Microsoft Office Tutorials and References
In Depth Information
When an organization has projects of a similar nature going on at the same
time, creating centralized resources is useful. This can save you time because
you don’t have to create resources when they already exist. It can also help
to track resources across projects.
Another timesaving Project feature allows you to pull existing resources from
a company address book or your own Address Book in Outlook.
In the swim: Drawing on resource pools
If you use Project throughout your company, it can be beneficial to create a
centralized repository of common resources and allow project managers to
assign those resources to their various projects. This collection of enterprise
resources is a resource pool. By using a resource pool, you can get a more
realistic idea of how busy resources are across all projects at any point in time.
Don’t confuse a resource pool with enterprise resources, which require that
you have Project 2007 Professional, Project Server 2007, and Microsoft Office
Project Web Access set up. With all this in place (see Chapters 18 and 19 for
more about enterprise projects), you can track and assign resources across
an entire enterprise. A resource pool, on the other hand, is simply a list of
resources, saved on your company server, that several people can assign to
projects. A resource pool saves everybody the trouble of creating these
resources again and again in their individual projects.
Both individual resources and consolidated resources can be created in a
blank project as a resource pool and saved to an accessible location on your
company server. Then, any project manager can call on those resources for
his or her own projects; those projects are then referred to as sharer files
because they share resources with the resource pool. For example, if you
have a pool of maintenance people that everyone in your manufacturing
company assigns to projects, create a project called Resource Pools and then
create all your enterprise resources in this project. Or you could create a
resource called CEO and let all the people managing projects that require the
CEO’s involvement assign him or her from that central location. Then use the
resource-sharing tools in Project to assign these resources to your plan.
When anyone makes resource assignments in a sharer file, that information is
also saved in the resource pool file. Then, anyone can use that file to look at
resource allocations across all projects in the organization.
To access a resource that’s available to your entire organization, follow this
1. Choose Tools
The Share Resources dialog box appears, as shown in Figure 7-5.