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Manage 10 resources over 10 projects - need to open all project files? RRS feed

  • Question

  • Hi everyone,

    I am a PM of a group that has about 10 projects annually, and about 10 resources to spread around these projects. I would like to evolve from Excel to MS Project for resource management and scheduling.

    Once I create a resource pool project (with no tasks), do I need to open ALL 10 projects at the same time in order to see resource allocation across all projects? These MS project files will stored be stored on a Sharepoint in different folders, so opening all 10 everytime I want to see the assignments for 1 resource seems inefficient. 

    Thanks,
    Drew
    Thursday, May 31, 2012 3:38 PM

Answers

  • 1) Shared resource pools and projects won't work with Sharepoint.  The specific files need to be in a file share for that to work.

    2) You could also embed all of the files into a single master project.  That still requires a file share, but at least you just open the master, and it opens the subprojects.

    3) You might look into a very lightweight Project Server deployment.  That scenario is pretty much what it's targeted for, as you can gain an overview of your resources across all projects.  The only question is whether or not it is cost effective with that size of a resource pool.  You'll have to look into licensing costs for your organization, training - and whether or not other folks within the organization might get value out of Project Server.


    Andrew Lavinsky [MVP] Blog: http://azlav.umtblog.com Twitter: @alavinsky

    • Marked as answer by Dag84 Thursday, May 31, 2012 5:14 PM
    Thursday, May 31, 2012 3:44 PM
    Moderator
  • Drew --
     
    To add to Andrew�??s excellent answer, he is absolutely right that you will not be able to stored the shared resource pool file and the sharer projects in a SharePoint site.  So, you will need to ditch that idea immediately and save the resource pool file and all of the sharer projects in a network folder rather than in a SharePoint site.
     
    To answer your second question, no, you do not need to open all ten of the sharer projects to be able to see the resource allocation across all projects.  Instead, you can simply open the shared resource pool file and examine the Resource Usage view, which will reveal the information you seek.  In addition, you should refer to the blog post I wrote that will help you to identify the projects in which your resources have assignments, and the WBS for all of their assignments, available at:
     
     
    Hope this little bit extra helps.

    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    • Marked as answer by Dag84 Thursday, May 31, 2012 5:14 PM
    Thursday, May 31, 2012 4:55 PM
    Moderator

All replies

  • 1) Shared resource pools and projects won't work with Sharepoint.  The specific files need to be in a file share for that to work.

    2) You could also embed all of the files into a single master project.  That still requires a file share, but at least you just open the master, and it opens the subprojects.

    3) You might look into a very lightweight Project Server deployment.  That scenario is pretty much what it's targeted for, as you can gain an overview of your resources across all projects.  The only question is whether or not it is cost effective with that size of a resource pool.  You'll have to look into licensing costs for your organization, training - and whether or not other folks within the organization might get value out of Project Server.


    Andrew Lavinsky [MVP] Blog: http://azlav.umtblog.com Twitter: @alavinsky

    • Marked as answer by Dag84 Thursday, May 31, 2012 5:14 PM
    Thursday, May 31, 2012 3:44 PM
    Moderator
  • Drew --
     
    To add to Andrew�??s excellent answer, he is absolutely right that you will not be able to stored the shared resource pool file and the sharer projects in a SharePoint site.  So, you will need to ditch that idea immediately and save the resource pool file and all of the sharer projects in a network folder rather than in a SharePoint site.
     
    To answer your second question, no, you do not need to open all ten of the sharer projects to be able to see the resource allocation across all projects.  Instead, you can simply open the shared resource pool file and examine the Resource Usage view, which will reveal the information you seek.  In addition, you should refer to the blog post I wrote that will help you to identify the projects in which your resources have assignments, and the WBS for all of their assignments, available at:
     
     
    Hope this little bit extra helps.

    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    • Marked as answer by Dag84 Thursday, May 31, 2012 5:14 PM
    Thursday, May 31, 2012 4:55 PM
    Moderator
  • Thank you Dale and Andrew, very helpful!
    Thursday, May 31, 2012 5:14 PM