Project Server: Block Resource Bookings


  • Is it possible to somehow block a resource (temporarily) from being used on new activities or possibly having existing assignments amended (elongated etc.).

    There are occasions when we would want certain restrictions applied to particular key resources that stopped them from being booked. These tend to be highly skilled / specialised resources who we want to safeguard from being used on other projects.

    They may appear in other project plans already - I just want to stop owners (project managers) of those plans from making further bookings.

    I thought of using an enterprise field to manage this but can only see how it would be advisory - i.e. it would actually impose any restrictions.

    Any help would be much appreciated.


    Thursday, April 20, 2017 10:57 AM

All replies

  • Since nobody jumped in, I'll give a similar reply than to your last question. Both are quite related, so my replies.

    There is no such mecanism in MS Project or Project Server/Online to prevent Project Managers to assign resources and update assignments once they can open the plan in read-write mode. 

    You can always unpublish tasks, but it will only prevent the resource itself to see and update his assignment, not the PM to update the assignment or use the resource.

    It is always possible to do some VBA, for example create a flag on resource or task and based on this flag, lock the task or assignment.

    Hope this helps,

    Guillaume Rouyre, MBA, MVP, P-Seller

    Thursday, April 20, 2017 1:50 PM
  • Thanks - it looks like a bit of VBA work is coming my way :-)

    Is there a good reference site you know of for this?

    Thursday, April 20, 2017 2:34 PM
  • I guess so ;-)

    The unique reference for VBA in MS Project is the book written by Rod Gill.

    Hope this helps,

    Guillaume Rouyre, MBA, MVP, P-Seller

    Thursday, April 20, 2017 2:46 PM
  • ADT-Miller --

    If you are using either Project Online or Project Server 2016, there is functionality you could use for this purpose.  This functionality is known as Resource Engagements.  Your application administrator can designate high-demand resources in your Enterprise Resource Pool as requiring a Resource Engagement before they can be assigned to any tasks in a project.

    If a PM assigns a high-demand resource to tasks in the project WITHOUT creating a Resource Engagement, Microsoft Project will display a warning indicator in the Indicators column to the left of each task to which the resource is assigned.  This violation information also becomes reportable in a Project Server or Project Online report.  So, it is very easy to see which PMs are violating the "rules of the game" so to speak.

    If the PM DOES create a Resource Engagement in the project for the high-demand resource, the person's resource manager can either approve, edit and approve, or reject the Resource Engagement.  Once the Resource Engagement is approved for the high-demand resource, the PM can now assign the resource to tasks without seeing any violation indicators.  If the PM attempts to assign the resource in a manner that does not comply with the approved Resource Engagement, then the violation indicators will appear on those tasks.  For example, the approve Resource Engagement might allow Mickey Cobb to be used at a Units value no greater than 50%, but the PM attempts to assign her to tasks at 100% instead.

    If the project schedule slips, so that the task assignments of a high-demand resource are now outside of the approved Resource Engagement specifications, the violation indicators will appear.  This means the PM would need to create a new Resource Engagement to handle the new requirements for the resource.

    Does that help?

    Dale A. Howard [MVP]

    Thursday, April 20, 2017 3:59 PM