Microsoft Project 2013

Lesson 5
Tracking Project Progress

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Objectives
By the end of this lesson, you will be able to:

Manage resource allocation

List the types of resource allocation
Use resource leveling options to resolve resource conflicts
Manage resource assignments
Calculate accrued costs using the Cost Accrual Method

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Resource Allocation
The amount of work assigned to the resource compared to its capacity is called Allocation. Cost, and material resource
assignments are not affected by allocation issues.

Features of Resource Allocation:

Balancing workload.
Accomplishing tasks within the timeline.
Identify the capacity of a resource.

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Types of Allocation
Tasks are not planned to utilize the maximum capacity.
Under
allocation

Example: An employee has to work for 8 hours in a day. If the Project Manager
has assigned him work only for 6 hours, the resource is said to be under allocated.

Tasks are planned to utilize the maximum capacity.

Full
Allocation

Example: An employee has to work for 8 hours in a day. If the Project Manager
has assigned him work for 8 hours, the resource is said to be fully allocated.

Tasks are planned to exceed the maximum capacity.

Over
Allocation

Example: An employee has to work for 8 hours in a day. If the Project Manager
has assigned him work for 16 hours, the resource is said to be over allocated.

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Display Current Resource Allocations and Assignments

The Project Manager has to identify the over allocation and under allocation issues of resources, to manage resource

allocation efficiently.

Resource allocations can be displayed using

Resource Sheet
Resource Usage
Team Planner

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Resource Sheet View

A Resource Sheet provides a quick view of the resource workload. An example of a resource sheet view with an over
allocation issue is shown here.

Overallocated resource

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Resource Usage View

The Resource Usage view lists all the assignments for each resource in the project. An example of an over allocated
resource is shown here.

Overallocated resource

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Resource Usage View (contd.)

An example of a resource usage view which displays only the over allocated resource is shown here.

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Resource Usage View (contd.)

An example of a resource usage view which displays the remaining availability of a resource is shown here.

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Team Planner View

Team Planner is most suitable if the Project Manager wants to view resource allocation along with the assignments.
An example of a team planner view which displays an over allocation issue is shown here.

Uses of Team Planner

Change the assignment information
and replace the resources.
Reassign the task to the same resource
on another date.
Assign the unassigned task to the
resources.
Edit the assignments.

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10

Replace Resources on Tasks

Over allocation issues can be managed by replacing the resource with another resource. This process is explained
through an example below.
Click Assign
Resources

Select
resource
click Replace

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Select new
resource
click Ok

Resource is
replaced

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Resources Leveling
The Resource Leveling feature of Microsoft Project 2013 helps project managers in delaying the dates of the tasks.

Features of Resource Leveling:

Splits bigger task into smaller portions.
No change in the working hours of the resources.
Tasks are not assigned to new resources.
Ensures that resources are only reallocated.

Avoids over allocation.

No change in task dependency.
Used to resolve resource conflicts.

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12

Resource Leveling Options

Microsoft Project 2013 provides a Project Manager options to level an entire project, few selected tasks, or a single
resource.
Resource Leveling can be done for a specific time period.

The Project Manager can specify if manually scheduled tasks should be included in leveling.
The Project Manager can also specify that Resource Leveling should not change project end dates.

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13

Resource Assignment
Resource Assignment can be done in many ways in Microsoft Project 2013.
Method 1 : Task Form
Click Task Form

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Click the dropdown

arrow under
resource name

Select the desired

resource from the
dropdown menu

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Resource Assignment (contd.)

Resource can also be assigned using team planner view and resource usage view.
Method 2 : Task Sheet
Click Task Sheet

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Click the desired cell

under Resource
Name column

Select the desired

resource from the
dropdown menu

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Resource Calendar
Resource Calendar is a combination of the base calendar settings and any other exception set for a particular resource.
An example of a resource calendar is shown here.
Features of Resource Calendar
Exception may be non-working hours or
vacation time.
Resource calendar can only be assigned to
work resources.
It is usually assigned to a single resource.
Calendars can also be applied while leveling
the resources.

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16

Cost Accrual Method

When using a cost resource type, a Project Manager can determine how a particular cost accrues over the lifetime of a
project. The different types of cost accrual method are explained below:

Start

End

Prorated

The cost is accrued

right at the start of
the project.
Example: Procuring
hardware or
software to start the
development of the
project.

Cost is incurred at
the end of the
project.
Example: Fees for
hosting a finished
software product or
sales personnel cost
for selling the
product.

