Introduction: Microsoft Project 2010 Series Session 4 Setup people, cost and material resources in Project 2010
Good afternoon ladies and gentleman, welcome to Techgig webinar series, our endeavor to empower techies, we believe that sharing of knowledge is the key to enhance our skills and grow us as professionals; with this principle in mind we have initiated a series of webinars conducted by industry experts to give you all a crisp insight of various domains, the topic of today’s session is Setup people, cost and material resources in Project 2010. It is the 4th session of Microsoft project 2010 series. This series is being conducted by Mr. B. Sai Prasad, Senior Manager – Learning and Development, Cognizant Technology Solutions India Pvt. Ltd Mr. B. Sai Prasad has conducted 7,000-plus hours of training in technical and project management topics. He has trained around 4000-plus practitioners on project management concepts, risk management, scheduling, estimation techniques and Microsoft Office Project. He was also named as winner of the company’s Global Trainer of the year award. He is a certified PMP, PMI-SP and Champion of Project Management, PMI India. He is a Microsoft Certified Technology Specialist in Project 2007 and Project 2010. He also started the first Microsoft Project User Group India Chapter to promote and help practitioners within and outside India on Microsoft Office Project. Without further delay I introduce you all to our guest speaker. Hello everybody, I welcome you all for the session 4 of this project 2010 series. It’s about how to setup resources in terms of people, cost and material resources in project 2010. Welcome you all for this session 4 of this project 2010 series, before we get into today’s topic let’s quickly recap what we have seen in the last 3 sessions.
What is resource?
In session 1we mainly focused on how to set up your project in terms of the MPP file where we say how it has been structured in terms of the task [Audio not clear] we are also talking about different ribbon (( )) interface and [Audio not clear] in project 2010, in session 2 we talk about how to set up your calendars so that for each countries from where your team is doing the work on, we can set their working time and their holidays also, in session 3 we talk about how to create your work breakdown structure how to breakdown your work packages into low level activities and setting different types of dependencies between them. In session 4 that is today session we are going to talk about how to setup resource in project 2010, key takeaways that are part of this topic just going to be how to configure your 3 types of resources which are work, material and cost resources, followed by we will use different [Audio not clear] we also talk about how to customize your resource calendar at what is this relationship with respect to base calendar based on availability of resources and (( )) you might need to day to day availability and cost (( )) and finally we conclude that today webinars with how to setup the project budget resources in terms of work, material and cost and finally we have to talk about how to set your fixed cost information at a task (( )). But let’s talk about something very fundamental before we move on to resources that is what do we mean by a resource, depending on which type of industry you working from the definition of [Audio not clear] ideally change if you are working on a project where you are which is more people can take you might ideally say people are my resources if you are coming from a non IT background you might even say a facility of example training room or warehouse or replace that you store your materials can also be called as resource. The 3rd type of resource are generally equipment which you might use to produce your work product as a part of your project, the 4th type of resource is generally I can say consumable resources for example electricity, park and I can say diesel, kerosene or anything not that is consumed as a part of your project comes under as a 4th category. Finally you have the cost resources that is those resource that might be incurred to procure some of your other 4 resources are called as cost resources, so resource can be either people it could be facilities, it could be equipment (( )) money that are necessary to create your work deliverables at the part of your project. The next question that come to my mind is not every time resource information is critical for project success, so when they you ideally want to add your resource information so (( )) criteria is if the availability of the resource my significantly impact your schedule development or the outcome of your project it is important that you add your resource information, 2nd mode criteria is when you are going to optimize your resources and that’s becomes a very key criteria for your project success naturally you need to add your resource information. 3rd criteria is if you are going to track your performance of your project or you are going to do the building based on the [Audio not clear] going to be utilized then naturally you need to add your (( )) information if you are (( )) work in both in a project where resources, nobody going to ask you resources the information about how many people’s are working on a (( )) resources are (( )) and supplied naturally you can skip this after what we are trying to talk about, majority of the project I think will have one of these 3 criteria’s (( )) now let’s take a very simple example to understand how to add different types of resources as a part of your project 2010. Let’s say that we have working in project where its more about warehouse maintenance, where you are going to get some inventories store in inventory store it in a warehouse then you are going to shift it to a the other vender, you might want to use certain people as a part of this resource see in this case I have 2 resources may be Suresh and Sai and they work 8 hours per day in this project and they are also allocated 100% and their cost is for every one day they spend in the project naturally it is around 100 dollars and 50 dollars. The 2nd type of resources you might want to use here this warehouse maintenance is facilities may be you want a rent a warehouse where we are entered charges around 1000 rupees per week, it might also want to you some equipments for it, for example you might want to use a generator so whenever there is a power shutdown you might want to use it and let’s say every one day you are going to use this generator there is going to be rent of 200.
