Exercise - Work with resources

  • 25 minutes

In this exercise, you will find and propose resources for review and then accept and book resources. Then, you will import project estimates in the project contract.

Prerequisite

Complete the exercise in the Get started with project management in Dynamics 365 Project Operations module before you start this exercise. This exercise uses standard demo data that is available in Project Operations.

Task 1: Find, propose, and mark resources for review

In this task, you are playing the role of a resource manager who is finding resources based on the resource requests that are submitted by the project manager. When you find the resources, you will propose and mark the resources for review for project manager approval.

Find and propose resources

To find and propose resources, follow these steps:

  1. In the navigation pane, under the Resources section, select Requests. On the Active Resource Requests page, select the Project Manager role and then select Find Resources. This action will open the schedule board in a new web browser tab.

  2. On the Schedule Board page, expand the Filter View and review the filter settings.

    Note

    If you are unable to find a resource, it’s because the start date of a task is in the past. However, you can manipulate the filter to display Spencer Low (Project Manager) and propose the booking.

  3. In the Filter View pane, change Available Duration to 40 hours and, in the Search Start box, select 1/Monday (this week), and then select Search.

  4. On the Resource list, select Spencer Low, change the Booking Status to Proposed, and then select Book & Exit. (Wait for the notification message and the web browser tab will automatically close.) Notice that the duration is for the full 56 hours.

  5. Repeat steps 1-4 for the Consulting Lead request, select Jacob Hancock, change the Booking Status to Proposed, and then select Book & Exit.

Mark resources for review

To mark resources for review, follow these steps:

  1. On the Active Resource Requests page, press the F5 key to refresh the page. Notice that the status has changed to In Progress.
  2. Select the Consulting Lead role request and then select Edit.
  3. On the Resource Request page, select Mark for Review and then select Save & Close.
  4. Repeat steps 2-3 using the Project Manager role.
  5. On the Active Resource Requests page, press the F5 key to refresh the page. Notice that the status has changed to Needs Review.

Watch the following video for a demonstration of how to find, propose, and mark resources for review.

Task 2: Review and book resources

In this task, you are playing the role of a project manager who is reviewing the resource names that are proposed by the resource manager. You will open the resource requirements and then review and book the proposed resources.

Review and accept resource proposals

To review and accept resource proposals, follow these steps:

  1. In the navigation pane, under the Resources section, select Requirements. On the Active Resource Requirements page, select the Consulting Lead role and then select Edit.
  2. On the Resource Requirement page, select the Proposed Resources tab, change the time filter to Weeks, and then select Jacob Hancock. In the menu bar, select Accept Proposals and then select Hard.
  3. On the Request Submitted dialog box, select OK.
  4. On the Resource Requirement page, select Save & Close.
  5. Repeat steps 1-4 for the Project Manager role, and select Spencer Low.
  6. In the navigation pane, under the Resources section, select Requests. On the Active Resource Requests page, select the Project Manager role and then select Edit.
  7. On the Resource Request page, on the menu bar, select Mark Completed. Notice that the record’s status has changed to Inactive – read-only.
  8. Repeat steps 6-7 for the Consulting Lead role.
  9. Change the view to Inactive Resource Requests. Notice that the request status has changed to Fulfilled.
  10. Switch to the (Project) web browser tab that has the PP1 Adventure Works project open. Press the F5 key to refresh the page.
  11. Select the Team tab and expand Jacob Hancock to view his assigned tasks.

Note

You can also view Resources > Bookings to view Active Bookable Resource Bookings for Jacob Hancock and Spencer Low.

Book named resources

To book named resources, follow these steps:

  1. Switch to the (Project) web browser tab that has the PP1 Adventure Works Prof Services (Project) project open.
  2. Select the Resource Reconciliation tab and select the first booking shortage for Sara Perez. In the menu bar, select Extend booking.
  3. In the Extend Booking: Sara Perez dialog box, select OK.
  4. Repeat steps 2-3 for all remaining booking shortages.

Watch the following video for a demonstration of how to review and book resources.

Task 3: Import project estimates to the project contract

In this task, you are playing the role of a project manager and you will import the project estimation into the sales contract. The customer has already accepted the project contract, and you will then mark the project contract as confirmed.

  1. Switch to the (Sales) web browser tab, navigate to Sales > Project Contracts, and then select the PP1 Adventure Works Prof Services (Onsite) order.
  2. On PP1 Adventure Works Prof Services (Onsite), select the Contract Lines tab, select Professional Services, and then select Edit.
  3. On the Professional Services Order Line page, select the Project Contract Line Details tab, select the more commands icon, and then select Import from Project Estimation.
  4. In the Import from Project Estimates to Sales Contract Line Details dialog box, accept the default settings and then select OK.
  5. After processing has finished, review the Project Contract Line Details tab and then select Save & Close.
  6. On the PP1 Adventure Works Prof Services (Onsite) page, from the menu bar, select Confirm.
  7. Read the message in the dialog box and then select OK.

Watch the following video for a demonstration of how to import project estimates to the project contract.