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During this Microsoft Project 2016 advanced training tutorial video, we will discuss about project consolidation and resource sharing which is combining multiple project into one, splitting a large project into several project, and sharing resources between project.


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Welcome back to our course on Project 2016 Advanced.
In the previous section I discussed some of the key points around project consolidation, the reasons that you might want to split projects up and the reasons why you might want to join projects together. And one of the key aspects that comes out of that is the importance of deciding on how to deal with resources. And in relation to our charity event we came across the first key issue, which is that if we start to split the event into separate projects we somehow need to make sure that those projects are using the same resources. And so what I’m going to cover in this section is how to set up a resource pool and how to share the resource pool between a number of projects.

My starting point for this section is the ending point for the preceding section. So I still have my complete list of tasks here, Charity Event All, and I also have also open at the moment the individual Sports Day project that I created in the preceding section. Note that the tasks involved in the Sports Day project are also still in the All project, the one you’re looking at at the moment. And clearly at some stage I need to remove those as they are now in a separate project. But I’m going to set up the resource pool first.

Now one of the key aspects of a resource pool is that generally speaking we set it up as a project with resources but no tasks. And quite often you’ll want to set up a resource pool right at the outset when you’re working on a project or a group of projects that are going to share that resource pool.

So on many occasions you’ll start off with a completely empty MPP. Go to the Resource Sheet, start entering your resources, make up your resource pool, and then save that project but with no tasks. Now on this occasion we already have a good starting point for our resource pool because if I look at the Resource Sheet for the All project I’ve already got all of my resources. And I’m going to basically save a copy of the All project, remove all of the tasks in that project and that will become my resource pool.
So what I’m going to do is click on File, Save As and then I’m going to browse to my normal course files folder and save the Charity Event All project. And the saved project is going to be CharityEvent_Resources.mpp. There it is. Click on Save. And having saved CharityEvent_Resources.mpp what I’m going to do is to select all of the tasks and I’m going to hit the Delete key. I now have a project with no tasks. But if I click to the Resource Sheet of course I still have all of my resources. And this is now my resource pool. Now let me switch back into the individual project, the Sports Day project.

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