Types of Resources
Since this rent generator may be share across multiple warehouses there might be a fixed transportation cost and you get this generator to your warehouse and the 4th type of resources you might to want use this to run your generator you might use (( )) and let say you are going to use let say 5 dollar or 5 rupees per liter as the charge for consuming your diesel and there are certain cost information has been provided let’s see the on to have a travel cost for material let’s say it is 500 rupees and for shipping your inventory to another warehouse you might need to incur a fixed cost of a travel cost of 300 rupees and to get the contract cost for your work also for your warehouse let say it is around 2000 rupees. These are all some variables and fixed cost that you might incur as a part of your project, so the last type of resources we can going to talk about it is a budget resource let’s say your management has given a budget for in terms of sales person that it should not go about 3000 rupees and the facilities (( )) should not go about 2000 and a material cost should not go about (( )) 500 rupees so we are going to take these information what you have see on the screen and we are going to look at how we can incorporate into project 2010. Let’s get started with the three types of resources what it need to know, though in real world you might say people material, facilities and so and so in project 2010 there are 3 types of resources that have supported the 1st one is called as work, the 2nd one is called material and the 3rd one is called (( )) resource. When I say over resource it’s for generally people resources that consume effort to complete a job, now example I can say the two sales people can be called as (( )) resources because the cost is going to incur in the project based on how many days they are working with respect to this current project, (( )) little bit you have about people are work to resources manage all that as a feature through which you can find whether is work resources are over utilized or not. In example could be all people resources come under resource category. The 2nd type of resource have been material resource, material resources are those capital and consumable resources if you just go back to the previous slide I can say may be the facilities, I can say even my equipments can be considered as my material resources because these resources are being pushed as a part of my project and naturally you might not want to plan over allocation or you may not want to have a calendar associated with these types of resources.
How to add resources1?
Naturally for materials, the cost is going to be calculated more by the unit, so if you look at the material resource here I having here is thesis let’s say for every one day you are going to [Audio not clear] one liter of diesel naturally for 5 days you are just doing the same 5 into 5 rupees per liter so that is going to be the cost of the material resources. If you look at the facilities or equipments naturally it is going to be rented per week, so naturally when we are going to assign this particular resource you need to give the unit of measure based on with the cost is going to be calculated, so for material resources Microsoft project cannot given double over allocations because material resource don’t have a calendar or working hours associated with it and example could be facilities or like what you said at a final type of resources is a cost resource which are generally monitory resources that are spread across your project. For example you might have a travel expense the I might want to get the inventory and the generator my workouts you might (( )) generator cost now the travels cost getting generated to the work house 500 the travel cost for getting (( )) is 3000, so 3000+500 so the total travel cost of this particular project might be around 3500 so those types of fixed cost that is spread across your multiple activities in your project comes under the 3rd category called (( )). Let’s get into the details of how and where you set up your project information, let me go back to Microsoft project, so currently you are able to see I am looking at my Gantt chart view where I have few set of activities being displayed and I have my level 0 project summary task also being displayed here so I am not assigned any resources any of my activities and you can see the overall length of this current project is around 30 days. In terms of this webinar we are more focusing on the resources so you need to change your view to what we call as resource sheet, so let me go to the view ribbon you can find on the resource view data group that’s a button called resource sheet this will allows you to change your current view to the resource sheet view, so on my current screen you are able to see the list of resources like the you can have the list of resources here where you have that name like resource name type, material what type of material code you want to use their initials, group, max unit the cost information what calendar you are trying to use here. You can see there is a type column available here which has 3 possible values can be either work, material or a cost resource so let’s focus for the next 5 minutes on the work resources here. I am just going to go back to my slide here you can see my slide there are 2 work resources that is Suresh and let’s say Sai so let me go back to my project 2010 and where I am going to say the first resources, second