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Use Hidden Functions in Project’s Assign Resources Window

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Assigning Resources to Multiple Tasks

Assume there’s a schedule in which four new resources need to be added to multiple existing tasks. These additions can complete one task at a time, which is tedious. But the quick way is to add all four resources to the existing tasks at the same time using the Assign Resources window.

To accomplish this, open a task view such as the Task Usage view used in these examples. In the Resource ribbon, click the Assign Resources icon. After the Assign Resources window opens, select multiple tasks in the view. In the figure below, tasks 1, 3 and 5 have been selected.

Daryl_Deffler_Assign_resources_figure_1

Then, in the Assign Resources window, select all the resources to be assigned to the selected tasks. This is done by Ctrl-clicking the resource names in the resources list. Finally, click the Assign button. All selected resources are now assigned to each of the selected tasks with one click!

In the next figure, Bob, Evan, Jack and Janice must to be added to Tasks 1, 3 and 5. After selecting the tasks and resources, the Assign button is clicked. In one operation, the selected resources are now assigned to the selected tasks at their default (Max Units) value.

Daryl_Deffler_Assign_resources_figure_2

But what if the resource assignments need an Assignment Units value different from the Max Units?

The Assign Resources window can still be used. But instead of selecting resources and clicking the Assign button, enter the Units value for each resource. When a value is entered, the resource is assigned to all selected tasks the same as if the Assign button was clicked. For example, to assign Bob at 50 percent, simply enter 50% into Bob’s Units field. Entering a value of 35% into Evan’s Units field assigns Evan at 35 percent. And so on.

Comparing Task Assignments

Assume a schedule contains multiple operational type tasks and these tasks need to have the same 20, 50 or more resources assigned to them. Over time, due to on-going maintenance, it’s not uncommon for the resource assignments on these tasks to get out of sync. Is Bob on all tasks? From which task is Judy missing? Is Jack allocated with the same Units value on each task? Unfortunately, manually comparing all the task and assigned resources can be time consuming and laborious.

This is where the Assign Resources window can help by automatically identifying assignment discrepancies across selected tasks.

Let’s start with something simple. In the figure below, only Task 1 has been selected. Note the “Task: Task 1” indicator at the top of the Assign Resources window. The Assign Resources window contains a resource list that’s now divided into two parts. Assigned (checked) resources appear in alphabetical order at the top of the resource list. For these resources the Units (Assignment Units) and Cost values appear. Unassigned (unchecked) resources appear after the assigned resources.

Daryl_Deffler_Assign_resources_figure_3

When multiple tasks are selected, the Assign Resources window will show inconsistencies among the selected tasks. In the figure below, Tasks 1 and 3 have been selected. This is indicated in the Assign Resources window by the “Multiple tasks selected (1,3)”.

As expected, the assigned resources appear at the top of the resource list. But some interesting inconsistency indicators now appear. Looking at Bob, a black check appears next to his name, meaning Bob is assigned to both tasks. However his Units value is not the same on both tasks so that value displays as “- -“. Janet and Judy now appeared within the top of the Resource list. But their checks are gray, meaning they are assigned to at least one of the selected tasks but not all of them. And because they’re not on all selected tasks, their R/D, Units, and Cost values also display as “- -“. In short, gray checks and “- -” indicators indicate inconsistencies. Now that the problems are known, let’s see how to fix them.

Daryl_Deffler_Assign_resources_figure_4

Aligning Resource Assignments

Continuing the example, the Assign Resources window can be used to correct or align resource assignments. This is illustrated in the figure below. By selecting Janet and Judy in the Assign Resources window and clicking the Assign button, Project will add the selected resources to only the tasks on which they are not currently assigned. In this case, Janet and Judy are already assigned to Task 3, so Project adds them to Task 1. After the assignment, the Assign Resources window now shows Janet and Judy with black checks and their Units and Cost fields now display a value. This indicates that Janet and Judy are now assigned to all selected tasks with the same Units and Cost value.

Note, even if all checked resources were selected and the Assign button clicked, the result would be the same. Only Janet and Judy would have been added to Task 1 because all of the other selected resources are already assigned to the selected tasks.

Daryl_Deffler_Assign_resources_figure_5

Looking at the Assign Resource window in the figure above, it is now apparent that Bob is the only remaining resource not assigned consistently across the selected tasks because his Units field is showing a “- -” value. This can be verified by looking at Bob’s Assignment Units for Task 1 (100%) and Task 3 (85%).

As the final step in re-aligning tasks, the Assign Resources window can be used to correct Bob’s inconsistent Assignment Units. In the Assign Resources window, simply enter the desired value in the Units field. In the figure below, a value of 65% was entered in Bob’s Units field. Both Task 1 and Task 3 changed accordingly.

Daryl_Deffler_Assign_resources_figure_6

After this final adjustment, it’s apparent that all resources on all selected tasks are aligned because the Assign Resources window displays black checks for all assigned resources and all assigned resources display a value in the Units and Cost column. Now that was simple!

One final word, before you get too excited about these new found capabilities. These functions only work when comparing tasks and resource assignments within the same schedule.

Have your own Assign Resources tricks? Share them in the comments below.

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Tim Shaw 06/01/2016, 12:24 am

Daryl, thank you for these insights into identifying and resolving inconsistencies and errors of resource assignments across project tasks. Had I known this last week, I estimate I could have saved a good two – four hours in reviewing task assignments on release planning across several sprints. Now I know!

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ms project assign resources automatically

How to Assign Resources in Microsoft Project 2016

During this Microsoft Project 2016 training tutorial video, we will show you some basic ways of assigning resources to specific tasks. We will also discuss other functions such as increasing the amount of work while keeping the same duration.

