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How to fix overallocation of resources across multiple projects RRS feed

  • Question

  •  I’ve been adding my resources quite carefully for projects – allocating a percentage to try to work out what’s realistic for the coming months. I then look at resource allocation and can see where I’m overallocated (where the bars are red).

    Where can i find our what days/weeks i'm overallocated on?

    Which projects I’m overallocated on – what are the tasks that I need to shift to fix the overallocation  etc?

    What’s the easiest/best way to use this information?

    thanks in advance

    Tuesday, November 27, 2012 2:54 PM

All replies

  • You can use Resource Usage view's time-phased sheet to analyze, when & where a resource is over-allocated and by how many hours; If you are using 2010, Team Planner can be used to drag and drop assignments as to remove overallocation or you can manually edit in Resource Usage. Leveling option in Project also help in removing over-allocation.

    You can refer to these links for initial inputs :

    http://office.microsoft.com/en-us/project-help/about-resource-leveling-HP001041939.aspx

    http://www.techrepublic.com/article/deciding-when-to-use-resource-leveling-in-microsoft-project/1058521

    http://office.microsoft.com/en-us/project-help/distribute-project-work-evenly-level-resource-assignments-HA001231647.aspx


    Sapna Shukla

    Tuesday, November 27, 2012 4:45 PM
    Moderator
  • Thanks - but how can you see what projects you're overallocated on - i have a master project plan which includes 9 projects so how can see what tasks from what projects i'm overallocated on.

    Also on a bit of a unrelated point - is there a way you can view tasks that need to be completed or started in the next week? so it is easy to see what tasks would need to be worked on soon

    thanks

    Manraj


    Manraj

    Tuesday, November 27, 2012 4:57 PM
  • Hello ManrajKR,

    Just to clarify - have you entered the resource in each project file's resource sheet or have you created the resources in a separate file - a resource pool?  It sounds from your description that each resource has been entered separately in different files.  If that is the case, you'll need to consolidate your resources into a single resource pool file and then share that pool file to the multiple project files.

    By creating the resource pool file, you can define your resources with a maximum unit and then look at overallocations caused by the overlap of tasks in multiple projects.

    See:

    http://office.microsoft.com/en-us/project-help/use-a-resource-pool-HP045295517.aspx

    for more detailed information about creating a pool file from existing project files.

    I hope this helps.

    Julie

    Tuesday, November 27, 2012 4:57 PM
    Moderator
  • ManrajKR --
     
    It would really help if you would reveal to us whether you are using Microsoft Project in conjunction with Project Server, or whether you are using the Microsoft Project desktop application only.  And if you are using the desktop tool only (without using Project Server), it would also help to know if you have connected your projects to a shared resource pool file.  Otherwise, as you can see from the responses so far, we are all guessing as to the correct answer to your questions.  Please let me know and we will try to help.
     

    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    Tuesday, November 27, 2012 10:04 PM
    Moderator
  • hi - Thanks for the speedy responses so far.

    Yes the team use MS project 2010 only, we do have a resource pool which is shared across the team. i hope this clarifies.

    thanks

    Manraj


    Manraj

    Wednesday, November 28, 2012 9:31 AM
  • Hi,

    OK, in that case, as pointed out by earlier posts, the Resource Usage will show you what you need. To see which project a task belongs to, insert the column "Project".

    Greetings,

    Wednesday, November 28, 2012 12:32 PM
    Moderator