resources Suresh. So the movement you typing the resource name by default project assume these resources are work resources and make work resources will not have a material labor associated so this can be back and the initials it is just the first letter of this name the initials is predominantly use when you go for reporting or when you do the assignment of these resources these are activities, so currently I am just going to copy the names of the resources are pasted in the initials. You have column here as called group since these two resources are sales people I am just going to say the sale so that I can categorize these resources at a later point in time so since these two have work resources you know people resources will have a calendar associated with it so let’s talk about the 1st resource here given in the slide which is your Suresh, Suresh is says that he worked 8 hours per day and he is allocated to the project 100% and this (( )) is 100 rupees per day, so let’s look at how you will calculate this information I am going to double click Suresh here which opens of a resource information dialogue here. It has fields like resource name which I have already typed in, (( )) should also provided you can say there are 2 fields here called email and windows account this field might not be useful for desktop version of Microsoft project but at the end of the series I am just going to give you a review about how to use macros, may be using macros you can extract these data that is the email and windows account so that you can automatically send email through these work resources on task assignment and you have this group and there might be just ignore the code for current tag you see a field like a booking types which have 2 possible values that is committed under propose. Committed resources are source who have permanent resources whereas suppose 10 days so this information is use when you go for resource optimization which comes after the 2 episodes from now, so let’s have this resource as a committed resource and usually there are 2 check boxes available here called generic and budget, remember generic will be use only when you go for budget server setup since we are working on a desktop version this generic will not apply and I will come back to the budget resource later at the end of this webinar. Now we are talking about people resource naturally I need to say this resource will have a calendar associated with it, so if you have attended my session 2 of this series you would have recollected there are 4 types of calendar we discussed, that is the base calendar, project calendar, resource calendar and the task calendar just to have a recap we said base calendars are more centric specific that will have the working time and the non working time of that particular location so what we are assuming here we have base calendar set up on the base calendar currently referring to is a standard calendar. You may as per my standard calendar the working time is a morning 8 to evening 5 and I am just going to go by their default things so let me go to change working time here, you can see that we are now looking at resource calendar of Suresh where resource calendar is based on the base calendar called standard for example it’s (( )) going to during a year during a night shift timing and currently you can see as per standard the working time is 8 to 12, 1 to 5 if I just change this drop down to night shift here you can see the working time now changes it is from 11 pm to 12 am and on Tuesday it is 12 to 3 and 4 to 8. As you can see just by changing the base calendar of a particular resource the working time of the resource automatically gets changed and I am just going to change it as per standard here if you want to have own working time of particular resource you can anyway go to the work weeks here where you can change it for example if I want to say this resource is going to work from not from 8 to 12, 1 to 5 rather it’s going to work from 9 to 12, 1 to 6 I can go to the work weeks here and as it says working time is based on a default work week so the word default maps to the default here and the work week maps to work week start here. Since this default work week apply throughout the year I just go to the detail and I say from Monday to Friday the working time of this resource is from 9 am to let say 6 pm so what it this means to MS project which means wherever a work schedule for this particular resource the work will be scheduled only between 9 to 12 and 1 to 6 so any work after 6 will be pushed to the next working day as per this particular resource. Now with this respect to Suresh I have set my calendar though have set up the calendar I need to tell this resource is allocated to the project 100%. What I mean by 100% which means if I look at my calendar here queries are (( )) throughout the project too much of project as you can see my available from one and available from two is not available which means throughout the project or throughout the year is allocated to the project so on 13th of October which is a non working day 100% is ideally means he can work in project only 0 hours. If on Monday he can work totally 8 hours with respect to this project so this ideally defines his working time with respect to the company whereas this 100% just tells how much percentage of this working time can you work on this active project so now I have assigned at this which have might want to provide an explicitly (( )) provide an available from one