Like what you see? Get our complete Microsoft Project 2016 video training course. Click here to learn more. >>

Video Transcript

Hello again and welcome back to our course on Project 2016.

In this section we’re going to look at the basics of assigning resources to tasks.

In the previous section we set up a few resources for the wedding project. Clearly there are going to be many more. But let’s switch back to Gantt Chart View using the button towards the right hand end of the Status Bar. And I’m going to choose one of the tasks and assign resources to it.

Select Agree budget and approach, right click, and click Assign Resources. Now that brings up the Assign Resources dialogue. And in the dialogue you can see a list of the available resources. Later on in the course we’ll look at the fact that as the number of resources available in a project grows you may need to filter this list in order to find a particular resource or resources that you need. But at the moment we’ve got such a short list of resources that it’s easy to find the one that we want to assign.

I’m going to assign the bride and groom to this task. I’m going to work on the principle that the bride and groom are arranging this wedding themselves. I appreciate that in many situations it will perhaps be family members or other relations or friends that will be doing some or all of the organizing. But I’m trying to make this not too complicated.

To assign a resource all I need to do is to select that resource, in this case the bride is already selected and then click on Assign. Now when I assign a resource to a task like that it doesn’t automatically close the Assign Resources dialogue. You note there a separate Close button. But what you can see if first of all the number of units. Well 100% represents one bride.

So there’s one bride attached to that task which is just as well really because we only have one bride available. And the cost of the bride working on that task is zero. Don’t forget that the rate for the bride chargeable to this project is $0 per hour. So if she’s working on that task for ten days then she’s still not going to charge us any money for doing it.

Now one very important point I’d like you to bear in mind here and this is going to become increasingly important later in the course. Is that the 100% means that the bride is working on this task fulltime. Now in reality it may well be that she is not working fulltime and that she’s actually doing her day job most of the time and she’s just spending a certain amount of time working on, in this case, the budget and approach to her wedding.

But for the purposes of this particular project and this will not be the case for the bathroom refit, but for the purposes of this project all I’m going to do is treat that 100% as being all of the time that she has available. That doesn’t mean to say it’s a 40 hour week or an eight hour day or anything else.

It just means that all of the time she’s got available she is going to spend on that task while that task is in progress. Now fortunately while that task is in progress she doesn’t actually have any other tasks on the wedding so she can spend all of her time on it.

If I want to assign a second resource and the most obvious second resource to assign is the groom. I’m going to select the groom and do the same thing. Click on Close and the bride and groom are now assigned to that task.

One of the consequences of assigning the bride and groom to that task is to do with the amount of work involved in that task.

I pointed out to you much earlier on in the course that when you look at work, particularly for a new project and particularly when this project was new, in the work column there was zero hours of work because we had no resources assigned to that task. As far as Project 2016 is concerned we have now taken a ten day task and it defaults to an eight hour working day. So ten days for eight hours a day is 80 hours. And when I assigned two people to it full time that is 160 hours of work. So as far as Project 2016 is concerned these two resources are going to do 160 hours of work on this task.

Now when you do this and the reasons for this will become apparent in the next section, when you do this and you effectively increase the amount of work from zero hours to 160 hours Project 2016 offers you alternative ways of dealing with the change that you’ve made. And that little exclamation mark on the left there with the dropdown next to it offers you alternative ways of dealing with a situation where you’ve increased the amount of work in a task.

As far as the wedding project is concerned this is of little interest really because we’re not really going to charge for the brides and grooms time.

So the costings and in fact the scheduling of this is not going to be changed by the fact that we’ve assigned two resources to that task. We’re not going to say that because the bride and groom are working on it it’s only going to take half the time. We decided it was a ten day task and that was it. We don’t make it a five day task because two people are working on it.

That set of arguments about work and duration and the amount of work in a task and so on is what we’re going to look at in the next section. And I hope that that section will explain to you why we get these options here and in fact which of these options is the right one to choose. But on this occasion we’re going to go for the default option which is Increase the amount of work but keep the same duration.

When we do that Project 2016 is quite happy. The warnings gone away. We’ve got our 160 hours of work. We’ve still got a ten day task and the bride and groom are assigned to that task.

My main concern over the next few sections is going to be the scheduling of this wedding and the scheduling of projects in general. And in fact it’s the assignment of work resources that will be the key factor. For the balance of this section I’m just going to quickly show you a couple of other ways of assigning resources and we’re going to assign those other two resources that we set up, one cost resource and one material resource just to go through the basics of dealing with those. We’ll be coming back to cost and material resources later though as I really do want to concentrate on work resources and scheduling now.

Let’s go down to the photography section and let’s suppose that I want to assign the photographer to the Select and book photographer task. So I’m going to assign the cost of the photographer to this task.

On the Resource Tab one of the buttons is Assign Resources. And that brings up the Assign Resources dialogue and from here I can assign the photographer. Now don’t forget that when I assign the photographer we don’t have a cost assigned because it’s a cost resource and we haven’t specified what that cost is until we actually assign it to the task. Now we’re going to allow for the fact that the photographer/videographer we’re going to use is going to charge right about $1,500. So enter $1,500, click somewhere else and we have a cost of $1,500.

Having done that click on Close and that resource is assigned to the task. Note how the cost appears in brackets after Photographer.

I should point out to you by the way that what you see on the Gantt Chart on the right, the words to the right of the blocks in this case, this is all customizable and we will be looking at customizing the Gantt Chart later on in the course.

The last assignment that I would like to make here is the assignment of the rings. So I’m going to go to Select and buy rings and right click. I’m going to use this approach to getting the Assign Resources dialogue. And on this occasion I’m going to choose Ring. And I’m going to actually assign the number of rings because we’re actually going to buy two rings. Note how as I use that roller there the units I’ve specified for rings which is the text that I put in the material column on the Resource Sheet is shown. You can just about see it there.

