Overallocation: Resource calendars help prevent overallocation of resources.

Overallocation occurs when a resource is assigned to multiple tasks that overlap in time. By
referencing the calendar, project managers can identify and resolve overallocation issues.

5. Time-Off and Holidays: Resource calendars typically include information about individual
resource's planned time-off, holidays, and other non-working days. This information is crucial for
project scheduling to avoid disruptions.

6. Resource Constraints: Resource calendars provide insights into potential resource constraints.
Project managers can identify periods of high or low resource availability and make adjustments to
7 the project plan accordingly.
 Resource Management Plan

Resource management plan: The resource management

plan defines the approach to identify the different resources
needed for the project. It also defines the
methods to quantify the resources needed for each activity
and aggregates this information.
Plan Resource Management is the process of defining
how to estimate, acquire, manage, and use team and
physical resources. The key benefit of this process is that it
establishes the approach and level of management effort
needed for managing project resources based on the type
and complexity of the project.

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 Entering the Resources

Use the Resource Sheet to

enter the names of the
resources, their types,
availability %, and hourly
rate.
Other fields are available.
Using the Resources Sheet

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 Entering the Resources

Use the View Tab to navigate

to the Resources options:
- Team Planner
- Resource Usage
- Resource Sheet
- Other Views

Resource sheet can be used to add, delete, and configure resources.

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 Configuring Calendars

You can configure the

working time for the project
or for any resource.
You can choose different
types of work such as
nightshift and input specific
work hours.

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 Configuring the Resources
You can configure the
availability of each
calendar and work
schedule, work type,
holidays, and pay rate.

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 Resources Allocation to Activities (Part time and Full time)

Add the Resource Name

column to your schedule
Gantt view.
Choose the resource for
each activity.

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 Resources Allocation to Activities (Part time and Full time)

You can assign

resources at
specific level (units
%) to activities.

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 View Summary of Resource Allocation
Resource Usage view enables
viewing the activities assigned to
each resource and the amount of
work assigned.

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