and available two here so I will say from 1st of October till let say till end of October is allocated 100% and from let say from 11th of just trying to give [Audio not clear] from 1st of November to 30th of November may be is allocated to the project only 50%. The benefit you have is you can explicitly say that from given date till the given date is allocated 100% and from a different date to different date is allocated to the project only 50% this talks about its availability so the next piece of information which you need to store is the soft information you want to say this resource is charging around 100 rupees per day. You can go to the pause tab where you have the cost rate table you have cost rate table you can ideally set from what date should this cost be apply. Currently the effective date says – which means thorough out the project this will be the rates that will be use for cost calculation so in this example I am going to say my standard rate is from 100 rupees per day which means if I am working on a 5 day activity naturally the cost is going to be 100, into 5 days so for that particular task, the cost will be 500 rupees and you can see other 2 fields here called overtime rate and the peruse cost. I am just going to (( )) different rate here let’s say it is 150 and my 3rd (( )) is going to be let’s say 10 rupees, so whatever mean by peruse cost every time when I am assigning this particular resources to each activity the peruse cost will be added to the particular cost, whereas overtime bar has ideally say in those scenarios where I am over allocated I must want to give more to the particular resource so that the resource at least have the enthusiasm to work that particular task. In those scenarios the overtime rate will be used. By real example how this rate will be multiplied and how the cost will be calculated so you can see there is a small drop down here called cost (( )) which has 3 values called start, (( )) and end for example if you are trying to do a movie project, naturally the resources people resources will generally the actors. So according to actors what you will ideally do is the movement I am starting working on a activity naturally the cost need to be paid for an (( )) rated ideally will be cost in this case. If you are having a consistent or a contractor you might ideally say only when the 100% of the work is completed naturally the cost will be paid to the contractor naturally see cost accrual in that case will be n but if you are a employee in a company naturally the based on how much of effort you have spent on the task naturally the cost will going to be calculated with respect to that activity so in that case you go for what we call as grow rate now we have set up the work resources, so just to summarize we had setup of our calendar. We also set the available from and available to and we also had the cost implementation about that particular resource, now I just going to apply the same setting for the other resource here so with respect to this resource is working only 4 hours per day so I am just going to (( )) to is calendar where I am saying this resource is going to work in this company only for 4hours so I am going to say his going to work only from 8 to 12 and with respect to allocation is allocated 100% which means he is going to work on all the activities only 4th as per day. Since he is going to send only 4 hours per day naturally the cost is going to be minimal here, this going to say it is 50 rupees per day here. Now you are able to see the same cost information available on your current screen, now I just going to go back to my Gantt chart and I am going to assign these work resources to some of the activities so that you can see how the cost is getting calculated. So the first step I am going to do is I am just going to insert a column on my Gantt chart called as cost so the current cost of this project is 0 rupees. Let me try to assign few resources, for my finalize work of warehouse that is going to assign let’s say Suresh to that task, you can see since it is a 5day activity you know that he starts in 100 rupees per day.
Cost calculation 1
You can see for 5 days the total cost is 500 and you remember there was a per use cost of 10 rupees so when I am trying to assign Suresh for other activity here, you can see respect to this activity it is may be let me try to say he is going to work on this activity task. You know that this activities happening on November you know on November he is going to be working only 50% naturally he working on this task of a 50% naturally for a 5 day activity you can see total cost was calculated accordingly here so you can see for 5 days 50% the cost is going to be around 255 in this case, so what I am trying to (( )) exercise is the (( )) cost is going to be added for every assignment of those resources on this particular task, so let me undo this change. If I am trying to assign let’s say Sai do the other activity you can see the cost is going to be calculated in different way because you know for 40 days for each day is around 4 hours per day and you can see the total cost of this cost is still need to file it is 250 and that is what you are able to see as a total cost of this particular task so what we have just demonstrated is a work resource and the calculation that is being applied in this particular scenario, for work resource the cost is calculated like standard way which is in this case was 100 rupees in their regular work.
How to add resources2?
