Goal: Manage shared resources

Applies to
Microsoft Office Project Professional 2003
Microsoft Office Project Server 2003
Microsoft Project 2000 and 2002

After you have entered enterprise resources (enterprise resources: Resources that are part of an organization's entire list of resources. Enterprise resources can be shared across projects.) into your project, you will typically need to review or change the resource information (resource information: The categories of information shown in the Resource Sheet view that specify details about a resource, such as name, type, group, maximum units, and standard rate. Apply a different table to the view for other resource information.), such as resource availability, actual work, and assignments (assignment: A specific resource that is assigned to a particular task.) to make sure your project is as flexible and cost effective as possible. Keep in mind that some of these activities, such as removing an enterprise resource or changing details about an enterprise resource, may be performed by roles other than a project manager. For example, some organizations may use a resource manager to manage specific resource details.

 Tip   This article is part of a series of articles that describe a broad set of project management activities. We call these activities "goals" because they are organized around the project management life cycle: Build a plan, track and manage a project, and close a project. The project life cycle is outlined in The Project Map, where you can find a link to an article about each project management goal. Most of the articles include links to supporting information or procedures that you perform in Project or Project Server. These "goal" articles were designed to help you not only use Project but also better understand project management.

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See all goals on the Project Map

People walking outside of buildings

number 1 Check resource availability across projects     You can view a graph of resource availability to find overallocated (overallocation: The result of assigning more tasks to a resource than the resource can accomplish in the working time available.) or underallocated (underallocation: Assigning a resource to work fewer hours than the resource has available.) resources within a project or across projects in your organization.

Number 2 Analyze resource performance     You can analyze project costs using PivotCharts® (PivotChart: Provides a graphical representation of the data in a PivotTable report, an interactive, crosstabulated report that summarizes and analyzes data. Use the Portfolio Analyzer to select the data that you display in a PivotChart.) and PivotTables® (PivotTable report: An interactive table that summarizes, or crosstabulates, large amounts of data. You can rotate its rows and columns to see different summaries of the source data, filter the data by displaying different pages, or display details.) within a project or across projects.

Number 3 Modify the information for an enterprise resource     If you have the right permissions on Project Server, you can modify certain types of resource information, such as skills, costs, and calendars.

Number 4 Automatically replace resources with the Resource Substitution Wizard     If you are using generic resources (generic resources: Placeholder resources that are used to specify the skills required for a specific task.), you can have Project automatically replace them with real resources in a single project or across projects.

Number 5 Remove a resource from the list of enterprise resources     If you no longer want to use a resource in your project, you can deactivate the resource. This ensures that the information and project history associated with that resource are retained.

Number 6 Add a resource to the list of enterprise resources     If you have non-enterprise resources in your project, you can add them to the enterprise resource pool to take advantage of enterprise features, such as the Portfolio Analyzer, Resource Substitution Wizard, and resource reporting across the organization.

Number 7 Replace a resource     You can replace resources with another resource within the enterprise pool.