It’s saying two rings. You can just about make it out. You’ll see it better in just a moment. Click on Assign and as you can see two rings and it knows that each ring we’ve allowed $500 for. So that’s $1,000 for two wedding rings.

The other important thing to bear in mind here is that I could at the same time assign the bride and groom to this task as well. So if I select Bride, hold the Control key down, select Groom, click on Assign and now click on Close. I’ve got three resources assigned to that task. I’ve got the bride and groom work resources and material resource, two wedding rings and note the units there, two ring.

That’s the basics of assignments. In the next section we’re going to turn our attention back to work and we’re going to look at work with particular reference to different types of task. That’s it for this section. I’ll see you then.

Simon Calder

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Chris “Simon” Calder was working as a Project Manager in IT for one of Los Angeles’ most prestigious cultural institutions, LACMA.He taught himself to use Microsoft Project from a giant textbook and hated every moment of it. Online learning was in its infancy then, but he spotted an opportunity and made an online MS Project course - the rest, as they say, is history!

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Enter costs for resources

Project calculates the costs for resources based on pay rates, per-use fees, fixed costs, or totals for cost resources (such as airfare or dining) that are assigned to tasks.

Note:  Before you can save changes to cost information for an enterprise resource, the resource must be opened for editing.

What do you want to do?

Enter cost rates for a work resource, enter a per-use cost for a work resource, enter a fixed cost for a task or for the project, enter costs for a cost resource, enter a rate for a material resource, enter a per-use cost for a material resource, enter actual costs manually, troubleshooting.

Your resource assignment costs show a zero value

You can't enter actual costs for resources

Choose View > Resource Sheet .

Resource Sheet on the View tab

If you don’t see the Entry table, click View > Tables > Entry .

Tables button on the View tab

In the Resource Name field, type the person’s name, or select the name if that person is already in the resource sheet.

In the Type field, make sure that Work is shown.

Type Field showing Work

In the Std. Rate field, type the standard pay rate for that person. For example, $25.00/hr , or $200.00/day .

Press Tab to move to this field if you don’t see it.

If you plan to track overtime in your project, and your person can work overtime, type the overtime rate in the Ovt. Rate field.

In the Accrue field, cost accrual is Prorated by default, but you can pick Start or End to accrue rate-based resource costs at the start or end of the project.

Assign the resource to a task . Microsoft Project automatically calculates the resource cost for that assignment.

Tip:  To enter more than one rate per resource, see Enter variable rates for people or material resources at the end of this article.

Got rates more complex than that? Sometimes, a single set of resource rates isn't enough to capture complex billing schemes ("blended rates").

For example, a resource may have variable rates that depend on:

Type of work

Work location

Volume discounting arising from the work

Change, over time

Resources used, such as trained vs. talented

You can model these more complex billing schemes by using rate-table features in Project:

Double-click the resource to open the Resource Information dialog box, and then click the Costs tab.

Under Cost rate tables , on the A (Default) tab, enter the date when the rate change takes effect in the Effective Date column.

In the Standard Rate and Overtime Rate columns, type the resource rates.

To enter a rate change that takes place on another date, in the additional rows of the cost rate tables, type or select the new date, and the new standard rates and overtime rates.

To enter additional sets of pay rates for the same resource, click the B tab, and then repeat steps 2-4.

Use cost-rate tables to reflect rate changes that kick in after a certain date. This will avoid old data being calculated.

If you're using cost-rate tables on a regular basis, add the Cost Rate Table column to the Task Usage view to see and select the assignment’s rate table.

Project calculates cost totals when rate-based resources, resources that have per-use costs, and cost resources are assigned to tasks. The resources’ Accrue at setting will have an impact on this.

Changing the standard rate for a resource affects the cost of tasks that are 100% complete and that have the same resource assigned to them.

When you have entered multiple rates for a single resource by using the cost rate tables, you can change the resource rates for that resource for any assignment by using a different cost rate table. To change the cost rate table for a specific assignment, in the Task Usage view, select the resource that is assigned to the task, then right-click to select Information . On the Costs tab, in the Cost rate table list, click the cost rate table that you want to use.

Fill out the Cost/Use column for the resource that has a set fee for each assignment. Resources can have a cost per use in addition to rate-based pay.

You can enter more than one per-use cost for each resource to reflect blended-rate schemes:

Fill out the Per Use Cost column.

To enter a per-use cost that takes place on another date, in the additional rows of the cost rate tables, type or select the new date and the new per-use cost.

To enter additional sets of costs for the same resource, click the B tab, and then repeat steps 2-4.

Tip:  The Cost Accrual value is not specific to any cost-rate table, as it is a resource-level property.

Project can calculate cost totals when rate-based resources, resources that have per-use costs, and cost resources are assigned to tasks.

When you have entered multiple costs for a single resource by using the cost rate tables, you can change the resource costs for an assignment by using a different cost rate table. To change the cost rate table for a specific assignment, in the Task Usage view, select the resource that is assigned to the task, then right-click to select Information . On the Costs tab, in the Cost rate table list, click the cost rate table that you want to use.

Fixed costs are assigned to a task and are useful for planning and capturing task cost that arise in addition to those arising from the assigned resources. Fixed costs are applied to a task, and not to a resource.

Choose View > Gantt Chart .

Gantt Chart button on the View tab

Choose Tables > Cost .

Cost table in the Tables menu

In the Task Name field, select the task that has a fixed cost.

In the Fixed Cost field, type a cost value.

Tip:  You can use the Fixed Cost Accrual value to control when fixed costs are realized, and you can use Use Cost Resource assignments for finer control of costs.