Thus you are able to see fixed cost what we had peruse cost in assignment but I am not talked about over time rate here because we had a over time for Suresh in this case, for example there was a 5 day’s work that has been provided to him, but you want to explicitly say after 40 hours. He is going to spend 10 hours as over time. I am just going to split this screen and on my task form on the bottom I am just going to say over time is going to say 8 so now they are able to see the cost is going to be calculated accordingly so let me say cost here with respect to this particular resource you can see the cost will ideally the you can say it is 40hours and 8 hours over the regular work here is 32 hours so the standard rate when you multiplied with 32 hours and remaining 8 hours will be multiplied by the overtime rate I hope they remember for a overtime rate which will just give a much bigger cost so accordingly the cost got fluctuated. This is the place where you can ideally provide and so that a overtime bases applied for particular resource so the next type of resource which I might want to focus is the facilities and the equipments so we have a facilities here called warehouse and we have equipment called generator, let me go back to the Microsoft project and I am just want to change my view to resource sheet, so the next resource here is the warehouse and I have a another resource called generator. Remember a generator and warehouse cannot be considered as a work resource because we will not have a calendar or they will not have an availability so I am just going to say both of them are material resources okay so the movement I say material you remember a calendar got automatically disabled and you can see the standard rate, the over time rate and the peruse cost. You can see it is not for a unit because it is a fixed cost associated with it. If I go back to my slide it says my facilities my rented equipment is 1000 per week, I am let’s going to say 1000 so I am not going to give the unit here as per week here, it’s only during assignment and I am just going to give that and for this generator the cost is 200 per day. There is also cost with respect to generator it is every time you want to transport this generator to your warehouse that’s the transportation cost a fixed cost of 100 rupees for it, For generator I am going to say my cost peruse is 100 when I double click my generator you can see this is a material resource you can see my available from, to will be disabled and you can even see my calendar will be disabled in this previous case. Let me go for a Gantt chart so that I can start [Audio not clear] these resources to those activities here, so I am just going to assign a few resources material resources in this case for example after finalizing the warehouse and there are transport in the inventory will be warehouse you might want to maintain this inventory for example for maintaining we are trying to have Sai there and you want to use the generator so I am just going to assign a generator in this case and I am going to use only one generator in my warehouse. The movement I asking a generator which is the material resource you can see bracket it says one the one means you are using one unit of generator with respect to finish this task So,if I just look at the cost information about this generator you can see I have use one unit of generator into the particular case so you might want to say I want to use one unit may be for every week you can see I am using it for 2 weeks here so I am just going to say (( )) one generator or the week and let me say okay. Now you can say the cost would have double dump the reason is for one week cost of that particular generator was around 200, for 2 weeks it will be 400 cost of the work resource and [Audio not clear] so the total cost to how work come down to now 1000 rupees in this case. Now we are talked about how to set up our generators, may be let’s talk about warehouse in this case, let’s say I want to maintain the inventory where it might be the warehouse which is going to assigned the warehouse here and the [Audio not clear] warehouse you can see the cost is going to be calculated in this case, so since for the warehouse it is going to be more week I am just going to say one for week in this case and accordingly this cost will be calculated so which means for 2 weeks it’s going to be 2000 rupees will be (( )) of this particular task and for shipping the inventory may be you want to make use of another resource let’s say I am using a people resource here. You might want to make use of a some of the material resources I am going to use the generator here and I might want to use one unit of generator per day in this case, so as you can see you can try to assign the work resource as well as machine resource simultaneously for a particular activity, the 3rd (( )) of resource is the diesel which means you are trying to use a diesel for a generator and it has been charge as 5 rupees per liter in these days, let me change my view to the resource sheet, in my resource sheet I am just going to bring my other resource since it could not a work it is a consumable resource I am going to say materials and I am going to say it is 5 rupees per liter for example. Now you have a requirement that whenever I am trying to run my generator naturally I need to use diesel accordingly for example since it is a 10 days duration activity which means for every one day you might want to make use of one liter diesel. When I try to assign a diesel in this (( )) case what project assumes this you are going to use one liter of diesel throughout the10 days but you want to use you want to explicitly say I am going to use one liter per day here I am just going to say one liter per day as my unit with respect to my diesel so as you can see the work and cost is going to be calculated accordingly in this particular case. As you can see the work column is more connected with people, whereas the cost is going to be calculated most on how many people you are using and how many material resources you are trying to utilize with respect to that task. If you look at all the 4 types of resources