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Assigning resource calendars RRS feed

  • Question

  • Hi all

    I'm new to MS project so be gentle with me......

    I have several resources which will all have different units within my schedule.

    I understand based on an 8 hour day that setting a resource's units to 60% will give us his effective hours of 4.8 per day.

    I created a new base calendar for this resource as a 4.8 hour day.

    I then entered the resource sheet and created this resource with units of 100% and in the "change working time" option I selected the base calendar I had created.

    I then assigned this resource to an 8 hour task.  I expected the duration to be calculated as 1.67

    However it appears the duration is being calculated based on the schedule settings in the project options.  Here the schedule settings are set to the default of 8 hours per day and so on.

    I don't want to change this project setting because I have several resources that will all be working different hours so doing this will not be an option.

    For example I will be having resources working 5.6 hour days (based on an 8 hour day at 70%) and several others besides.

    Can anyone tell me if I can get the schedule to calculate the durations as I want to see them?

    The reason I started looking at resource calendars and doing things this way was because my pm was trying to factor units down to say 15% (based on a resource with units of 75%) so that the resource could work on 4 jobs at once.  He even wanted to factor it down to 4% meaning that a resource at 75% could work on 16 tasks at a time or in any one time.  This completely blew my brain and got me completely and utterly confused.  To me, if I have a person set with their max units to 75% (in the resource sheet) and then select a task and assign the resource at 38% this would mean half their time (for a 75% resource) or most of a 50% available guy if you looked at it that way!  So many mis-leading elements with this.

    So for transparency I thought it would be easier to work with calendars because 50% would mean half his working day. 

    Can anyone suggest another way to do what my pm wanted to do without it getting more and more un-workable?!

    Your help with all of the above will be greatly appreciated!

    Thanks in advance

    Jo


    Tuesday, June 26, 2012 4:39 PM

All replies

  • Jo --
     
    We will not beat on your for being a newbie.  We�??re just here to help.  :)
     
    I think you are making this too hard.  Delete all of those base calendars you created for your resources and set their Base Calendar value to the Standard calendar which shows 8 hours of work per day.  Before you assign resources to a task, display the Gantt Chart view and then click the Details checkbox in the Split View section of the View ribbon.  This action displays a split screen view with the Gantt Chart in the top pane and the Task Form in the bottom pane.  The real name of this split screen view is the Task Entry view, and this view is where I recommend you always assign resources to tasks.
     
    Select a task in the Gantt Chart pane.  In the Task Form pane, select the name of the resource in question, enter the Units value as 60% and then enter 8 hours of work.  Click the OK button and Microsoft Project 2010 will calculate the Duration you expect to see.  In fact, the software uses the following formula to calculate the Duration for every task in the project:
     
        Duration = Work / (Hours Per Day x Units)
     
    You find the Hours Per Day value in the Project Options dialog, and by default, the Hours Per Day value is 8 hours.  The software uses this value to calculate the Duration of every task in the project.  Hope this helps.
     

    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, June 26, 2012 5:31 PM
    Moderator
  • Hi Dale

    Thanks for getting back to me so quickly.  I appear to have got myself in a muddle hey!  What you have suggested I do is exactly how my plan was set up before the pm started asking me to factor the resource down to 4% etc.

    I will definitely go back to assigning the resource your way!  It's the logical way I have always done it (I've always used P3).

    The thing that has thrown me is our pm wanting to factor units down as low as 4% to enable them to work on 16 tasks in parallel. I understand why he wants to do this (dynamic design phase), I just don't know if it's the best way of handling it.  Can you advise what you would do if you had a huge amount of tasks (2500 ish) with different resources assigned and you want project to reflect them working on several tasks in parallel?

    Also surely I need to define the tasks to be worked on in parallel and assign a start to start on them? (pm can't identify which tasks will be worked on in parallel he just wants the plan to say it's possible and the outcome is......)  

    If I just applied 4% to 16 tasks and left them with a finish to start this would mean they were not starting until their predecessor had finished.

    Thanks for your help :-)

    Jo



    • Edited by joday48 Tuesday, June 26, 2012 7:47 PM
    Tuesday, June 26, 2012 7:37 PM
  • Jo --
     
    The reason your PM is asking you to assign the resources to parallel tasks at 4% Units is to avoid a resource overallocation.  If you enter the 4% Units and a Work estimate, this means that Microsoft Project 2010 will calculate a much longer Duration for the task, which would be expected.  So, your approach is right, and you can meet the PMs requirements at the same time!  :)  Hope this helps.

    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, June 26, 2012 8:16 PM
    Moderator
  • Dale

    Sorry I'm being a bit dim.  

    Are you saying I should assign the resource at 75% to all the tasks and let the software level any overallocations (my usual way of doing it) or should I set at 4% with a start to start on 16 tasks to show them all being worked on in parallel?

    Brain is scrambled I've been staring at it for so long!

    Thanks

    Jo


    Tuesday, June 26, 2012 8:31 PM
  • Jo --
     
    No, you should NOT assign the resources at 75% Units as leveling WILL NOT change the Units values to level the resulting overallocations.  Instead, assign the resources to parallel tasks at 4% Units as per the requirements of the PM.  Hope this helps.
     

    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, June 26, 2012 9:39 PM
    Moderator
  • Thanks for all you help Dale!
    Wednesday, June 27, 2012 7:05 AM
  • Jo --
     
    You are more than welcome for the help, my friend!  :)

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

    Wednesday, June 27, 2012 12:50 PM
    Moderator