How to do Resource Assignments and Capacity Planning

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Managing Resource Assignments and Capacity Planning

Assign resources to tasks (people, equipment, and materials), and check each resource's availability.

Let’s talk about the ways that Microsoft Project Online makes it easy to find and assign the right and available people to your project – to help you get your project done on-time, on-budget, and on-scope.

Here’s a challenge … typically assigning people to a project is tough.
In fact it can be like playing a 3-D chess game. It is complex, confusing, and mastered by only a select few. It can even be worse when you are trying to manage schedules in one system, and resources in another – or in spreadsheets.

Plus, you are often doing this in a living environment with things that change rapidly when you’re not expecting it.
There’s a better way, and Microsoft Project Online gives you that.

Here we have a schedule that was generated from my template. It has generic resources in it – a PM, an analyst, and a developer. At one point, this was helpful for my long-term capacity planning. But now I’m in the PMO, and I’m actually staffing the project up.
Let’s start by finding resources that can help. I’ll do this by building my team from the Enterprise Resource Pool.

Resources, Add Resources, Build …
Here are the Generic Resources. Let’s staff the Developer position to start with.

I need to find people who have the Developer Skill, so I simply select my generic resource, and then Match the skill.
Now I’ve got a short list of people who could do the work. Let’s look for people who are available to do it.

Show Resource Availability during project dates:
Availability of more than 300 hours

Reynaud is a good person, and can do the work. So, I’ll simply hit Replace now to replace the Developer role with Reynaud.

I would continue doing this for all generic resources, and then save and publish my project to assign the new people to the project.
In some cases. The resource may need resource approval, in which case I would Add an Engagement. This kicks off an approval process with the resource’s manager.

Also of note, the resources can be people, equipment, or locations. For example, you may have specialized equipment that you need to use on a project, and it may need to be scheduled.

Microsoft Project Online makes assigning resources both easy and accurate.

Microsoft Project Online has powerful built-in tools that you can use to query your resource pool and find available resource to do the work.

These are both easy to learn and easy to use.

Finally, Microsoft Project Online has additional functionality that makes managing resources easy – such as resource approvals and various ways to level resource allocations.

Let’s get going with your Project & Portfolio Management System. Contact us to get started.

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