we have configured that is people, facilities, equipments and even material resources I can say the cost is going to be calculated based on how much (( )) them but there are certain cost resources that might be very fixed okay it is not dependence on how many people or how long the duration is going to take so let’s talk about the cost resource here we have a requirement that there is a travel cost for materials before it’s gets into the inventory for example it is 500 and a travel cost for the shipment is around 300 and the contract cost for warehouse is around 2000 rupees. Let’s talk about last year, it says on track offer the warehouse is 2000 rupees, so if I just go back to my project you can see there is one activity called finalize warehouse may be when you are finalizing the warehouse 5, 10 rupees were more calculated based on the resource people resources were working on it, but apart from 5, 10 rupees you might also want to add this fixed cost of 2000 rupees to this particular cost. I set up you insert a column of on your Gantt chart called as fixed cost, so on my fixed cost (( )) may be say the total fixed cost for this task is 2000, now you can see the cost of this particular task is now increased to 2510 rupees okay. Now the only confusion (( )) people might have when they (( )) this plan is what is 2000 mean that is mean the [Audio not clear] with respect to this activity so in order 2010 they have introduce a new type of cost called as resource or a cost resource, you can go to the resource sheet where you can include a cost resource called as a travel cost in this case I hope you can see travel cost for material is 510 and travel cost for shipment is around 100 I am going to have a new type of resource in my resource sheet called as travel cost and since this is going to be a (( )) cost I am going to say the type is cost. (( )) the movement I say it is a cost resource, he will not be able to provide any standard rate at cost rate for this particular task, it’s only when I am assigning the travel cost to the particular activity ideally this providing the cost information, so let me go back to my Gantt chart it’s state the travel cost for materials is 500. Let say you are transporting the inventory is a work house, so you might want to say for this particular task I might want to have my travel cost and the travel cost for this particular activity is 500, so what I have done is for this particular task I have a people as well as cost resource where the cost of transportation is 500 if you take the next requirement we had travel cost for shipment is 300 so let me go to the shipment activity where I am just going to include the travel cost resource here.
Cost calculation2?
I am going to say the cost information here is 200, now you can see the 200 will get automatically added to the cost of that particular task, benefit what you have now is now you have a travel cost a different travel cost for each activity, if I just go back to my resource sheet there is an ease rate to know what is the total travel cost of this particular resource and the other resources also.
Resource Fields
I hope you remember on the first session, they talked about the structure of the MPP file we have task table, resource table and the assignment table we also said the data in these 3 tables are simplified by use tables, features and groups so currently that your using is the resource sheet and the table you are currently think that, you can see is a entry table, now I can change my table within this (( )) cost that see the travel cost of this project is around 700 to the cost of the other resources with respect to this task that are the people, resources and material resources and the cost resources are also (( )) in this case.
Budget Resource
What we have seen so [Audio not clear] we have talked about how to add your work material and cost resources so where we talked about how to configure working time and their availability, you also talked about [Audio not clear] information in terms of the standard rate, overtime rate and the peruse cost, the (( )) work resources cost is calculated by this way. Standard rate is multiplied by the (( )) work and the overtime work is multiplied by your overtime work plus any fixed cost with respect to the task and with respect to the material resources the standard rate is multiplied by how many users you are trying to consume in our case we may use of the you can say the diesel, the warehouse or the generator or the material resources so the movement we said we are going to use the one generator naturally one was multiplied with respect to the standard rate and if there was any peruse cost that was (( )) added with respect to task. Just to summarize for work, material and cost you can see for a work resource you can have material label whereas there was an availability for a work resource, for a material and cost we don’t have an availability unit because you don’t have a calendar associated with it, for a work resource you have a standard rate overtime rate and the peruse cost whereas for material you have only the standard rate and cost peruse. Whereas for a cost resource only when you are assigning the cost resource for this particular activity you are providing cost information you remember there was a cost accural is available where we said cost prorated and gain so depending on how you want the cost to be calculated when you are reporting performance you might want to select it. You (( )) a work resource is only one section have a calendar associated with it so the last part which we are going to discuss is the budget resource. I think when I go back to my project you can see the total cost of project is going to be just you can if I just go back to my Gantt chart so total forecasted cost of your project is around 7865 so this is your forecast may be there is a budget given to you with respect to different categories of resources. Let me first go back to my resource sheet and let me change my table to entry table you can see the first 2 are (( )) resources and let say the others I can say as a facilities. I can just going to have facilities and let say this is the cost