You can also enter fixed costs for the entire project, which you might choose to do if you are interested only in overall project costs (and not in task-level costs), or if you want to add project overhead costs (such as the cost of utilities).

On the Format tab, select the Project Summary Task check box.

Project Summary Task on the Format tab

Type a cost for the project in the Fixed Cost field for the project summary task.

A cost resource lets you apply a cost to a task by assigning a cost item (like a capital expenditure on equipment, or variable costs such as airfare or lodging) to that task. Unlike fixed costs, you can apply any number of cost resources to a task. Cost resources give you more control when you apply various types of costs to tasks.

Before you enter a cost for a cost resource, you must create the cost resource:

In the Resource Name field, type a name for the cost resource (such as Lodging), and then right-click to select Information .

In the Resource Information dialog box, on the General tab, select Cost in the Type list, and then click OK .

After the cost resource is created, you can assign the cost resource to a task. After the cost resource is assigned to a task, you can enter costs for the resource assignment by using the Task Usage view.

Choose View > Task Usage .

Double-click the task that the cost resource is assigned to, to open the Task Information dialog box.

Click the Resources tab, enter a cost value in the Cost field, and then click OK .

When a cost is applied by using a cost resource that is assigned to a task, the amount of the cost resource can vary depending on how the cost resource is used.

Unlike fixed costs, cost resources are created as a type of resource and then assigned to a task.

Unlike work resources, cost resources cannot have a calendar applied to them. However, if you assign a cost resource to a task and add a currency value on a specific date that falls outside of the task's current start or end date, Project adjusts the date to include the date of the cost resource assignment. For example, if you have a task that begins on August 1 and ends on August 15, and you assign a cost resource with a value of $500 on August 21, the end date of the task is adjusted to August 21, to reflect the cost resource assignment.

If you have estimated multiple values for a cost resource over a period of time, and the actual values differ from the estimates, Project replaces the estimates with the actuals. This cost resource behavior differs from other resource types because cost resources are not tied to actual work.

The currency value of cost resources doesn't depend on the amount of work done on the task that they are assigned to.

Costs entered into a project schedule are not as protected as those entered into a project accounting system. There are situations when costs may change, based on changes to the owning task. If the task duration is changed, it is possible that the cost distribution, over time, will change.

In the Resource Name field, select a material resource or type a new material resource name.

If this is a new material resource, do the following:

Select Material in the Type field.

Type a measurement-unit name in the Material field, such as lit (for liters), cu. m (for cubic meters), or ea (for each).

In the Std. Rate field, type a rate.

You can enter more than one rate per material resource:

Under Cost rate tables , click the A (Default) tab, and then type a rate in the Standard Rate column.

In the next row, type a value or percentage change from the previous rate in the Standard Rate column. For example, type +10% to indicate that the rate has increased 10% from the previous rate.

In the Effective Date column, enter the date when the rate change takes effect.

To enter additional sets of rates, click the B tab, and then repeat steps 2-4.

Enter material resource rates if you want Project to calculate material resource costs based on material resource rates. For example, to assign to a task a material resource named cement that has a unit price of $100 per ton, in the Type field select the resource type Material , and then type or select the resource name Cement , the label Ton , and the standard rate of $100 .

Enter multiple rates for a material resource if you work with multiple grades of material or if you need to incorporate material rate changes on specific dates. For example, you can use the Cost rate table tabs to enter rates for various grades of carpet and to include cost increases or discounts that you expect at specific times during the project.

If this is a new material resource, select Material in the Type field.

If this is a new material resource, type a measurement unit name in the Material Label field, such as lit (for liters), cu. m (for cubic meters), or ea (for each).

In the Cost/Use field, type a cost value.

You can enter more than one per-use cost for each resource:

Type a measurement-unit name in the Material box.

Under Cost rate tables , click the A (Default) tab, and then type a cost value in the Per Use Cost column.

In the next row, type a value or percentage change from the previous cost in the Per Use Cost column.

In the Effective Date column, enter the date when the cost change takes effect.

To enter additional sets of per-use costs, click the B tab, and then repeat steps 4-6.

Enter one per-use cost for a material resource if you want to enter only one per-use cost for that material resource and you don't want to incorporate future cost changes.

Enter multiple per-use costs for a material resource if you want to enter more than one per-use cost for that resource or to incorporate future material cost per-use changes.

You want to enter actual costs, but you find out that you can’t do that. That’s because Project automatically calculates actual costs based on the actual work accumulated or materials consumed on tasks.

You can enter actual costs on assigned tasks that have been completed (remaining work is zero) in any view that has a cost table applied.

To enter or edit actual costs manually when work is still in progress, turn off the automatic calculation of actual costs.

Choose File > Options > Schedule .

Under Calculation options for this project , clear the Actual costs are always calculated by Project box.

Schedule tab in the Project Options dialog box

Problem: The resources that are assigned to your project task have associated costs, but the total costs for your resource assignments show a zero value.

Cause: The wrong cost rate table may be applied to your task.

Resolution:

Check that all resources are assigned to tasks. Note that costs are calculated only after resources are assigned to tasks.

Check the cost rate table that you have applied to the task. A cost rate table that does not contain rates may have been applied. You can change the cost rate table for the resource assignment.

Choose View Task Usage .

In the Task Usage view, resources are grouped by the tasks they are assigned to.

Double-click the resource who is assigned to the task for which you want to verify its associated cost rate table.

In the Assignment Information dialog box, in the Cost rate table list, verify that the cost rate table is the correct one for the task.

Problem: After entering cost rates and fixed costs for resources, you are unable to enter the actual costs.

