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How to Schedule and Staff Projects Using Resource Management in Microsoft Dynamics AX 2012

August 5th, 2015 Brianne Schaer No comments

Schedules, timing, skills, requirements, and job positions all must be taken into consideration when staffing a project. Whether it’s a new project, or one that requires a few extra qualified resources, a project manager must always be ready to search and find those resources with ease. When an urgent email comes in requesting workers for a project, your project managers can rely on the flexible project planning features in Microsoft Dynamics AX 2012 to plan, create, manage, and control projects in your organization.

Since highly skilled workers are in-demand, it is necessary to have powerful and dynamic booking software to speed resource management processes in your company. The Project Management and Accounting module in Microsoft Dynamics AX 2012 streamlines managing resources and filling positions for projects. Easily manage and schedule resources for upcoming projects with these powerful features:

  • Visual resource scheduling: View the capacity of resources across the organization in one consolidated view.
  • Project teams and roles: View the capacity of resources across the organization in one consolidated view.
  • Flexible capacity allocation model: View the capacity of resources across the organization in one consolidated view.
  • Group resource booking: View the capacity of resources across the organization in one consolidated view.
  • Global resource pool: View the capacity of resources across the organization in one consolidated view.
  • Competency matching: View the capacity of resources across the organization in one consolidated view.
  • Integration with Microsoft Project: View the capacity of resources across the organization in one consolidated view.
  • Automatic resource scheduling: View the capacity of resources across the organization in one consolidated view.

It all starts with an email requesting staff members. If a project manager receives an email requesting two technical analysts that are available all of September and October 2015 and have HTML and SQL skills, she can head straight to Microsoft Dynamics AX → Project Management and Accounting → Project resources → Resource availability to search and select workers for the project.

Resource Availability Chart

The resource availability chart shows the status of your workers. The color coded chart shows the availability of each resource, with green being fully available, light blue for partially available, dark blue for booked, and red for over booked.

Skills can easily be added and removed in the Worker search criteria. Since we are looking for people with HTML and SQL skills, we have added them in the search, and we need both skills, so we filled in 100 percent in the Worker selection thresholds field on the right.

Powerful updated view shows resources available for the Project.

The powerful, updated view above clearly shows which resources are available and qualified for the project. By changing the view to show months, we don’t even have to scroll to see that Olive Kanter and Katie Jones are available for both months needed.

Worker details shows Title Availability and Contact Information

Hovering over a worker shows their details, including title, availability, and contact information.

And now to book these resources:

Select Multiple Items and Assign One Function to All Selected.

By checking both workers in the list, we can book the two of them in one click. Simply click Hard book on the bottom right, then select Full capacity.

A popup will come on screen showing ongoing projects, including key information like the customer account and project manager.

Select Project to Book Selected Workers.

Select the project for which you want to book the selected workers. In this case, we will staff the “Ecommerce Upgrade” project by checking that line and clicking OK.

Once the workers are added to a project, the grid will reflect the new status by changing from green for available to blue for booked.

By double-clicking on a cell in the chart, the booking details will pop up. In this case, it shows that Olive Kanter is booked for the entire month of October on the Ecommerce Upgrade project. To see more detailed information, click “View full booking details.”

By double-clicking on a cell in the chart, the booking details will pop up. In this case, it shows that Olive Kanter is booked for the entire month of October on the Ecommerce Upgrade project. To see more detailed information, click View full booking details.

The resources assigned to a particular project are also listed in the project record itself. Simply head to Microsoft Dynamics AX → Project Management and Accounting → Projects → All Projects to see all active projects in a list view.

Select the project from the “All projects” list.

Select the project from the All projects list.

The project details will pop up in a new window, and by expanding the “Project team and scheduling” section, we can see the two resources we added to the project. It is also possible to change the role of each worker, and add or delete workers from this view.

The project details will pop up in a new window, and by expanding the “Project team and scheduling” section, we can see the two resources we added to the project. It is also possible to change the role of each worker, and add or delete workers from this view.

For more information on Resource Management in Microsoft Dynamics AX, please email dynamics@ignify.com.

Brianne Schaer is a Product Marketing Specialist at Ignify. Ignify is winner/finalist of the Worldwide Microsoft Partner of the Year Award in 2014, 2013, 2012, 2011 and 2010, and offers eCommerce, ERP, CRM, Order Management and POS solutions based on the Microsoft Dynamics line of products. Ignify has been included as the fastest growing businesses in North America for seven years in a row by Inc. Magazine and Deloitte in the FAST 500 from 2008 to 2013.