Scenario: The Project Manager Of GDS Asked You To Use Excel

Scenario The Project Manager of GDS asked you to use an excel spreadshee

Scenario The Project Manager of GDS asked you to use an Excel spreadsheet to create a Resource Assignment Matrix specifying cost and availability. Then update the Microsoft Project file by assigning resources and costs to resource sheet and tasks identified in the previously created WBS . You must identify and address all over-allocation issues using the leveling tools within the project management software. The Project Manager identified the following resources for this project: Project Manager, System Administrator I, System Administrator II, Network Administrator and IT Technician. Instructions With the resources identified in the scenario, use an Excel spreadsheet to create the Resource Assignment Matrix (RAM) . Update the Microsoft Project file created for Deliverable 4 by assigning resources and costs to resource sheet and work packages (subtasks). Resolve any over allocation issues with assigned resources. Using the Excel template provided, create the Resource Assignment Matrix (RAM) using the resources identified in the scenario.

Paper For Above instruction

The process of developing a comprehensive resource management plan is critical in ensuring the successful execution of a project. This involves creating a Resource Assignment Matrix (RAM) that effectively allocates resources to various project tasks, specifies associated costs, and assesses the availability of each resource. In the context of the scenario presented, the project manager of GDS requires the use of an Excel spreadsheet to construct the RAM, which will subsequently be integrated into a Microsoft Project file, updating resource allocation and addressing over-allocation issues.

The first step in this process is to design and populate the Excel-based RAM. This matrix serves as a detailed table where each row represents a specific resource, such as the Project Manager, System Administrator I, System Administrator II, Network Administrator, and IT Technician. The columns typically include resource names, their availability (e.g., hours per week), their associated costs (hourly rates or total project costs), and their assigned tasks or work packages derived from the project's Work Breakdown Structure (WBS).

In constructing the RAM, it is essential to accurately determine resource availability. Availability is often expressed in hours per week or as a total for the project duration. The costs for each resource must reflect the hourly rate multiplied by the estimated hours allocated to various tasks. Once the RAM is developed in Excel, it provides a visual overview of resource distribution, facilitating identification of over-allocation, which occurs when a resource is assigned more work than it can handle within the available time frame.

The next phase involves updating the Microsoft Project file created previously (for Deliverable 4) by assigning resources and their costs to the resource sheet and specific tasks or subtasks. This process ensures that the project schedule accurately reflects resource utilization. During this step, it is common to encounter over-allocation issues, where certain resources are scheduled for multiple tasks simultaneously beyond their capacity. These issues can be detected using the ‘Leveling’ tools available in Microsoft Project.

Resource leveling is a vital technique that adjusts task schedules to resolve over-allocations, either by delaying tasks or redistributing work among resources to prevent burnout and ensure optimal workload balance. The process might involve extending project durations or rescheduling tasks to periods when resources are available, ensuring a realistic and manageable workload for each team member.

Throughout this process, careful review of the resource assignments is necessary to ensure that all over-allocation issues are adequately addressed. The goal is to achieve a resource plan where each resource’s workload is balanced and feasible within their availability limits. This comprehensive approach helps prevent project delays, reduces risk, and promotes efficient resource utilization.

In conclusion, creating an effective Resource Assignment Matrix using Excel, followed by integrating and updating the resource information in Microsoft Project, is foundational to project resource management. Employing resource leveling tools helps optimize resource use, resolve over-allocation issues, and ultimately contributes to the successful delivery of the project. Effective resource management ensures project objectives are met on time and within budget, fostering successful project outcomes and stakeholder satisfaction.

References

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