Cause: By default, Project automatically calculates actual costs according to the actual work accumulated or material consumed on tasks. If you want to edit actual cost information, you need to turn off the automatic calculation of actual costs.

Note:  If the assignment on a task is completed (remaining work is zero), actual costs for the assignment can be entered in any view that has a cost table applied.

Clear the Actual costs are always calculated by Project check box.

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What is moscow prioritization.

MoSCoW prioritization, also known as the MoSCoW method or MoSCoW analysis, is a popular prioritization technique for managing requirements. 

  The acronym MoSCoW represents four categories of initiatives: must-have, should-have, could-have, and won’t-have, or will not have right now. Some companies also use the “W” in MoSCoW to mean “wish.”

What is the History of the MoSCoW Method?

Software development expert Dai Clegg created the MoSCoW method while working at Oracle. He designed the framework to help his team prioritize tasks during development work on product releases.

You can find a detailed account of using MoSCoW prioritization in the Dynamic System Development Method (DSDM) handbook . But because MoSCoW can prioritize tasks within any time-boxed project, teams have adapted the method for a broad range of uses.

How Does MoSCoW Prioritization Work?

Before running a MoSCoW analysis, a few things need to happen. First, key stakeholders and the product team need to get aligned on objectives and prioritization factors. Then, all participants must agree on which initiatives to prioritize.

At this point, your team should also discuss how they will settle any disagreements in prioritization. If you can establish how to resolve disputes before they come up, you can help prevent those disagreements from holding up progress.

Finally, you’ll also want to reach a consensus on what percentage of resources you’d like to allocate to each category.

With the groundwork complete, you may begin determining which category is most appropriate for each initiative. But, first, let’s further break down each category in the MoSCoW method.

Start prioritizing your roadmap

Moscow prioritization categories.

Moscow

1. Must-have initiatives

As the name suggests, this category consists of initiatives that are “musts” for your team. They represent non-negotiable needs for the project, product, or release in question. For example, if you’re releasing a healthcare application, a must-have initiative may be security functionalities that help maintain compliance.

The “must-have” category requires the team to complete a mandatory task. If you’re unsure about whether something belongs in this category, ask yourself the following.

moscow-initiatives

If the product won’t work without an initiative, or the release becomes useless without it, the initiative is most likely a “must-have.”

2. Should-have initiatives

Should-have initiatives are just a step below must-haves. They are essential to the product, project, or release, but they are not vital. If left out, the product or project still functions. However, the initiatives may add significant value.

“Should-have” initiatives are different from “must-have” initiatives in that they can get scheduled for a future release without impacting the current one. For example, performance improvements, minor bug fixes, or new functionality may be “should-have” initiatives. Without them, the product still works.

3. Could-have initiatives

Another way of describing “could-have” initiatives is nice-to-haves. “Could-have” initiatives are not necessary to the core function of the product. However, compared with “should-have” initiatives, they have a much smaller impact on the outcome if left out.

So, initiatives placed in the “could-have” category are often the first to be deprioritized if a project in the “should-have” or “must-have” category ends up larger than expected.

4. Will not have (this time)

One benefit of the MoSCoW method is that it places several initiatives in the “will-not-have” category. The category can manage expectations about what the team will not include in a specific release (or another timeframe you’re prioritizing).

Placing initiatives in the “will-not-have” category is one way to help prevent scope creep . If initiatives are in this category, the team knows they are not a priority for this specific time frame. 

Some initiatives in the “will-not-have” group will be prioritized in the future, while others are not likely to happen. Some teams decide to differentiate between those by creating a subcategory within this group.

How Can Development Teams Use MoSCoW?

  Although Dai Clegg developed the approach to help prioritize tasks around his team’s limited time, the MoSCoW method also works when a development team faces limitations other than time. For example: 

Prioritize based on budgetary constraints.

What if a development team’s limiting factor is not a deadline but a tight budget imposed by the company? Working with the product managers, the team can use MoSCoW first to decide on the initiatives that represent must-haves and the should-haves. Then, using the development department’s budget as the guide, the team can figure out which items they can complete. 

Prioritize based on the team’s skillsets.

A cross-functional product team might also find itself constrained by the experience and expertise of its developers. If the product roadmap calls for functionality the team does not have the skills to build, this limiting factor will play into scoring those items in their MoSCoW analysis.

Prioritize based on competing needs at the company.

Cross-functional teams can also find themselves constrained by other company priorities. The team wants to make progress on a new product release, but the executive staff has created tight deadlines for further releases in the same timeframe. In this case, the team can use MoSCoW to determine which aspects of their desired release represent must-haves and temporarily backlog everything else.

What Are the Drawbacks of MoSCoW Prioritization?

  Although many product and development teams have prioritized MoSCoW, the approach has potential pitfalls. Here are a few examples.

1. An inconsistent scoring process can lead to tasks placed in the wrong categories.

  One common criticism against MoSCoW is that it does not include an objective methodology for ranking initiatives against each other. Your team will need to bring this methodology to your analysis. The MoSCoW approach works only to ensure that your team applies a consistent scoring system for all initiatives.

Pro tip: One proven method is weighted scoring, where your team measures each initiative on your backlog against a standard set of cost and benefit criteria. You can use the weighted scoring approach in ProductPlan’s roadmap app .

2. Not including all relevant stakeholders can lead to items placed in the wrong categories.

To know which of your team’s initiatives represent must-haves for your product and which are merely should-haves, you will need as much context as possible.

For example, you might need someone from your sales team to let you know how important (or unimportant) prospective buyers view a proposed new feature.

One pitfall of the MoSCoW method is that you could make poor decisions about where to slot each initiative unless your team receives input from all relevant stakeholders. 

