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About this lesson
When you have resources on a project, you may need to replace them at some point in time. Learn best practices to replace a resource.
Download this lesson’s related exercise files.Tips and Tricks for Replacing Resources.mpp
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Tips and Tricks for Replacing Resources
When you have resources on a project, you may need to replace them at some point in time. There are a few ways to replace a resource. If you estimate the hours for a resource and then replace that resource, Microsoft Project will forget the original estimate and re-calculate the hours.
You assign a project manager to a 5 day task. Microsoft Project calculates 5 days * 8 hours, and calculates the assignment for 40 hours.
You keep the 5 days, but the assignment will only work 8 hours, so you change the work to 8 hours. Now the task is 5 days, but the resource assignment is only working 8 hours over that 5 day period.
Now, you go to the task’s detail (split) view and replace the project manager resource with Peter Smith. Microsoft Project will forget the 8 hours of working time and will change it back to 40 hours.
For this reason, it is a good idea to rename a resource, rather than replace, whenever possible.
There are some downsides to this method because any older tasks that might have been done will show as having been complete by the new resource. When you encounter situations where it is not acceptable to rename a resource, you will have to add the new resource assignment, match the original resource assignment’s work hours, and then remove the original assignment.
Whenever possible, follow these steps to replace a resource:
- Go to the resource sheet.
- Select the resource you want to replace.
- Type the new resource name over the original resource.
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