Can I set up multiple 'resource name' columns in Project 2003

[shellcarr1208]

I have a large project with several groups (outside contract group,
department A and department B) working on summary tasks. Is there a way to
split the groups into 3 separate columns (maybe by resource types) on the
Gantt Chart view and keeping the structure of the project.

 

[John]

I have a large project with several groups (outside contract group,
department A and department B) working on summary tasks. Is there a way to
split the groups into 3 separate columns (maybe by resource types) on the
Gantt Chart view and keeping the structure of the project.

shellcarr1208,
The first thing that bothers me is that you say you have resources
working on summary tasks. If I take that literally, that means you have
assigned resources to summary lines and summary lines are NOT tasks.
There are a very few instances where summary line resource assignments
are appropriate but for the vast majority (99.9%) of project plans,
resources should only be assigned to performance tasks, that is, tasks
that actually have work content and are described by action verbs (i.e.
something is physically done).

Then you mention resource types. In Project there are two resource types
- work and material. Work is most often used as the resource type for
labor resources and material for non-labor resources.

Perhaps what you really mean is you have 3 resource categories -
contractors, department A, and department B. If you have created these
three general categories on the Resource Sheet, then they will show up
in various ways depending on which view you are using. For example, in
the the Gantt Chart view, all three will appear in the Resource Names
field. In either Usage view, (Resource or Task), each resource category
will show up on its own row. If you want to have them show up as
individual columns on a task view (e.g. Gantt Chart), you will need to
designate 3 spare text fields and then customize them with a formula. In
each of those fields the formula will strip out each individual category
from the resource names string. The Mid and Instr functions are probably
the best way to do that.

One other thought. You mentioned a "contract group". In many cases
contract labor is actually fixed cost. A contractor will bid a task or
group of tasks for a given amount of money. You pay that amount
regardless of how many hours the contractor spends on those tasks. In
that case, contract labor isn't really a resource but it more like fixed
material. The contractor can be identified as such on the Resource Sheet
with zero unit cost, particularly if you want the contractor to show up
in the Resource Names field, but in most cases the contractor cost is
simply entered in the Fixed Cost field.

Hope this helps.

John
Project MVP

 

[shellcarr1208]

Thanks for the information, this is exactly what I was trying to describe.
Some of the groups are assigned to the same deliverable and I would like to
keep the groups defined. Michelle

 

[shell1208]

Can you provide more detail on this phrase or let me know where I can find
help - "you will need to
designate 3 spare text fields and then customize them with a formula. In
each of those fields the formula will strip out each individual category
from the resource names string. The Mid and Instr functions are probably
the best way to do that."

 

[John]

Can you provide more detail on this phrase or let me know where I can find
help - "you will need to
designate 3 spare text fields and then customize them with a formula. In
each of those fields the formula will strip out each individual category
from the resource names string. The Mid and Instr functions are probably
the best way to do that."

Michelle,
The Project Help file is generally a good source of information for this
type of thing. Just type "custom fields" into the help search box. It
will bring up help topics on custom fields and functions. Another good
source might be fellow MVP, Mike Glen's series on Project lessons and
techniques. You can access Mike's series by going to our MVP website at:
http://www.mvps.org/project/links.htm
and clicking on the link to Mike's tutorials. Lessons 14 & 15 cover
customizing fields.

If you can tell me the name for each of your resource categories, I
could help you set up the fields.

John
Project MVP

 

[Dale Howard [MVP]]

shellcarr1208 --

In addition to John's excellent advice, an approach I might use in your
situation would be as follows:

1. In the Resource Sheet view, enter a value in the Group column for each
resource ( enter either "Contract", "Dept. A", or "Dept. B.")
2. In the Gantt Chart view, insert the Resource Group field.
3. AutoFilter or Group on the Resource Group field in the Gantt Chart view.

I believe this approach might meet your reporting requirements. Hope this
helps.

 

[shell1208]

The names for the fields are Bearing Point, DIT and Treasury. If there are
multiple resource groups assigned to a task - will this create any issues on
an effort driven plan?

 

[John]

The names for the fields are Bearing Point, DIT and Treasury. If there are
multiple resource groups assigned to a task - will this create any issues on
an effort driven plan?

Michelle,
OK now you confused me. We were talking about resource categories, what
is this "fields" identification?

The Resource Names field indicates which resources are assigned to each
task. It may be a single resource or several resources. With an effort
driven plan, generally more resources will cause the task duration to
decrease based on the formula: duration = task work/resource hours.

When you said you wanted to see each resource in its own column on the
Gantt Chart, all you are doing is displaying information in a different
form. It will have absolutely no effect on resource assignments or
impact the task in any way - it will strictly be a visual presentation.

John
Project MVP

 

[shell1208]

Sorry, I mean "resource categories".

Michelle,
OK now you confused me. We were talking about resource categories, what
is this "fields" identification?

The Resource Names field indicates which resources are assigned to each
task. It may be a single resource or several resources. With an effort
driven plan, generally more resources will cause the task duration to
decrease based on the formula: duration = task work/resource hours.

When you said you wanted to see each resource in its own column on the
Gantt Chart, all you are doing is displaying information in a different
form. It will have absolutely no effect on resource assignments or
impact the task in any way - it will strictly be a visual presentation.

John
Project MVP

 

[John]

Sorry, I mean "resource categories".

Michelle,
OK, so let me understand this. You are telling me that the Resource Name
field on the Resource Sheet has three entries and those entries are:
Bearing Point
DIT
Treasury

Correct? If not, then what are those names? If that is correct then do
the following:
1. On the Gantt Chart add spare text fields Text1, Text2 and Text3 as
columns
2. Go to Tools/Customize/Fields
3. Select Text1 from the list of task fields
4. Hit the "formula" button
5. Enter the following formula and hit "OK"
Mid([Resource Names],InStr(1,[Resource Names],"b"),7)
6. Then select Text2, hit "Formula" and enter the following
Mid([Resource Names],InStr(1,[Resource Names],"d"),3)
7. Then select Text3, hit "formula" and enter the following
Mid([Resource Names],InStr(1,[Resource Names],"tr"),8)
8. When all three text fields have been customized with their formulas,
hit "OK". You should see each text field in the Gantt Chart view display
each resource.

John
Project MVP

 

[John]

Sorry, I mean "resource categories".

Michelle,
If you use the formulas suggested by my earlier post, an "ERROR" will
appear in the spare text fields where there is no value. A slight
modification to the formulas will fix that. Here is the mod for Text2:
IIf(instr(1,[Resource Names],"d")>0,Mid([Resource
Names],InStr(1,[Resource Names],"d"),3),"")

Use a similar construct for Text1 and Text3.

John
Project MVP