3. Team bias for (or against) initiatives can undermine MoSCoW’s effectiveness.

Because MoSCoW does not include an objective scoring method, your team members can fall victim to their own opinions about certain initiatives. 

One risk of using MoSCoW prioritization is that a team can mistakenly think MoSCoW itself represents an objective way of measuring the items on their list. They discuss an initiative, agree that it is a “should have,” and move on to the next.

But your team will also need an objective and consistent framework for ranking all initiatives. That is the only way to minimize your team’s biases in favor of items or against them.

When Do You Use the MoSCoW Method for Prioritization?

MoSCoW prioritization is effective for teams that want to include representatives from the whole organization in their process. You can capture a broader perspective by involving participants from various functional departments.

Another reason you may want to use MoSCoW prioritization is it allows your team to determine how much effort goes into each category. Therefore, you can ensure you’re delivering a good variety of initiatives in each release.

What Are Best Practices for Using MoSCoW Prioritization?

If you’re considering giving MoSCoW prioritization a try, here are a few steps to keep in mind. Incorporating these into your process will help your team gain more value from the MoSCoW method.

1. Choose an objective ranking or scoring system.

Remember, MoSCoW helps your team group items into the appropriate buckets—from must-have items down to your longer-term wish list. But MoSCoW itself doesn’t help you determine which item belongs in which category.

You will need a separate ranking methodology. You can choose from many, such as:

  • Weighted scoring
  • Value vs. complexity
  • Buy-a-feature
  • Opportunity scoring

For help finding the best scoring methodology for your team, check out ProductPlan’s article: 7 strategies to choose the best features for your product .

2. Seek input from all key stakeholders.

To make sure you’re placing each initiative into the right bucket—must-have, should-have, could-have, or won’t-have—your team needs context. 

At the beginning of your MoSCoW method, your team should consider which stakeholders can provide valuable context and insights. Sales? Customer success? The executive staff? Product managers in another area of your business? Include them in your initiative scoring process if you think they can help you see opportunities or threats your team might miss. 

3. Share your MoSCoW process across your organization.

MoSCoW gives your team a tangible way to show your organization prioritizing initiatives for your products or projects. 

The method can help you build company-wide consensus for your work, or at least help you show stakeholders why you made the decisions you did.

Communicating your team’s prioritization strategy also helps you set expectations across the business. When they see your methodology for choosing one initiative over another, stakeholders in other departments will understand that your team has thought through and weighed all decisions you’ve made. 

If any stakeholders have an issue with one of your decisions, they will understand that they can’t simply complain—they’ll need to present you with evidence to alter your course of action.  

Related Terms

2×2 prioritization matrix / Eisenhower matrix / DACI decision-making framework / ICE scoring model / RICE scoring model

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Smart Green Innovations in Industry 4.0 for Climate Change Risk Management pp 441–449 Cite as

Digital Technologies of the Project “Moscow ‘Smart City—2030’”: The Transport Sector

  • Aleksandr A. Matenkov   ORCID: orcid.org/0000-0003-3831-1245 3 ,
  • Ruslan I. Grin   ORCID: orcid.org/0000-0003-4343-9219 3 ,
  • Markha K. Muzaeva   ORCID: orcid.org/0000-0003-0843-5685 3 &
  • Dali A. Tsuraeva   ORCID: orcid.org/0000-0002-2445-6729 3  
  • First Online: 17 May 2023

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Part of the Environmental Footprints and Eco-design of Products and Processes book series (EFEPP)

The research deals with the priority areas of digitalization in the transport sector in interpreting the strategy “Moscow ‘Smart City—2030’.” The research aims to study the priority areas of digitalization of transport flows of the metropolis and the potential impact of digitalization on the functioning of the territory. By applying the methods of content analysis and the regulatory-legal method in the research, the authors assessed the position of the city authorities on the most sought-after areas of innovation in the transport sector and determined the composition of socio-economic benefits of digitalization of the transport sector. The analysis of statistical indicators of the development of the transport sector of the Moscow urban agglomeration has confirmed the growing need to improve the efficiency of transport infrastructure in the broad sense, including an increase in the level of connectivity of the city districts and the level of sustainability of the transport system. The results show certain disproportions between the priority areas of transport development and the actual needs of the urban infrastructure, as well as the presence of significant legal constraints in implementing uncrewed transport concepts. It is demonstrated that there is a certain consensus between the municipal authorities and the population on the issue of assigning the transport sector among the priorities for implementing digital technology. The specifics of the metropolitan area (high concentration of capital and innovation activity) allow for considering Moscow as a model example of the introduction of innovative technologies. In this regard, it is necessary to optimize the legal restrictions on the introduction of innovations in the field of transport (on the model of a legal sandbox, Regulatory Sandbox).

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Government of the Russian Federation (2022) Decree “On approval of the strategy of spatial development of the Russian Federation until 2025” (13 Feb 2019 No. 207-r, as amended on 30 Sep 2022). Moscow, Russia. Retrieved from https://docs.cntd.ru/document/552378463 . Accessed 10 Dec 2022

Polidi T (2017) Liberation of cities: How agglomerations will help Russian economy. RBK Daily. Retrieved from https://www.rbc.ru/opinions/economics/11/10/2017/59dde2ce9a79475a5f5e5df5 . Accessed 10 Dec 2022

Demidova A, Gubernatorov E (2017) A quarter of the world’s population got predicted life in giant cities by 2030. RBK Daily. Retrieved from https://www.rbc.ru/business/06/07/2017/595df2c19a794776e863d1b3 . Accessed 10 Dec 2022

Ivanitskaya NV, Baybulov AK, Safronchuk MV (2020) Modeling of the stress-strain state of a transport tunnel under load as a measure to reduce operational risks to transportation facilities. J Phys: Conf Ser 1703(1):012024. https://doi.org/10.1088/1742-6596/1703/1/012024

