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In this video, discover the available options when sharing a resource pool while working in Microsoft Project 2013.

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Video Transcription:

Toby: Welcome back to our course on Project 2013 Advanced. In the previous section, we took our NFF Master project and we separated out the resource pool completely, and then we made sure that the master project uses the resource pool, and then that the three subprojects within the master project also used that same resource pool. In this way, we've truly got a common sharing of resources throughout the project. Now in this section what we're going to do is to look at the practicalities of working in this situation. Let's begin by supposing that I'm the project manager for the overall project and what I want to do now is to simply open the master project.

Now when I try to open the master project, I immediately come across one of the key points that's necessary to understand when it comes to sharing resources. So if I click on File and then from the Open, I click on NFF Master I see a message. Now you can already see the master project there, the Gantt Chart View in the background but what happens is that Project 2013 realizes that this particular project is using a resource pool and it gives me two choices. Now one choice, as you can see from the selected radio button there, is Open resource pool to see assignments across all sharer files. Now if I'm interested in looking at resourcing and in particular if I may want to look at resource leveling or resource overallocation, in order to really see what's going on it's going to be necessary for me to open the resource pool. In opening the resource pool, that will give me the ability to look at resource assignments throughout all of the projects that share that resource pool. Now, I did mention earlier on that it's not necessarily the case that that resource pool is only being used by the projects you've seen before. What if one of the other project managers in my company has been told to use the same resource pool? That other project manager may be using those resources and making assignments in those resources as well. So what it's really saying to me here is if you want to be able to look at resource assignments and know how your resource assignments are looking, you need to open the pool itself so that you can see assignments across all of the projects that are sharing that resource pool.
Now as you'll see, when I come to open this project and the resource pool in a little while, it will actually be opened in Read Only mode so I won't be able to make changes to the resource pool as such. We're going to look at that a little bit later on. But it does enable me to see assignments.

Now the second option says "Do not open other files." So in this case, I'm not going to be able to see the assignments. So in what sort of situation might I choose that option? Well, clearly I'm not going to choose that when I've got resource assignments to make or change because I won't be able to check the availability of resources even. But I might choose it in situations such as one where what I really want to do is to add a load of tasks to a project and I'm not doing resource assignments at the moment.

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