3. Lesson 13-Roles and Resources
• Objective
• Describe roles
• View the roles dictionary
• Describe resources
• Identify the difference between labor,
nonlabor and material resources
• View the resource dictionary
4. Roles and Resources
• Before you being to manage resources in Primavera, you
must understand the difference between a role and a
resource:
– Role – a role is a job title or skill – for example, software
engineer, project manager, trainer, and database manager.
– Resource - a resource is an individual or equipment or material
used to complete an activity.
• The Role dictionary and Resource dictionary are enterprise
data – available for use across all projects. After roles and
resources are defined, roles can be associated to resources,
identifying the skill sets of each resource. Each resource
also can be assigned a primary role, which defines the core
skill or responsibility.
• Some organizations use roles as placeholders in activity
assignments until specific resource are assigned to do the
work.
6. Defining Roles
• The Roles dictionary contains four tabs:
– General tab – lists the Role ID and Role Name. The
Responsibilities field lists the skills required to perform the
role.
– Resource tab – lists the resources that are capable of
performing the responsibilities associated with the role as
well as their proficiency.
– Prices tab – there are five available price per unit values.
The title of these values can be defined in the Rates tab in
Admin preferences.
– Limits tab – specify allocation limit(s) for a role. Multiple
limits can be established based on effective date.
7. Exercise
• In the Enterprise menu, click Roles.
• In the Display Options bar, click Filter By, All
Roles.
• Select a role.
• View General Tab
• Click the Resources tab.
• Click the Prices tab
• View different rate types
8. Limits Tab
• It is used to specify available quantities (limits) for a
role you quickly identify areas of role. Setting limits
helps you quickly identify areas of role overload in
Resources/Role Usage profiles. You can define an
unlimited number of role limits for each role; however,
the effective date must be unique.
• By default, role limits are calculated based on the limit
defined for each role’s primary resource, which may
not accurately reflect a role’s planned allocation. In the
Resource Analysis tab in User Preferences, Resource
Analysis tab, you can choose to display role limits
based on the custom role limits you define or based on
the calculated primary resources’ limit.
• Exercise:- Click the Limits tab, Select a Role Name, and
view allocation limit, & Close.
9. Defining Resources
• A resource is anything used to complete an activity.
The resources window contains information about all
resources within the organization, enabling centralized
resources management, Resources are divided into
three categories.
• Labor (people) – measured in units of time.
– Generally re-used between activities/projects.
– Recorded in terms of price/unit – for example, $X/hour.
• Nonlabour (equipment) – measured in units of time.
– Recorded in terms of price/unit – Eg, $XX/hour
• Material – measured in units other than time – Eg.
$X/piece.
10. Exercise
• In the File menu, click Close All.
• In the Directory bar, click Resources.
• In the Display Options bar, click Filter By, All
Resources.
• Dictionary is displayed hierarchically but you can
sort by resource Name to more easily locate a
resource.
• Click a column header, Resource Name, to sort
alphabetically.
• Select a resource.
11. Resource Details
• It is used to add, view, and edit detailed
information about the selected resource.
• General Tab – the General tab enable you to
enter general information about the selected
resource including the resources ID, name,
employee ID, title, email address, office phone
number and status.
• Exercise - Select General Tab and add the
relevant information.
12. Codes Tab
• It enables you to assign resource code values
to further categorize the selected resources
for grouping and organizing.
• Exercise:- Click the Codes tab and check the
relevant information.
13. Details Tab
• The Details tab enables you to enter the selected
resource’s labor classification, currency and overtime
settings, and profile.
• Labor Classification – indicates the resource is Labor,
Nonlabor or Material.
• Unit of Measurement – utilized for material resources.
Select to determine what unit the resource utilizes.
• Currency – indicates the currency associated with the
resource’s costs.
• Overtime Allowed – mark to indicated the resource
can enter overtime hours in Timesheets, or in the
Resource tab in Activity details.
14. Details Tab (cont’d)
• Overtime Factor – indicated the value by which the
resource’s standard price should be multiplied to
determine the resource’s overtime price.
• Calendar – calendar used to identify resource
availability.
• Default Units/Time – indicates the units/time that will
be applied when the resource is assigned to an activity.
• Auto Compute Actuals – marks to automatically
calculate the resource’s actual quantity of work
according to the project plan.
• Calculate costs from units – mark to calculate the cost
of an activity based on the assigned units.
• Exercise:- Click the Details tab and check the relevant
information.
15. Units & Prices Tab
• It enables you to set prices and availability according to
time.
• Effective Date – the effective start date for price and
availability.
• Max Units/Time – a numerical value or percentage the
resource can perform in a single work period,
according to effective date, e.g 8 h/d (100%) = full time
or 4 h/d (50%) – part time. Setting this limit allows you
to quickly identify areas of resource over-allocation in
resource profiles / spreadsheets.
• Price / Unit – set the resource’s price for a single work
unit, according to the effective date.
• Exercise:- Click the Units & Prices tab and check the
relevant information.
16. Exercise
• Select a resource.
• In the Activity Table, select more than one
activity.
• In the Command Bar, click Resource By Role
• Click Delete to delete the resource from the
activities.
• Select a resource and then click Assign.
• Close the Assign Resources by Role dialog box.
17. Reviewing Allocation
• Use the Resource Usage Profile to check
allocation of the resources who were replaced
as well as those who were assigned.
• Exercise:-
– In the File menu, click Refresh date or press F5.
– In the Resource Usage Profile, select the
resources and view updated allocation.
18. Replacing a Resource
• Click in the Assign Resource dialog box to
quickly replace one resource with another in a
single activity or in multiple activities
simultaneously.
• Note that this functionality is available only
when assigning a resource directly – it is not
available in the Assign Resources by Role
Dialog Box.
19. Exercise
• Select an activity.
• Click Resources, and select a resource.
• Click Replace.
• The Replace Selected Resource(s) with dialog box
displayed.
• You will not replace the resources at this time. If
you were going to execute this action, you would
select the resource you want to assign to the
activity, and then click Assign.
• Close the dialog boxes.
20. Analyzing the Budget
• There are many options for analyzing the
budget. By displaying cost columns in the
Activity Table, you can analyze the budgeted
cost of the entire project, as well as each
individual activity.
• One has to choose a Layout which shows
budgeted cost information, so that it can be
seen, whether a project is within budget?
• Exercise:-
– Open the layout, Analyzing the Budget.