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Bakhur V (2021) Cisco broadband index survey: Russians consider Internet access no less important than utilities. CNews. Retrieved from https://www.cnews.ru/news/line/2021-07-19_issledovanie_cisco_broadband_index . Accessed 12 Dec 2022

Autonews (2021) Authorities named the total number of cars in Moscow. Retrieved from https://www.autonews.ru/news/61c853cb9a794703b66ac3d4 . Accessed 10 Dec 2022

Department of Transport of Moscow (2017) Digitalization of Moscow transport: department of transport of Moscow. Retrieved from https://report2010-2017.transport.mos.ru/pdf/ar/en/mega-projects_digitalization.pdf . Accessed 10 Dec 2022

Yadova EN, Levich PA (2020) Analysis of preparedness to the modern (or up to date) technologies in conceptual frame of STS and RRI. Technologos 2:25–41. https://doi.org/10.15593/perm.kipf/2020.2.03

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Department of Information Technology of Moscow (2018) Concept of Moscow 2030. Retrieved from https://2030.mos.ru/netcat_files/userfiles/documents_2030/opros.pdf . Accessed 10 Dec 2022

KPMG (2020) Autonomous vehicles readiness index. Retrieved from https://home.kpmg/xx/en/home/insights/2020/06/autonomous-vehicles-readiness-index.html . Accessed 12 Dec 2022

Safronchuk MV, Sergeeva MV (2021) The concept of economic growth through digital economy perspective. In: Popkova EG, Sergi BS (eds) Modern global economic system: evolutionary development vs. revolutionary leap. Springer, Cham, Switzerland, pp 1264–1271. https://doi.org/10.1007/978-3-030-69415-9_138

Ivanov OV, Shamanina EA (2021) PPP as a tool to achieve sustainable development goals and implement the concept of “Quality infrastructure investments”. In: Zavyalova EB, Popkova EG (eds) Industry 4.0: exploring the consequences of climate change. Palgrave Macmillan, Cham, Switzerland, pp 309–322. https://doi.org/10.1007/978-3-030-75405-1_28

Safronchuk MV, Ivanitskaya NV, Baibulov AK (2022) Global labor market and challenges of digitalization. In: Popkova EG (eds) Imitation market modeling in digital economy: game theoretic approaches. Springer, Cham, Switzerland, pp 142–150. https://doi.org/10.1007/978-3-030-93244-2_17

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Top Contributors in Project: Dale Howard [MVP]  -  John - Project   ✅

February 13, 2024

Top Contributors in Project:

Dale Howard [MVP]  -  John - Project   ✅

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Microsoft Project - Cannot add a cost resource in the task information window

Recent change in MS Project: now cannot add a cost resource in the task information window. You can enter a resource and the associated costs, but it will not save when exiting the task information window. You can work around it be selecting the cost resource from the 'resource names' field first, then going into the task information window to add the cost.

Is this a recent update issue?

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Replies (8) .

Trevor Rabey

use the assign resources button, not the resources tab in task information.

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Thanks for your feedback.

I have a customer with around 1,000 users making use of Cost Resources. These users have recently been moved from Microsoft Project Professional to Microsoft Project Online Desktop Client. In upgrading they have also come across the same problem.

It was possible to assign a Cost Resource to a Task using the Task Information dialogue. This has been confirmed by rolling back my version of the Desktop Client to that associated with the 'Semi-Annual' Channel (Version 2302 (Build 16130.20868 Click-to-Run)) were all works as expected.

When switching to Current Channel (Version 2311 (Build 17029.20108 Click-to-Run) or more recently Version 2312 (Build 17126.20078 Click-to-Run)) it is no longer possible to assign Cost Resources via the Task Information dialogue.

All changes made to the Task Information dialogue at the same time as assigning a Cost Resource are lost when clicking 'OK' to close the dialogue

The same behaviour is evident when attempting to assign Budget Cost Resources (when launching the Task Information dialogue on the Project Summary Task)

I have raised a ticket with Microsoft Support although, other than rolling back to the Semi-Annual Channel, to date they have yet to come up with any view of when this defect will be fixed and have suggested I add a requirement to re-add the functionality via User Voice.

As suggested by Trevor Rabey, currently the 1,000 users are working around the change by using the Assign Resources dialogue.

Hope that throws a bit more light on the subject.

Dale Howard [MVP]

  • Volunteer Moderator

I can confirm the bug that pennyb9454 and Andrew have reported. For the life of me, I do not know why anyone would use the Task Information dialog to assign resources, knowing that either the Assign Resources dialog or the Task Entry view work as designed. So, I would strongly recommend that you all follow Trevor's excellent advice and to use the Assign Resources dialog when assigning Expense Cost resources to tasks or assigning Budget Cost resources to the Project Summary Task. That method will work as expected.

Also, I have no idea whether Microsoft will fix this bug or not. A short while back, there was a major budget with the Multiple Task Information dialog where changes made to tasks through this dialog were not applied. That bug has been fixed, thankfully, but perhaps in fixing this bug, Microsoft introduced another bug. Hope this extra information helps.

Thanks Dale.

Evidently whatever has been changed on the Task Information dialogue has really caused some issues. We have another customer who has drawn our attention to the fact that if a Work Resource is added via Task Information and the Units are changed (say to 40%) on closing and reopening the Task Information a resource with a blank name is assigned at 100%.

I have now updated to the Current Channel Microsoft Project Online Desktop Client Version 2401 (Build 17231.20194 Click-to-Run).

The workaround (using 'Assign Resources') is now also non-functional (you can enter a value in the 'Cost' cell, however as soon as you navigate out of the cell, e.g. to Close the dialogue, the value is returned to £0.00).

