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Organizations can find that none of the out-of-the-box solutions (such as the Resource Plans discussed previously) is the exact match for their organizational needs It is always better to use the tools that are provided if possible Substantial planning is required to make sure that the appropriate solutions are put in place Between activity plans, resources plans, administrative time, calendars, and so on, there is usually a way to meet requirements, no matter what they are Analyzing the best way to get to the appropriate solution is likely to be a task for which most organizations will require consulting assistance On occasion, there will be a requirement that calls for a bit more creative thinking The following solution is an example of one of these special projects In this example, a services organization with field resources was using Project Server to manage its internal projects traditionally The organization needed a way to understand its consultants availability without burdening them (as these consultants were always out of the office and often had no network access) These resources were never used on internal projects that were being managed in the Project Server environment In this case, the organization represented each resource in a project: The project was named based on the resource name The resource was the only one on the project team Each consulting engagement for the resource was entered as a task in the project, with the start and finish dates used to reflect the beginning and projected end of each engagement Fixed units were set to 100 percent This made the work equal the duration time of 40 hours per week (except where calendar exceptions were created) Actual work was never recorded against the tasks There was a single administrative resource who managed the plan
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The result was that whether the organization was looking at the project details or at the resources in Resource Center, availability and utilization were viewable It could also view total utilization or timephased utilization by using the Data Analysis views
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NOTE When managing resources, it is usually best to default to a configuration where 100 percent of
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a resource s time is allocated to some project or administrative activity Also, keep in mind that there are many tools available in Project Server for managing resource time Use the one-off solutions like the one just described only if it is not possible to meet the requirements with what is available out of the box
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As discussed in 9, there are many ways to configure resources with the appropriate settings Note that some field settings can only be done through the use of Project Professional Fields that must be edited from inside Project Professional include individual resource calendars as well as rates and costs for resources To get to these specific fields, there are two possible methods To access the first method, select the resources in Resource Center and then click the Open button as shown in Figure 20-10 The other method is accessed directly through the Project Professional 2007 client From inside Project while connected to the Project Server, select Tools | Enterprise Options | Open Enterprise Resource Pool This process opens the PWA Resource Center within the body of the Project client From that point, follow the same procedure as described next for working from inside Project Professional Resource calendars are edited in the following manner Double-click the name of the resource that requires a calendar change From the General tab, click the Change Working Time button, as shown in Figure 20-11 If a single event is to be set for an individual to nonworking time, whether day, week, or month, use the Exceptions tab Select the date or dates from the calendar at the top of the page At the bottom half, type in a name Dates should be as previously selected When complete, click OK This action sets the dates as nonworking and displays the resource as not available during the selected days Time and task updates can still be recorded against these days This is one of several ways to alter availability and is most likely not the best alternative unless a long period of time is involved (as in the case of a sabbatical, for example) A more useful use of this tool is to set company holidays, which requires an open Enterprise Global template and is usually done annually Even though the method just described is not commonly used, this same tool can be used to support part-time schedules, job sharing, four-day work weeks, and other nonstandard work hours To set a repeating schedule that uses different hours from the standard calendar, you can use the same tool In the Change Working Time dialog, select the Work Weeks tab From there select the calendar dates from row 2 From this point, select the start and finish dates required for this individual s calendar Give this schedule a name The next step starts with selecting the Details button, as shown in Figure 20-12
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