and I am just going to have so I just categorize this resources now I can (( )) so that we will try to understand how that is the better cost of these individual resources it’s more or less than the budget that has been approved so the first step is in order to create a budget resource is to understand what is the budget given with respect to different categories [Audio not clear] 3 budgets are divided so with respect to sales person the total budget is 3000 facility is 2000 and material it is 1500 so let me go back to my project so the 1st resource I am going to create is the sales person budget. Let’s say sales person annual budget, so since sales person that you can see they are trying to have a cost associated with this person so I am going to say it is a cost resource but since it is going to be a budget I should not treat it as a normal cost resource so I am going to double click this particular task and I am going to turn out this option called budget resource which means a budget resource will have the overall cost information about this particular [Audio not clear] at a level 0 of your project summary task. Now let me have the other resource also we have facilities it is also the budget I have [Audio not clear] budget so (( )) these 2 resources are cost resources because it is going to have the budget cost with respect to these 3, so first step what I am going to make is I am going to have all the 3 as budget so please remember the non budget resources right like people, like material and cost resources as you have seen can be directly assign to any activity in the project except the level zero.Whereas budget resources can be assigned only to the level zero of your project so the first step is I am just going to assign those 3 resources. Let me split this 3 on my level 0 I am just going to assign my facility budget and I am going to assign my material budget and the sales person cost, let me try to assign it, I am just going to the resource tab where I am assigning these 3 budget resources so though I have assigned these 3 resources you can see I need to assign the individual budget that has been relevant for these 3 categories, so the place where you can assign the budget for these 3 if you can change your current view to the task usage. I am just going to the view ribbon where I am changing it to task usage on my task usage you can see the resources are coming at a each of the individual activities and I am just insert a column on my task usage name of the column is budget cost so for sales people the budget that has been provided is 3000 and for facilities it was 2000 and for material it was around 500, 1500 okay. Let me just (( )) what I have made in your resource sheet I added these 3 budget resources the 2nd step on my Gantt chart I assigned those 3 budget resources to the level 0 of my project so you can use this cost column to provide as the budget cost rather you change your current view to the task usage and you insert a column called budget cost through which you can provide the budget of your project, you can see the total budget of this project is around 6500 so if I just insert a another column here called cost you can see the total cost of this project currently is around 7855. You can see you have over short in terms of budget, which means forecasting budget is more than your budget cost in this case so the view currently you are looking at is more based on the task level where you are able to see a comparison between at a task level and the resource level.
Summary
You might have a requirement where I want to compare budget cost with respect to the forecasted cost at the resource level, you can change (( )) with the resource sheet and change the table to cost information where I can insert a column at the resource sheet here as budget cost and I am just going to say this is called sales and this is for facilities and this is for materials. So I just added category for each of the budget resource and I am just going to group these resources based on the resource group here. Now you can see for the cost category right for the facilities category you can see the total budget that was been provided was around 2000. Whereas the cost you are incurred for facilities there has around 3600 for material this 1500 but you are not spend much on it with respect to sales it is 3000 but you have spent only 1500. You might want to make use of this information for to compare your 4th [Audio not clear] with respect to those activities, so [Audio not clear] you make sure you add your budget resource in your resource sheet and I think this budget resource here level 0 and assume this budgeted cost are work through the usage use available in your project. Just a summarize we have the 3 types of resources work, material and cost, work resource I have generally people resources are consume time to complete his job, there are material resources generally facilities that consumable resources that are used throughout your activities, cost resources are generally category that might be spread across multiple task in your project and finally we conclude this budget resources with the special categories of resources that will hold the overall budget in terms of some activities like sales, people or may be with respect to this facilities or material. You also configure to working time on the availability for your work resources and we also modify their working time and we also made use of the cost information at a both resources are the material resource and the cost resource of your project. Next week we are going to have a live Q and A so it is going to be on 18th of October (( )) You just go to techgig for registering for this information so the next session of this series session 5 is going to happen on 25th of October that’s where we are going to talk about in a more detail (( )) how we are going to assign these resources and cost information here individual securities, so please share your feedback to my email address this is sai@sainivas.com and I just welcome your feedback please go to my facebook page saithesimple and jus give your feedback to the post area available on my facebook page. Thank you