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PART V
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FIGURE 21-8 Select Tools | Build Team from Enterprise
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Part V:
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Project Server in Action
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FIGURE 21-9 Select resources from the Build Team tool
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Assigning Resources and Making Task Modifications
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Now your team is assigned to the project The next step is to start modifying the plan There are several methods for each of the functions described in this section that you will learn over time, but the preferred method is as follows: Position your cursor in the white (Gantt Chart) area of the page and right-click Select Split From there, you have options for several views at the bottom of the page To see the options, just right-click on the large gray area on the bottom right In the example shown in Figure 21-10, we have selected our favorite called Resource Work Next select a single task and populate the resource(s) as shown in Figure 21-10 Note that each resource must be entered on a separate row Also, from the bottom half of the split screen, you can change the task type, set units (the percentage of the resource s availability), and define how much work (effort, not duration) that the task will take Usually, it is best to leave the Duration setting alone and allow the tool to calculate it for you as seen in Figure 21-10 Notice that Buddy Rich was allocated 25 percent of his time to work on this task and Lenny Bernstein was set to 50 percent Also set in the example were the specific work hours expected for each resource After OK was selected, the tool determined that it would take a duration of seven and a half work days to complete the task Note that many parameters are in play during this process and the results will vary depending on each variable
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21:
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How the Project Manager Interacts with Project Server
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FIGURE 21-10 Adding a resource in a split view
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When you select OK, the Previous and Next buttons appear and you can navigate to the rest of your plan s tasks You can remove the split by right-clicking in the same white Gantt Chart area and selecting Remove Split Note that there are several prebuilt views that allow access to different information in your plan and that are easily accessed from the View Bar If you don t see the View Bar, select Views | View Bar and it will appear The most commonly used views include Enterprise Gantt, Tracking Gantt, and Resource Sheet, but the correct choice is very organization-specific
PART V
Part V:
Project Server in Action
FIGURE 21-11
Column options
Adding a Column
As mentioned earlier in this chapter, you can temporarily add columns to a view if you would like more information on a temporary basis To perform this addition, right-click on the column heading (on the actual name of the item, such as Duration), then select Insert Column Many choices are possible from the Column Definition dialog that appears (see Figure 21-11) (Fields were discussed in detail 9) After selecting a new column, you will see the dialog displayed in Figure 21-12 This dialog is to be expected, as the views are set to standards in the Enterprise Global template and cannot be permanently changed by most staff (you ll learn more about creating custom Project views for individuals later in this chapter) Just select OK and the column will be available for use during the session You can hide a column by right-clicking on the column header and selecting Hide Column In the example shown in Figure 21-13, the Actual Work column was added After making any changes, notice the blue highlighted cells The coloring indicates that the tasks have changed This is very useful for managing a project, because a single change can impact other tasks if the plan has been built (correctly) to include predecessor/successor relationships
FIGURE 21-12
Dialog warning that changes will not be saved
21:
How the Project Manager Interacts with Project Server
FIGURE 21-13 Actual Work column inserted into a view
Building the WBS
Build the tasks in the project using a WBS format A WBS is a hierarchical view of the project A very high-level example might look like the following planning project for a leased-space buildout: 0 1 11 111 112 113 114 12 13 14 2 New Martial Arts School Buildout Planning Plan Overall Layout Office Layout Intro Room Layout Waiting Area Layout Electrical and Audio Plan Mirrors Floor Layout Equipment Design and Blueprints
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