Special Day in a project

[silver61]

I am a beginner and I am still finding my way around thinking in Project
terms.

I have the following situation: The preparation of a project leads up
to ONE special day, where a bunch of resources need to be at a special
place and need to stay for a certain amount of time. (Think of it as a
large meeting where resources are used and everybody works like crazy)

Splitting up the preparation has been easy. But the actual day cannot
be planned in terms of work hours or assignments. I would like to add
all the personnel involved and the material used for the calculation of
the cost for that particular day (or event)

Is there an easy way to do this?

thanks for any help

 

[John]

I am a beginner and I am still finding my way around thinking in Project
terms.

I have the following situation: The preparation of a project leads up
to ONE special day, where a bunch of resources need to be at a special
place and need to stay for a certain amount of time. (Think of it as a
large meeting where resources are used and everybody works like crazy)

Splitting up the preparation has been easy. But the actual day cannot
be planned in terms of work hours or assignments. I would like to add
all the personnel involved and the material used for the calculation of
the cost for that particular day (or event)

Is there an easy way to do this?

thanks for any help

silver61,
Not knowing the actual day of THE event shouldn't be a problem as long
as its predecessors are all the tasks necessary to kick it off. As those
tasks move, due to various things, the event will move accordingly.

However, in order to get a labor cost estimate for the event you will
have to estimate how many resource units will be involved. Say for
example you have 15 people that will work the event. Assuming each of
them works full time on the event you would assign each one at 100%. You
should also set the task type for the event to be Fixed Duration - non
effort driven (Project/Task Information/Advanced tab). The duration of
the event should be set as 1 day. Using this scheme, all resource hours
will go into that one day event and the pay rate of each resource, added
to the material resources assigned to the event, will total up the cost
for the event.

Hope this helps.
John
Project MVP