Using local resources and central resource pool in the same file

[Atenoriob]

We are trying to implement a central resource pool for our projects using
MS-Project 2003 Standard. The problem we are currently facing is that
Department personnel will be managed using a central resource pool in a
separate file, while material and external resources specific to each project
must be planned individually (locally) in each project file. Given the
material volume each project handles, if it were to be entered in the central
resource pool, it would become an unmanageable monster file.

Up no now the only way we have found for sharing resources between files has
been Tools  Resource Sharing  Share Resources  Use Resources from
FILE.mpp. This option does not allow for a combination of local & central
resource management. Is there a way of accomplishing a dual solution?

Thanks in advance.

 

[Jim Aksel]

Open the file ResourcePool.mpp it contains "Pool Resource1, Pool Resource 2..."
Create a new file LocalProject.mpp

In LocalProject.mpp add "Local Resouce1, Local Resource 2, ...." on the
Resource Sheet of the LocalProject.mpp file.

With both ResourcePool and LocalProject files open, make sure you are in
LocalProject.mpp and then Tools/Resource Sharing... Set to use the resource
pool just like you normally do.

Now, when you assign resources (I use the icon on the toolbar), you will see
all the resources available to you (from both files).

Give it a try. I am on travel today so I may not be able to check back. In
that case, I am certain one of my peers will jump in
--
Jim Aksel, MVP

Check my blog for more info:
http://www.msprojectblog.com

This newsgroup is moving, try here too:
http://social.answers.microsoft.com/Forums/en-US/addbuz/threads

 

[John]

We are trying to implement a central resource pool for our projects using
MS-Project 2003 Standard. The problem we are currently facing is that
Department personnel will be managed using a central resource pool in a
separate file, while material and external resources specific to each project
must be planned individually (locally) in each project file. Given the
material volume each project handles, if it were to be entered in the central
resource pool, it would become an unmanageable monster file.

Up no now the only way we have found for sharing resources between files has
been Tools ? Resource Sharing ? Share Resources ? Use Resources from
FILE.mpp. This option does not allow for a combination of local & central
resource management. Is there a way of accomplishing a dual solution?

Thanks in advance.

Atenoriob,
One way to accomplish what you want is to create a separate file that
has only the tasks with material and external resources - repartition
existing tasks as necessary. Set up that file to use local resources and
link it to your main project file using external dependencies as
required.

I don't know if Project Server has capabilities for both shared and
local resources in a single file but you may want to explore that
approach. Unfortunately the newsgroup that deals with Project Server is
being "retired" along with this newsgroup so you will need to post your
question to one of the new forums for Project. Start with,
http://social.technet.microsoft.com/Forums/en-US/category/projectserver20
10,projectprofessional2010.

Hope this helps.
John
Project MVP

 

[Dale Howard [MVP]]

Atenoriob --

Unfortunately Jim Aksel's solution will not work for you. If you add
resources only to the project file as local resources (but not in the shared
resource pool file) and then assign those resources to tasks and save your
project, the system will prompt you to update the shared resource pool file.
When you click the Yes button, the system will ADD to the shared resource
pool file the local resources assigned to tasks. This defeats the purpose
of what you are trying to accomplish.

The best way to handle your situation is as John describes in the other
answer to your question. Hope this helps.

 

[Jan De Messemaeker]

Hi,

While it is still possible: yes, Project Server has this possibility to use
local resoruces and common resoruces in one file, the local ones remaining
local.

--
Jan De Messemaeker
Microsoft Project Most Valuable Professional
+32 495 300 620
For availability check:
http://users.online.be/prom-ade/Calendar.pdf

 

[Atenoriob]

Hi,

First of all I'd like to thank you all for your responses.

Creating a separate file is however no viable option given that all the
tasks that utilize material and external resources are closely linked to
tasks that use resources from the pool, total being around 2000 tasks for an
average project. Creating links between several files would defeat the
purpose of minimizing complexity given that it would make the relationships
betwen tasks very complex, which would not only lead to confusions and
eventually errors in the plan, but also would make it very slow given that
some colleagues must access the file from overseas and connection speed is an
issue.

MS Project Server is in the short term out of the question given that it
must be validated by the IT Division, then the servers must be brought
online, and so on. I would not count on it for the next 2 years...

Anyone has more suggestions inspite of these restrictions?

Thanks in advance.

 

[John]

Hi,

First of all I'd like to thank you all for your responses.

Creating a separate file is however no viable option given that all the
tasks that utilize material and external resources are closely linked to
tasks that use resources from the pool, total being around 2000 tasks for an
average project. Creating links between several files would defeat the
purpose of minimizing complexity given that it would make the relationships
betwen tasks very complex, which would not only lead to confusions and
eventually errors in the plan, but also would make it very slow given that
some colleagues must access the file from overseas and connection speed is an
issue.

MS Project Server is in the short term out of the question given that it
must be validated by the IT Division, then the servers must be brought
online, and so on. I would not count on it for the next 2 years...

Anyone has more suggestions inspite of these restrictions?

Thanks in advance.

Altenoriob,
You're welcome. Sorry the most viable approaches aren't right for your
situation.

Are there other ways to do what you need? Yes, but implementing them may
not be optimal and/or may require development work for a VBA solution.
Given some time you could probably come up with some type of algorithm
to add in "local" resource and material costs through VBA. Or, depending
on how you need to show material and external resources, you might be
able to use the Fixed Cost field.

If you want to pursue this discussion further you will need to repost to
our new forum. This newsgroup is being shut down tomorrow, June 1st,
2010. The new forum can be found at,
http://social.technet.microsoft.com/Forums/en-US/category/projectserver20
10,projectprofessional2010

John
Project MVP

 

[Rod Gill]

HI,

I agree with John. Your only solution is a custom one, either developed
directly in VBA or by using a 3rd party tool. www.mvps.org/project has a
list of 3rd party tools.

Personally, as an interim step to Project Server I favor VBA or an Add-in to
export data to SQL Server for reporting purposes and to store inter project
links. This is something I've done several times and find simple to
implement. You use your pet SQL Server reporting tool for reports and keep
all .mpp files separate with no links to pools or other files, so
eliminating all file corruption risk.

--

Rod Gill
Microsoft MVP for Project - http://www.project-systems.co.nz

Author of the only book on Project VBA, see: http://www.projectvbabook.com

Altenoriob,
You're welcome. Sorry the most viable approaches aren't right for your
situation.

Are there other ways to do what you need? Yes, but implementing them may
not be optimal and/or may require development work for a VBA solution.
Given some time you could probably come up with some type of algorithm
to add in "local" resource and material costs through VBA. Or, depending
on how you need to show material and external resources, you might be
able to use the Fixed Cost field.

If you want to pursue this discussion further you will need to repost to
our new forum. This newsgroup is being shut down tomorrow, June 1st,
2010. The new forum can be found at,
http://social.technet.microsoft.com/Forums/en-US/category/projectserver20
10,projectprofessional2010

John
Project MVP

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[Atenoriob]

Thank you both for your great anwers. In the end the most viable solution
would be to report the material costs as fix costs for their corresponding
tasks and write a small notice stating what kind of material it is. This
solution should work until we get Project Server.

I will see you in the Forum, cheers!

 

[John]

Thank you both for your great anwers. In the end the most viable solution
would be to report the material costs as fix costs for their corresponding
tasks and write a small notice stating what kind of material it is. This
solution should work until we get Project Server.

I will see you in the Forum, cheers!

Atenoriob,
You're welcome.
John