Cost varies with the

progress of the
project.
Example: Any
human resources or
equipments
involved in the
development of the
project.

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Cost Accrual Method (contd.)

The Resource Rate Table determines how the accrued cost is calculated.

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Cost Accrual Method (contd.)

The following table represents examples for each cost accrual type in a project.

Accrual Type

Resource Name

Value

Start
Hardware
Resource

Photoshop
License

End Hosting
Resource

Prorated
Work Resource

Formula

Final Cost

Standard Rate
$2000

Not applicable

Cost remains the

same throughout
the project

Travel

Standard Rate
$250

Not applicable

Cost remains the

same at the end
of the project

Consulting
Architect

Standard Rate
$500
Overtime Rate
$750
Rate per use
$100

Cost = (%Work Complete

x Standard Rate) +
(%Overtime Work x
Overtime Rate) + Cost per
Use + Fixed Task Cost

Cost varies based

on the work
done

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Cost Accrual Method (contd.)

The following is an example which shows the overview of resource cost represented in the form of pie chart.

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21

Knowledge Check-1
Which of the following refers to people and equipment in an organization?
Select the answer.
a. Cost Resource
b. Work Resource

c. Material Resource
d. Hosting Resource

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Knowledge Check-1

Which of the following refers to people and equipment in an organization?

a. Cost Resource
b. Work Resource

c. Material Resource
d. Hosting Resource
Answer: b. Work Resource
Explanation: People and equipment in an organization is known as work resources.

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23

Knowledge Check-2
Which of the following is best suitable when a resource is said to be utilized more than its maximum capacity?
Select the answer.
a. Allocation
b. Full Allocation

c. Under Allocation
d. Over Allocation

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Knowledge Check-2

Which of the following is best suitable when a resource is said to be utilized more than its maximum capacity?

a. Allocation
b. Full Allocation

c. Under Allocation
d. Over Allocation

Answer: d. Over Allocation

Explanation: When the tasks planned exceed the maximum capacity of the resource, the situation is known as
over allocation.

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25

Knowledge Check-3
Which of the following does not indicate the over allocated assignments and the dates when a resource is over
allocated?
Select the answer.
a. Resource Sheet
b. Task Sheet

c. Team Planner
d. Resource Usage

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Knowledge Check-3

Which of the following does not indicate the over allocated assignments and the dates when a resource is over
allocated?
a. Resource Sheet
b. Task Sheet

c. Team Planner
d. Resource Usage
Answer: a. Resource Sheet
Explanation: The Resource Sheet provides only a quick view of the resource workload.

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27

Knowledge Check-4
Which type of Cost Accrue method retains the same cost from the beginning till the end of the project?
Select the answer.
a. Prorated
b. Standard Rate

c. Start
d. Hosting Resource

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Knowledge Check-4

Which type of Cost Accrue method retains the same cost from the beginning till the end of the project?

a. Prorated
b. Standard Rate

c. Start
d. Hosting Resource
Answer: c. Start
Explanation: Under Start Method the cost is accrued right at the start of the project. It remains the same till
the end of the project.

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Knowledge Check-5
Which of the following helps the Project Manager to prevent over allocation by reassigning the task to the same
resource on another date?
Select the answer.
a. Resource Sheet
b. Leveling Resources

c. Resource allocation
d. Cost Accrual Method

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Knowledge Check-5
Which of the following helps the Project Manager to prevent over allocation by reassigning the task to the same
resource on another date?
a. Resource Sheet
b. Leveling Resources

c. Resource allocation
d. Cost Accrual Method
Answer: b. Leveling Resources
Explanation: Leveling Resources helps the Project Manager to prevent over allocation by reassigning the task
to the same resource on another date.

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31

Summary
Let us summarize the topics covered in this lesson:
The amount of work assigned to a resource compared to the capacity is called
Allocation. The various types are under allocation, full allocation, and over
allocation.

Resource allocations can be viewed using Resource Sheet, Team Planner, and
Resource Usage. Over allocation issues of resources can be managed by replacing
the resources on task.

Resource conflicts can be resolved using Resource Leveling feature.

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32

Summary (contd.)
Let us summarize the topics covered in this lesson:
Resource assignments can be made from Task Form, Task Sheet, Resource Sheet,
Team Planner, and Resource Usage.
Resource calendar is a calendar which is assigned to work resources.

Cost accrual method helps in calculating the accrued costs of resources. The three
methods are Start, End, and Prorated.

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33

Thank You

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