I can't see a way of adding a Cost Resource to a Task now...

I can confirm that the Assign Resources dialog DOES work, however, you should follow these steps:

1. Select the task in question.

2. Display the Assign Resources dialog.

3. Select the Cost resource and then click the Assign button.

4. For the assigned Cost resource, enter the cost in the Cost column and then press the Enter key.

This is the method I have always used for assigning Expense Cost resources to tasks using the Assign Resources dialog. Please try this method and let us know if it helps.

Hello Dale,

Thanks for the reply.

The steps works exactly as described. There is a difference in the operation of the Assign Resource dialogue between versions:

Version 2302 (Build 16130.20868 Click-to-Run)

Adding a value into the Cost cell automatically Assigns the resource (confirmed by the appearance of the 'Resource Name [£10,000] in the Gantt Chart view in the background behind the dialogue)

Version 2401 (Build 17231.20194)

The resource must be associated with the task (by pressing the 'Assign' button on the dialogue) before a value is added to the Cost cell

I guess the 'short cut' in earlier versions has been removed. I will ensure our Project Managers are instructed accordingly.

Thanks again

You are more than welcome for the help, my friend! If one of my replies answered your question, please mark it as the answer. Thanks!

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COMMENTS

  1. Distribute project work evenly (level resource assignments)

    When people in your project are working on too many assignments at the same time, you can resolve resource conflicts or overallocations by leveling the assignments automatically by going to Resource > Level All. Leveling works by delaying tasks or splitting them so the resources that are assigned to those tasks are no longer overloaded.

  2. ms project

    1 Answer Sorted by: 0 It sounds like you are using the wrong tool for the task. You're working in a Scrum-like environment. I assume you also have a Product Owner that is defining the work to be done (at a feature/story level). And then the team is breaking that work down into development and testing tasks.

  3. Assigning Resources

    The simplest way to add resources is to type the name of the assigned resource into the Resource Names field: Notice that resources are only assigned to child tasks. Summary tasks do not need to be resourced separately, since they are simply summaries of the child tasks underneath them: It's very important to select the tasks in the correct order.

  4. Add resources to your project

    Windows Web You can add several types of resources to your project. Enterprise resources An enterprise resource is a part of the list of resources for the whole organization; therefore, each of these resources can be shared across multiple projects.

  5. Mastering Assign Resources in Microsoft Project

    Most Microsoft Project users know that the Assign Resources window is one of many ways to assign a resource to a task. But did you know that the Assign Resources window can also be used to assign multiple resources to multiple tasks, compare assignments across multiple tasks and re-align assignments across multiple tasks? Read on to learn how.

  6. Assign people to work on tasks

    With the task selected, choose Task > Properties > Information. On the Resources tab, you can assign a longer list of resources to the task, without running into that 256 character limit on the Resource Names column. Need more help? Want more options? Discover Community

  7. Assigning Resources in Microsoft Project

    Within Microsoft Project there are various ways to assign resources to tasks within a project schedule. In my opinion there is no right way to assign resources. However, using the right method will allow you to assign resources and plan the assignment correctly and efficiently. I am going to discuss three methods of assigning resources Read more about Assigning Resources in Microsoft Project[…]

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    Click Here to Get Started. Select Agree budget and approach, right click, and click Assign Resources. Now that brings up the Assign Resources dialogue. And in the dialogue you can see a list of the available resources. Later on in the course we'll look at the fact that as the number of resources available in a project grows you may need to ...

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  11. Learn more about resource units

    In the Task tab, click Information and then click the Resources tab. Enter the information in the Units field. Assignment units indicate how much of the resource's available time, according to the resource calendar, is being used to work on a particular task. For example:

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    In the selected cell, click the pick list arrow button and select the name of the resource you want to assign to the task. In the Units column, enter a percentage value that represents their availability for the project (such as 25% or 50%). In the Work cell, enter the work estimate given to you by the team member.

  13. Add resource automatically by task name in MS-project

    1 Answer Sorted by: 1 This code assigns resources to tasks based on the names of the tasks. Given that task names are typically more descriptive than a single word, the code uses a contains search (e.g. Like ). If the resource does not already exist, it is added.

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    Microsoft Project automatically calculates the resource cost for that assignment. Tip: To enter more than one rate per resource, see Enter variable rates for people or material resources at the end of this article. Got rates more complex than that?

  15. What is MoSCoW Prioritization?

    MoSCoW prioritization, also known as the MoSCoW method or MoSCoW analysis, is a popular prioritization technique for managing requirements. The acronym MoSCoW represents four categories of initiatives: must-have, should-have, could-have, and won't-have, or will not have right now. Some companies also use the "W" in MoSCoW to mean "wish.".

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    Expera. Sep 2023 - Present 6 months. Tashkent, Uzbekistan. Set up and configured Microsoft Project Server (40 projects, 70 people in resource pool) for centralized management of projects. Developed a policy for managing IT-projects from pre-sale stage until transfer to technical support. Prepared 28 templates for key project artifacts.

  18. Digital Technologies of the Project "Moscow 'Smart City ...

    Abstract. The research deals with the priority areas of digitalization in the transport sector in interpreting the strategy "Moscow 'Smart City—2030'.". The research aims to study the priority areas of digitalization of transport flows of the metropolis and the potential impact of digitalization on the functioning of the territory.

  19. Microsoft Project

    2. Display the Assign Resources dialog. 3. Select the Cost resource and then click the Assign button. 4. For the assigned Cost resource, enter the cost in the Cost column and then press the Enter key. This is the method I have always used for assigning Expense Cost resources to tasks using the Assign Resources dialog.