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Managing Resource Allocation Using MS Project 2010 RRS feed

  • Question

  • I have resources at different levels (e.g. 20%, 50%, 100%).  I have a few questions:

    1.  How do I display both the task effort (e.g. 5 day task) and duration of task (e.g. 10 days based on 50% resource level)?

    2.  Once I set my resources up with their effort level, how can I change their effort on a specific task (e.g. instead of 50% they may only be available at 25% effort for a specific task based on other work requirements).

    3.  Is there an easy way to set up when resources are out for holiday, training, etc.?

    Thanks!

    Thursday, January 3, 2013 1:38 PM

Answers

  • Movi Group --
     
    The alternate method to address question #1 is to do the following:
     
    1.  In the Gantt Chart view, right-click on the Start column header and select the Insert Column item on the shortcut menu.
    2.  In the list of available columns, select the Work column.
    3.  For each task in your project, enter an estimated Duration in DAYS and enter an estimated amount of Work in HOURS.
     
    In step #3 above, the default method of Duration is in Days, and the default measure of Work is in Hours.  So, from your example, the Duration amount would be 10 days and the Work amount would be 40 hours.
     
    4.  Click the Resource tab and then click the Assign Resources button.
    5.  Select a task in the project, select a resource in the Assign Resources dialog, and then click the Assign button (DO NOT enter a Units value).
     
    In step #5 above, Microsoft Project 2010 will automatically calculate the Units value based on the Duration and Work you entered for the task.  At any point in the future, if you find that the resource is more available or less available to work on the task, select the task and display the Assign Resources dialog, and then adjust the Units value accordingly.  When you do this, the software will automatically recalculate the Duration of the task (assuming the Task Type is either Fixed Work or Fixed Units).
     
    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"

    • Marked as answer by Movi Group Friday, January 4, 2013 3:00 PM
    Thursday, January 3, 2013 3:54 PM
    Moderator

All replies

  • Hi,

    1) Make task - Auto mode; then double click on task name -> Advance tab and make it fixed work. Add duration as 5 days, assign resource -R1 which will add 40 hrs to Work field and then you can change R1 to 50% this will increase duration to 10 days. At a time you can just have either 5d or 10d in duration, in-case you want to track both you can create a custom Duration 1 field and add your estimated duration (5 d) there and let the tool do the calculation of duration based on resource % allocations.

    Refer to links - http://office.microsoft.com/en-us/project-help/learn-more-about-resource-units-HA001020316.aspx

    http://blogs.msdn.com/b/project/archive/2010/04/29/assignment-units-in-project-2010.aspx

    2) You can change assignment by double clicking on that task, go to Resource Tab and change Units section from 50 to 25%.

    3) Go to resource sheet, double click a resource -> Change Working time, select holiday, training date and add an exception and then click on Details button to adjust training times etc.

    http://office.microsoft.com/en-us/project-help/learn-more-about-resource-units-HA001020316.aspx

    http://office.microsoft.com/en-us/project-help/set-working-times-vacations-and-holidays-for-your-project-HA010351554.aspx


    Sapna Shukla


    Thursday, January 3, 2013 2:33 PM
    Moderator
  • Thank you!
    Thursday, January 3, 2013 3:17 PM
  • If this has resolved your issue please mark a post as answer and close the thread.

    Sapna Shukla

    Thursday, January 3, 2013 3:20 PM
    Moderator
  • I have another question on #1. 

    I have one of my resources that is 50% dedicated through my resource table.  If I add a task and put it at 5 days and then I assign the resource that is only 50% dedicated, why do I then have to either increase the days to 10 days or reduce the resource to 25% in order for it to show 10 days of effort.

    I was thinking I could simply enter all the tasks and days of effort.  In this example it would be 5 days for this task.  Once I have all the tasks assigned I would then assign resources.  For this task I would pick the resource that was 50% dedicated to the project then MSP would automatically adjust the actual duration to 10 days (5 days effort * 50% dedicated resource).  It just seems strange because if I knock the resource down to 25% then that resource should have another 25% for another task.

    Thursday, January 3, 2013 3:31 PM
  • When you say you have a resource whose unit is 50%, does that mean you have fixed Max Unit for this resource as 50% in resource sheet or when you are assigning him to task then you make unit as 50%. There is lots of difference between the two.

    Resource with Max unit defined as 50% - when assigned to a task of 5d will lead to work of 20 hrs. (if its a day of 8 hrs of work) i.e. 4hrs of resource capacity X 5d -> 20hrs of work.

    Resource when assigned to a task where duration was defined as 5d and it been a fixed work task - Work will calculate as 5d X 8hrs (per day for the resource) -> 40 hrs (this will be fixed now) when you change the unit of resource now to 50%, project will increase duration to 10 days to adjust these 40hrs of work.

    Hope this clarifies. Project calculates - based on where and what you add.


    Sapna Shukla

    Thursday, January 3, 2013 3:47 PM
    Moderator
  • Movi Group --
     
    The alternate method to address question #1 is to do the following:
     
    1.  In the Gantt Chart view, right-click on the Start column header and select the Insert Column item on the shortcut menu.
    2.  In the list of available columns, select the Work column.
    3.  For each task in your project, enter an estimated Duration in DAYS and enter an estimated amount of Work in HOURS.
     
    In step #3 above, the default method of Duration is in Days, and the default measure of Work is in Hours.  So, from your example, the Duration amount would be 10 days and the Work amount would be 40 hours.
     
    4.  Click the Resource tab and then click the Assign Resources button.
    5.  Select a task in the project, select a resource in the Assign Resources dialog, and then click the Assign button (DO NOT enter a Units value).
     
    In step #5 above, Microsoft Project 2010 will automatically calculate the Units value based on the Duration and Work you entered for the task.  At any point in the future, if you find that the resource is more available or less available to work on the task, select the task and display the Assign Resources dialog, and then adjust the Units value accordingly.  When you do this, the software will automatically recalculate the Duration of the task (assuming the Task Type is either Fixed Work or Fixed Units).
     
    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"

    • Marked as answer by Movi Group Friday, January 4, 2013 3:00 PM
    Thursday, January 3, 2013 3:54 PM
    Moderator