After you determine the appropriate RBS structure for your organization, you must create it in the Enterprise Global Template by using Project Professional. Creating the RBS involves the following three steps:

1. Documenting your organization's RBS by using a simple outline or by using Microsoft Office Excel 2003 or Microsoft Office Visio 2003.
2. Checking out the Enterprise Global Template by using Project Professional and creating the RBS in the Enterprise Resource Outline Code 30 (RBS) code field.
3. Assigning resources positions in the RBS.

You can create the RBS in one of three ways:

• By manually defining the lookup table, as described in the following procedure.
• By defining RBS as part of the process of using the Import Resources Wizard to import resources. You can allow the lookup table of an Enterprise Resource Outline Code to be defined by the values entered in the field. In this scenario, you can use Excel to build a table of all resources in your organization and then build out the full RBS values that you have documented. The Excel values should be identical to the RBS values that you want to use. When you import the resources into the Enterprise Resource Pool, you can take the values that are defined in the Excel spreadsheet and move them into a local project outline code. Then open the Enterprise Resource Pool and use the Import Resources Wizard to move the values into the Enterprise Resource Outline Code for RBS.
• By using the Project Data Service (PDS) to create the RBS.

To create the RBS by manually defining the lookup table

1. Open Project Professional as a user who is assigned the Save Enterprise Global permission and connect to Project Server 2003.
2. On the Tools menu, point to Enterprise Options, and then click Open Enterprise Global. The Enterprise Global Template will be checked out and opened as a new (blank) project with the Gantt Chart view displayed. The name of the project in the title bar will be Checked-out Enterprise Global.
3. On the Tools menu, point to Customize, and then select Enterprise Fields.

   

4. In the Customize Enterprise Fields dialog box, select the Custom Outline Codes tab, and then select the Resource option. Scroll to the bottom of the list and select RBS.
5. Under Enterprise attributes, select Make this a required code.
6. Define the code mask for RBS. A code mask defines the number of levels in the RBS. It also defines the type of data that is valid. To do this, count the number of levels in your organization's RBS, and do the following:
   • click Define Code Mask.
   • For each level in your organization's RBS, select Characters for the sequence, Any for the Length, and PERIOD for the Separator.

      Note   You can limit the number of characters specified for each level. This might make your outline codes harder to read. However, if you have a complex RBS, you might need to limit the length of each level. The total outline code length must not exceed 255 characters. The PERIOD separator is the most commonly used (and is recommended to help keep your RBS definition as simple as possible). If you cannot use the PERIOD separator in your RBS definition (because you have a city with a name like St. Paul, for example), then you might want to consider using a different separator.

   • Click OK to update or save the code mask.
7. Create the code values by completing the following steps:
   • Click Edit Lookup Table to open the Edit Lookup Table dialog box. Use the tools provided in the Custom Field Editor to type the values defined in the outline based on the RBS structure that you created for your organization.

     The Edit Lookup Table dialog box supports standard Microsoft outlining capabilities.

   • Use the Description column to help keep track of what you entered into the RBS, although the Outline Code column is the RBS itself. Click Close when you are finished creating the RBS.
8. Click OK to exit the Custom Enterprise Fields dialog box.
9. From the File menu, click Save.
10. Close and then restart Project Professional to obtain the updated copy of the Enterprise Global Template. Every time Project Professional connects to Project Server 2003, it copies the latest version of the Enterprise Global Template to the local computer.
11. On the Tools menu, point to Enterprise Options, and then click Open Enterprise Resource Pool.

    

    • In the Open Enterprise Resources dialog box, select all enterprise resources by clicking Select/Deselect All.
    • Click Open/Add.
    • Associate each resource with an RBS code by either adding an RBS column to the Resource Sheet or by using the Resource Information dialog box.
12. Save and close the Enterprise Resource Pool.

Most organizations choose to use an organization-based RBS. For an organization-based RBS, you can create a hierarchy based on managers within the organization or based on departments within the organization. To determine which type of hierarchy to use, consider the following:

• If your organization reorganizes often, but people keep the same manager, then use hierarchy based on managers. It is best to structure the RBS based on group names rather than individual names. If you structure your RBS properly, you can update the RBS to reflect organizational changes without having to update the values for each resource in the leaf node.
• If managers move around frequently in your organization, but the departmental structure remains the same, then use a departmental hierarchy.

If you are using a geographic-based RBS, you must assign each resource in the Enterprise Resource Pool an RBS code, based on where the resource is physically located within your organization.

 Note   If you require the use of RBS for your organization, generic resources also need to be assigned unique RBS codes.