MS Project 2010 - Keeping Resources Under 100% Utilization RRS feed

  • Question

  • I have 3 resources who are working on 4 different projects.  All projects combined, I need to ensure that each one of these resources is keep at a total of no more than 80% utilized.  I have no idea how this can be done.

    In a given project I have made resources less than 100% available.  I have not had to worry about cross projects keeping a resource at less than 100% (or in this case at no more than 80%).

    Any ideas on how this can be done?  Please

    Monday, October 7, 2013 9:36 PM

All replies

  • Hello DennyKat

    Setup all your projects to use a Share Resource Pool.  Basically, this is a project schedule without any tasks and loaded with all your resources.  Then have each project schedule point to the Share Resource pool.


    Michael Wharton, MVP, MBA, PMP, MCT, MCTS, MCSD, MCSE+I, MCDBA
    Blog contains my field notes and SQL queries

    Monday, October 7, 2013 10:03 PM
  • Thank you very much Michael!!!  I believe this will allow me to do what is needed.  Thank you!!
    Tuesday, October 8, 2013 3:54 PM
  • Hi dennykat --

    MS Project will not prevent you from over allocating resources... whether you are working within a single project, you are using a shared resource pool file, or you are using Project Server. The tool will tell you when resources are over allocated and for what reasons, but it will not address the over allocations for you.

    Are you using MS Project 'stand alone' or Project Server?

    Some might recommend that the built-in resource leveling tool can automatically resolve over allocations, but I do not recommend that you run that tool automatically. Even if you DO use the built-in resource leveling tool, I recommend that you run it manually on a resource-by-resource basis... and you should know that it is not capable of resolving all over allocation situations.

    Knowing about resource over allocations is half the battle; the other half is dealing with them. There are multiple ways to deal with them, but the best way depends on the situation:

    • Delay one or more assignments to a time frame when the assigned resource has more availability
    • Replace the assigned resource with one or more other suitable ones that have more availability
    • Assign a helper resource to reduce the workload of the original assigned resource
    • Increase the availability of the assigned resource (i.e. work longer days)

    MS Project does not 'know' your specific situation, so it cannot -- and SHOULD not -- make assumptions about the best way to deal with a resource over allocation. That's why you make the big bucks! ;-)

    Good luck!

    -- tz

    Tony Zink | Vice President, EPMA | | Blog: | Training:

    Tuesday, October 8, 2013 7:09 PM