It's common to have a project template that captures a process so that it may be used again and again. In such cases, it's also preferable to assign roles to tasks rather than resources because you may not know who can be assigned until you start the project. Once you start the project, however, you want these roles to turn in to people-- fast!
TeamDirection's IntelliGantt and IntelliGantt Add In for Microsoft Project both have a simple resource pool you can use to remember people and quickly assign them to projects. The pool is also smart enough to be able to pull resource information from your Outlook contacts and your SharePoint site. You can also assign an hourly rate for each person that will be their default rate when added to a project.
We'll look at working with resources in IntelliGantt first, and then show working with SharePoint resources in the Add In. (Go to Add In section).
IntelliGantt has a helpful 'Workspace View' on the left hand side that groups Projects, Templates and People together. Click on 'People and a simple tree view helps you organize resources by placing them in folders you create. Above we see John, Vladimir and Julia as resources in our pool. The checkmark signifies that they are resources in the current, active project as well.
To add a new resource, click on the folder where you'd like to put the resource, righ-click and choose 'New Person'.
You can add a resource manually by provding all the information, by importing your MS Outlook contacts or by importing SharePoint members from a SharePoint site. Because importing from SharePoint has the most steps, we will focus on this method
Back in the project, you can turn any member into another member, even people from the IntelliGantt People pool. Here we have selected 'Marketing', which is a role, not a real person. To turn 'Marketing' in to a real person, click on the icon that looks like a person.
The Resources and Members form lets you select who you'd like take over for 'Marketing'. You have a choice of adding someone manually, adding from the pool or, in this case, changing Marketing to someone already in the project.
In this example John Mlan has been chosen. Once 'OK' has been clicked, all tasks assigned to 'Marketing' will now be assigned to 'John Milan'.
The IntelliGantt Add In for Microsoft Project 2007 also supports an IntelliGantt People pool. In fact, if you switch between IntelliGantt and the IntelliGantt Add In, you'll see they both share the same pool. To access it, under the IntelliGantt menu choose Resource and then Pool.
The IntelliGantt People pool is a simple tree of folders containing people. Here we see three people in the pool. We can create additional folders and people by right-mouse clicking on a folder.
Here we will add new people to the 'All People' folder.
You can add more people as resources to your project manually by filling the details in yourself, importing from Microsoft Outlook or by importing SharePoint members from a SharePoint site. Here we will list the steps for importing SharePoint members:
Once you have people in your IntelliGantt People resource pool, you can add invdividuals to the project by clicking in the checkbox next to their name. You can also add groups to the project by clicking in the checkbox next to a folder.
Once you have the people, you would also like to turn reassign roles to your available resources. To do so, select IntelliGantt -> Resource -> Reassign/Map.
This brings up a form showing resources in the project in listboxes on the left and right. You choose the resource you want to reassign on the left. Here we typed in 'Marketing', which filtered the list to show only the Marketing resource. We choose the new person on the right. Finally, we click the 'Reassign' button to do the deed. You can reassign multiple people with this form and click 'OK' when you are done. The assignments will then be updated in MS Project.