Create a new resource

When you create a new user in Microsoft Project Server 2010, you can choose to also make that user a resource. However, sometimes you may want to create a resource that cannot log on to Project Server 2010. For example, you may want to add a material resource, such as a conference room, that has no need to be able to log on to Project Server 2010. Project managers can still assign the resource to work. But if there is no work to track, and the project manager can account for when the resource is actually used, there is no need for that resource to also be a user.

To create a new resource:

  1. On the Quick Launch, in the Settings section, click Server Settings.

  2. On the Server Settings page, in the Enterprise Data section, click Resource Center.

  3. On the Resources tab, in the Editing group, click New Resource.

  4. In the Type section, complete the following:

    • Type    Choose whether you are creating a Work, Material, or Cost resource.

    • Budget    If the resource is a budget resource, select the Budget check box.

    • Generic    If the resource is generic, meaning that you will use it for planning and replace it with at least one named resource further in the planning process, select the Generic check box.

  5. In the Identification Information section, complete the following:

    • Resource can logon to Project Server    Select this check box if you want the resource to also be a Microsoft Project Web App user.

    • Display Name    Type the resource's name in this box. This field is required.

    • E-mail address    If this resource has an e-mail address that he or she wants associated with project work, type the address in this box.

    • RBS    If your organization uses a resource breakdown structure (RBS), click the button next to this field and select the appropriate RBS code for this resource from the list.

    • Initials    This field is automatically populated with the resource's initials, based on the name typed in the Display Name box. If you want to use different initials to refer to this resource, type them in the Initials box.

    • Hyperlink Name    If this resource has an associated Web site, type the name of that site in this box.

    • Hyperlink URL    If this resource has an associated Web site, type the URL to that site in this box.

  6. In the Assignment Attributes section, complete the following:

    • Resource can be leveled    If you want to enable project managers to balance this resource's workload based on his or her availability and assignments (leveling), select this check box.

    • Base Calendar    Choose the calendar that most closely represents this resource's overall availability. For example, if your organization has a base calendar that accounts for specific holidays or events, you can set that as this resource's calendar, and work assigned to this resource will be scheduled around the calendar's nonworking days.

    • Default Booking Type    Choose whether you want this resource to be Committed or Proposed when assigning work.

    • Timesheet manager    Type the name of the person who approves or rejects this resource's timesheets, or click Browse to select the timesheet manager from a list. Resources may not have separate timesheet managers.

    • Default Assignment Owner    Type the name of the person who approves or rejects this resource's task progress, or click Browse to select the assignment owner from a list. Resources may not have separate assignment owners. For example, if the resource is a conference room, and the project manager tracks how long that the conference room is used, the assignment owner may be the project manager.

      Tip:  You can set the assignment owner within the project on an assignment-by-assignment basis.

    • Earliest Available    Choose the date when the resource becomes available to assign to tasks, if it is appropriate. If the resource does not have a set period of availability (that is, if he or she is always available), leave this setting blank.

      Note:  The earliest and latest available dates correspond to the resource availability dates for a resource, as seen in Microsoft Project Professional 2010.

    • Latest Available    Choose the last date that the resource is available to work on tasks, if it is appropriate. If the resource does not have a set period of availability (that is, if he or she is always available), leave this blank.

    • Standard Rate    Type the resource's standard pay rate in this box.

    • Overtime Rate    Type the resource's overtime pay rate in this box.

    • Current Max. Units (%)    Specify the maximum time period that a resource is available for work, as a percentage. For example, if the resource is available full-time, type 100%. If the resource is available half-time, type 50%.

    • Cost/Use    If the resource has a flat fee associated with each use, type that cost in this box. For example, a van rental may require a flat fee up front, with an added standard cost per mile. The flat fee is its cost per use.

  7. In the Departments section, click the button next to the Resource Departments box, and select which department or departments the resource is associated with. If the resource is not associated with a particular department, leave this setting blank.

Tip:  Associating a resource with a department narrows what the resource sees when they use Project Web App. It can help the resource find what he or she is looking for more quickly, by removing things from other departments that do not apply to his or her work.

  1. If your organization created codes for grouping and costing purposes, in the Group Fields section, complete the following:

    • Group    Type the name of the group in this box.

    • Code    Type the code for the group in this box.

    • Cost Center    Type the cost center code for the group in this box.

    • Cost Type    Click the button next to the Cost Type field, and then select the type of cost associated with this group.

  2. In the Team Details section, click the button next to the Team Name box, and select which team the resource belongs to, if it is appropriate. If the resource will be managing and delegating tasks that are assigned to the team, select the Team Assignment Pool check box.

Tip:  Some organizations create a generic resource for each team so that tasks assigned to the team first go to the generic resource. This way, no single resource takes on the task assignment before it is appropriately delegated. If you choose to use a generic resource in this manner, set the assignment owner for the resource as the team manager, select the Team Assignment Pool check box, and select the team from the Team Name list.

  1. In the System Identification Data section, type additional identifying information for the user in the External ID box, if it is appropriate.

    For example, your organization's HR department may use employee ID numbers to track data in its HR systems. By providing that ID number in the External ID box, you identify an association between the resource that you are creating and the HR department's employee data. The External ID box can also be used to facilitate the consolidation of reporting of resource use beyond what Project Server 2010 provides.

    Tip:  If you are not sure whether you should be capturing any data in the External ID box, check with other departments in your organization to find out whether it would be useful to connect resource data with other systems, or merely leave this box blank.

  2. Click Save to create the new resource.

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