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Assigning Resources to Tasks
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So far, you ve been adjusting duration and work values as you add or remove resources from tasks. You can also change the default setting for a task such that as you add resources to the task, its duration is decreased. You ll do so next.
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9. In the Gantt Chart view, click the name of task 10, Channel Sales prep.
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Currently just Zac is assigned to this task, and it has a two-week duration.
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10. In the Task Form, click Effort-driven, and then click OK in the upper-right corner
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of the Task Form. There is no change to the duration, units, or work values for this task, but watch what happens when you assign an additional resource.
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Controlling Work When Adding or Removing Resource Assignments
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11. In the Gantt Chart view, click the name of task 10, and then, in the Assign
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Resources dialog box, click Hany Morcos, and then click Assign.
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Task 10 s duration is reduced from two weeks to one week. The total work on the task remains 80 hours, but now it is split evenly between Zac and Hany. This is the scheduling result that you wanted. If it wasn t, you could use the Actions list to change how Project responds to the additional resource assignment.
Tip By default, effort-driven scheduling is disabled for all tasks that you create in Project. To change the default setting for all new tasks in a project plan, on the File tab, click Options. In the Project Options dialog box, click the Schedule tab and then select the New tasks are effort-driven check box. To control effort-driven scheduling for a specific task or tasks, first select the task or tasks. Then, on the Task tab, in the Properties group, click Information, and on the Advanced tab of the Task Information dialog box, select or clear the Effort driven check box.
The order of your actions matters with regard to effort-driven scheduling. If you initially assign two resources to a task with a duration of three days (equal to 24 hours), Project schedules each resource to work 24 hours, for a total of 48 hours of work on the task. However, you might initially assign one resource to a task with a duration of 24 hours and later add a second resource. In this case, effort-driven scheduling will cause Project to schedule each resource to work 12 hours in parallel, for a total of 24 hours of work on the task. Remember that when it s turned on, effort-driven scheduling adjusts task duration only if you add or remove resources from a task.
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Assigning Resources to Tasks
Project Management Focus: When Should Effort-Driven Scheduling Apply
You should consider the extent to which effort-driven scheduling should apply to the tasks in your projects. For example, if one resource should take 10 hours to complete a task, could 10 resources complete the task in 1 hour How about 20 resources in 30 minutes Probably not; the resources would likely get in each other s way and require additional coordination to complete the task. If the task is very complicated, it might require significant ramp-up time before a resource could contribute fully. Overall productivity might even decrease if you assign more resources to the task. No single rule exists about when you should apply effort-driven scheduling and when you should not. As the project manager, you should analyze the nature of the work required for each task in your project and use your best judgment.
Assigning Cost Resources to Tasks
Recall from 3 that cost resources are used to represent a financial cost associated with a task in a project. Cost resources do no work and have no effect on the scheduling of a task. Cost resources might include categories of expenses that you want to budget and track for accounting or financial reporting purposes. Broadly speaking, the costs that tasks can incur can include:
Work resource costs, such as a person s standard pay rate times the amount of
work they perform on the task.
Cost resource costs, which are a fixed dollar amount that you enter when assign-
ing the cost resource to a task. The amount is not affected by changes in duration or any other schedule changes to the task, although you can edit the amount at any time. You can also see cumulative costs resulting from assigning the same cost resource to multiple tasks. For the new book launch project plan, you d like to enter planned travel costs for certain tasks. Since work has not yet started on this project at this time, these costs represent planned costs (indeed, you should consider all costs that Project has calculated so far in the schedule to be planned costs, such as those resulting from work resource assignments to tasks). Later, you can enter actual costs if you wish to compare them with the budget.
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