Use the Resource Substitution Wizard to have Microsoft Office Project 2003 automatically staff your enterprise projects (enterprise project: A project that is stored in Project Server to ensure information integrity. To make changes to an enterprise project, users with access permissions are required to check it in and out from Project Server.) according to the skills (skill set: A particular resource's skills.) required for the tasks in the projects, the skills of the resources in the enterprise resource pool, and the availability (availability: Indicates when and how much of a resource's time can be scheduled for assigned work. Availability is determined by project and resource calendars, resource start and finish dates, or the level at which the resource is available for work.) of those resources. The Resource Substitution Wizard works in conjunction with an identified resource breakdown structure (RBS: The structure that describes an organization's hierarchy. The RBS code defines the hierarchical position that a resource holds in the organization.) (RBS). The RBS is set up by your server administrator (administrator: Sets up and manages user accounts, assigns permissions, and helps users with network or server access issues. This person can also manage and customize various elements in Project Professional and in Project Server.) and then applied to all enterprise resources. Add the RBS field to the Task Usage view, and then for each assignment for which you want the Resource Substitution Wizard to find resources, enter the appropriate RBS code. You can:
Dialog box location
On the Tools menu, click Substitute Resources. On the introductory page, click the Next button.
Step 1. Choose Projects
Step 2. Choose Resources
Select the group of resources you want to use to staff the selected projects.
In the selected projects Specifies that the resources in the projects selected on the Step 1. Choose Projects page of the wizard should be used to staff those projects. These resources need not be currently assigned to any tasks. This option is selected by default.
At or below the following level in the resource breakdown structure Specifies that the resources should be at or below a certain level in the RBS, as defined by your organization's administrator. When you select this option, the RBS box becomes available and includes the defined codes. Select the appropriate RBS level you want for the resources to be included.
Specified below Indicates that the resources listed in the table should be used to staff the selected projects. Resources are listed in the table when you click Add and select resources from the Build Pool for Resource Substitution dialog box, which can display all available enterprise resources.
Add Opens the Build Pool for Resource Substitution dialog box. If necessary, apply filters to find enterprise resources who meet your skills or availability criteria. Select the resources in the Filtered enterprise resources table on the left and click Add. The resources are added to the Project team resources table on the right. When finished, click OK. The resources in the Project team resources table are added to the table on the Choose Resources Wizard page.
Remove Removes the selected resource from the table. Use this when you've selected the Specified below option and are building and fine-tuning the list of resources to be used for resource substitution.
Allow resources with the proposed booking type to be assigned to tasks Specifies that the Resource Substitution Wizard should assign proposed resources (proposed resource: A resource with a pending resource allocation to a task assignment that has not yet been authorized. This resource assignment does not detract from the availability of the resource to work on other projects.), as well as those that are committed (committed resource: A resource that is formally allocated to any task assignments they have within a project. This is the default booking type.). By default, this check box is cleared.
Resource freeze horizon Specifies the start date for tasks that you want the Resource Substitution Wizard to begin assigning resources. This is helpful when you want to keep your assignments (assignment: A specific resource that is assigned to a particular task.) as they are in the near term, but want to staff assignments further in the future. By default, the resource freeze horizon is set to the current date.
Step 3. Choose Related Projects
Review any related projects and specify whether these projects should be included in the set of projects being staffed by the wizard. Related projects are those that have either cross-project links, share enterprise resources with your selected projects, or use any of the resources selected in Step 2. Only projects that contain relationships to other projects are listed in the table on this page.
Include check box Specifies that the related project is to be added to the list of projects to be staffed using the Resource Substitution Wizard. If you select the check box for a project on this page, that project is added to the projects that can be restaffed through resource substitution. Whether you select related projects or not, the wizard always considers assignments in related projects to calculate a resource's remaining availability.
Name Shows the name of the related project.
Relationship Specifies the nature of the relationship between the selected project and the related project, For example, shared resources or linked tasks.
Related Project Indicates the name of the related project, whether it shares a resource pool, or if it uses any of the resources selected in Step 2.
Step 4. Choose Scheduling Options
Step 5. Substitute Resources
Review the summary of the choices you've made up to this point. If you want to change any settings, click the Back button to get to the page you need.
Summary of configuration Shows the names of the projects to be staffed, the resource options selected, the resource pool being used, and the date indicating the resource freeze horizon.
Run Runs the Resource Substitution Wizard to find resources in the selected pool for resources and assignments in the selected projects. When the process is complete, click Next.
Step 6. Review Results
Step 7. Choose Update Options
Specify whether you want to update the projects based on the results of the wizard. You can also save the wizard configuration and substitution results to a file for later use. Your projects are not updated until you apply the results from this page.
Update projects with result of the wizard Specifies that the results of the wizard should update the project. By default, this check box is selected.
Save results of the wizard Specifies that the results of the wizard should be saved to a file as a report, rather than applied to the selected projects. These results are saved as an HTML file, and includes the projects, resources selected, the resource freeze horizon, scheduling options, and the resources found by the wizard. By default, this check box is cleared.
If the Update projects with result of the wizard and the Save results of the wizard check boxes are both cleared, the results of the wizard will be discarded. You can also select both check boxes.
Folder Specifies the folder into which the file containing the saved results of the wizard should be saved. This box is available only when the Save results of the wizard check box is selected.
Browse Opens the Browse dialog box, which you can use to locate the folder into which you want to save the file containing the results of the wizard. When you find the folder you want, select it and then click OK. The dialog box closes, and the path of the folder appears in the Folder box. This button is available only when the Save results of the wizard check box is selected.
Step 8. Finish
Review the recommendations on this page. When you click Finish, your projects will be updated with the results of the wizard, or the information will be saved to a file.
Update your projects with the results of the wizard Applies the resource substitutions found by the wizard to the selected projects or saves the results to an HTML file in your selected folder.
Progress bar Shows the current status of the update. When finished, a message appears, indicating that the wizard has finished.
Stop Cancels the project updates.
Finish Completes the resource substitution process and closes the wizard. You can now review the results of the assignment changes.
- Before running the Resource Substitution Wizard, the server administrator needs to have set up the enterprise resource pool, and created the RBS or similar job skills code scheme. The administrator also needs to have applied the RBS code to the enterprise resources.
- You can review the RBS applied to resources in your project. In the Resource Sheet view or Resource Usage view, add the RBS field. Click a column heading, and then on the Insert menu, click Column. Click the name of the RBS field created by the server administrator, and then click OK. Apply the appropriate RBS code to each assignment that you want the Resource Substitution Wizard to staff.