Using the hours and variable duration, the project manager wants Microsoft Project to calculate the number of resources needed to deliver the project. I simulated several projects using the reader's requirements using the following steps. Figure A See an enlarged view of the image. Figure B See an enlarged view of the image. By assigning the same resource name to all of the tasks, the resource will be overallocated.
That's okay, because we will use the Resource Graph to determine the number of resources needed to realistically complete the project. Figure C See an enlarged view of the image. The Resource team member is overallocated. By examining the peak units, I know I'll need The same amount of work across days would take At a macro planning level, this model doesn't take into account specific project roles or existing team commitments; however, it is a quick way to estimate effort based on the work calendar, estimated effort, and mandated durations.
A similar calculation can be derived in Microsoft Excel, but Microsoft Project also provides the project forecasting based on effort-driven estimates and resource constraints. As with all time-phased views, you can zoom-in or zoom-out to get a more or less detailed timescale:. The table helps identify the resources that are overallocated and where the overallocation takes place in the project.
The overallocated resources are highlighted in red and have an exclamatory icon in the indicator column. In the time-phased section, the red totals indicate which periods have a Total Workload for that resource across all assignments that exceeds the Maximum units for that resource. The test for overallocation applies at the daily level.
When you zoom-out to a weekly or monthly level of time-phased detail, the total for the period would show as red if any day within that period showed an overallocation.
As with other views, you can select the Details option under the View:Split Views tab on the ribbon to display information in a split screen.
For the Resource Usage view, the default for the lower pane is the Resource Form which can have several formats , but you can select others from the Details drop-down, as seen below:. As you can see, this is similar to the split screen for the Resource Usage view, except that the lower pane shows the Leveling Gantt view.
The Leveling Gantt view is particularly helpful for visualize where task slack is and, therefore, which tasks may be adjusted without impacting the project critical path. The combination of information and checks that Project carries out to display task indicators and warnings is quite complex. It takes time and experience for a Microsoft Project user to work out for themselves why each indicator or warning is being shown.
In the meantime, there is a shortcut: the Task Inspector option unveils the logic that is being applied and shows you the factors being tested. On the Task:Tasks tab in the ribbon, select Inspect , as shown below:. The first time you do this, there may be a couple of prompts for you to confirm the download of various ActiveX controls.
You should now see a left-hand panel that summarizes key characteristics of the highlighted task:. There is a section for repair options. In the case of overallocation, the options are to Reschedule Task or to view the resource in Team Planner. The Reschedule Task option is a specific case of resource leveling that we cover in the Resource Leveling section. The Team Planner is a new view with Project and shows a Gantt Chart-like view of assignments per resource.
There are two ways to get to the view. As was just mentioned, you can get to it from the Repair Options in the Task Indicator. Each resource has next to them the tasks to which they are assigned, displayed along their scheduled time periods. The assignment bars for the periods when the resources are overallocated are also outlined in red. The Team Planner is designed so that assignment bars can be dragged on the screen.
The display of task assignments obeys the rules applied when the schedule is calculated. A prominent feature of Microsoft Project is the Resource Leveling function. The logic of this function depends on automatically rescheduling assignments for overallocated resources.
Generally, it does this by delaying the lower priority tasks until a time when they do not cause a resource to be overallocated. There is an entire sub-tab under Resource: Level on the ribbon to do with leveling, and there are entire chapters out there dedicated solely to applying leveling options. The Leveling Options give you an idea of the complexity of the decisions. For our purposes it is normally sufficient to accept the proposed defaults. NOTE: It is important to realize that leveling will not adjust the resource units—that is, the number of hours a resource will work on any particular task in any particular day.
The Resource Allocation view is a convenient one when working with the leveling functions. Once in this view, select a resource as Joe is in Figure Now, click Level Resource under the Resource:Level section in the ribbon.
Work resources are the people and equipment that do the work of the project. Project focuses on two aspects of work resources: their availability and their costs. Availability determines when specific resources can work on tasks and how much work they can perform, and costs refer to how much money will be required to pay for those resources.
Groups of people who have common skills. When assigning such interchangeable resources to a task, you might not be concerned about who the individual resource is so long as they have the right skills. In Project, you set up people and equipment resources in exactly the same way; they are both examples of work resources.
However, you should be aware of important differences in how you can schedule these two work resources. Most people resources have a working day of typically 8 and usually no more than 12 hours, but equipment resources might have much more varied capacities for work, ranging from short durations followed by maintenance to around the clock without interruption.
Moreover, people resources might be flexible in the tasks they can perform, but equipment resources tend to be more specialized. For example, a content editor for a book project might also act as a copyeditor in a pinch, but a desktop copy machine cannot replace a printing press.
You do not need to track every piece of equipment that will be used in your project, but you might want to set up equipment resources when. Multiple teams or people might need a piece of equipment to accomplish different tasks simultaneously, and the equipment might be overbooked.
Project can help you make smarter decisions about managing work resources and monitoring financial costs. In the File name box, type Simple Resources , and then click Save. You can instruct Project to automatically save the active project plan at predefined intervals, such as every 10 minutes.
On the File tab, click Options. In the Project Options dialog box, click Save, select the Auto Save Every check box, and then specify the time interval you want. You will use the Resource Sheet view to enter the initial list of resources for the new book launch project.
On the next empty rows in the Resource Name column, enter the following names:. These are all individual people.
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