Resolving over allocation in MS PROJECT 2010

Hi,

I have received request for help from one reader of my blog. The request is:

“Hi,
I’m trying to create a new schedule for 1 person. I’d like to find a way to use automatic scheduling that will fill the day and spread the task without spreading it in a crazy way.

For example, if I have a 1 hour recurring meeting every day, and a task that will take 24 hours, I’d like it to schedule the task to finish as soon as possible, with a break down of 7/7/7/3. Instead, it over allocates and does 9/9/9.

Are there any settings I can use to make it limit the allocation to 8 hours per day?

Thanks for your help.”

In this blog I will focus on resolving this particular problem. In the future I will explain problems with over allocation in detail.

I am going to setup the environment exactly the same as this gentleman has.

I will add one work resource with name MARC:

image

Now I will add a 1-hour recurring meeting:

image

image

and I will get:

image

Now I will add the second Task with a 3 day duration and I will get:

image

And finally I will assign my resource MARC to both tasks:

image

and I will get:

image

Marc is supposed to work 8 hours per day, and since he has a one hour meeting every day he is over allocated, and he will work 9 hours per day.

How can I make Marc to work only 7 hours per day on The Task, an let The Task to last 24 hours (3 days X 8 hours = 24 hours)?

Now I will choose Resource Usage View:

image

The easiest (but not the best) way to resolve over allocation is to insert (in work field): 7 hours per day for The Task at Tuesday, Wednesday, and Thursday, and 3 hours at Friday (see the picture below):

image

Now I will choose the Gantt Chart and you can see that Marc is not over allocated any more:

image

Another way of resolving over allocation for MARC is to add the Assignment Units column in the Resource usage View:

image

and I will get:

image

I want Marc to work 7 hours per day at The Task. If he works 8 hours per The Task it is 100% of Assignment Units. 7 Hours is 87,5 Assignment Units (7/8= 0,875 and it means 87,5%). I will insert 87,5 in the Assignment Units field:

image

and after I press Enter I will get:

image

You can see that I got what I wanted.

Those two types of over allocation resolutions are very simple if you have one resource, one recurring and one simple task, as I have. But if you have a lot of tasks, a lot of resources, and a lot of over allocations it will be almost impossible to resolve those over allocations manually.

I will show you a brief example of how to automatically resolve the over allocation conflict in my example. I will do it for a single resource (MARC).

First I will show the Resource Usage View again:

image

Now I will level single resource (MARC):

image

and I will get:

image

You can see that I got what I wanted.

There are other ways to resolve over allocation for more tasks, or resources, or entire project, but I will write a blog for these methods in a future.

When I was writing this blog I found a bug. But I will write about it next week.

I hope I helped my blog reader who sent me a request for help.

See you,

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About Nenad Trajkovski

Location: Zagreb, Croatia Occupation: Project Manager Interests: Project Management and MS PROJECT He was born in Zagreb, Croatia at 1963. After completing his college he started working on projects in different business areas (banking, manufacturing, automotive industry, distribution, oil companies, etc.) developing and implementing ERP systems into different companies. He has got a lot of experience working with people in different business processes and also possesses great knowledge in information technologies and financial services. Today he works as a business consultant, adn Project Manager in PERPETUUM MOBILE d.o.o. Zagreb. He is a regular lecturer for Project Management in MS Innovation Center in Varaždin, Logosoft Sarajevo in Bosnia and Herzegovina and SEAVUS GROUP in Skopje Macedonia. He was named the best lecturer of WINDAYS 2008 while his lecture was also voted as the best. In addition, he was in TOP 10 lecturers at the MS SINERGY 2009 and MS VISIA 2009, 2010. Shares first place as the best lecturer of KulenDays 2009 and 2010 and PMI Conference 2009 in Zagreb. He is also a regular lecturer in the MS Community. He is a Certified Accountant and a PMP (Project Manager Professional) and a PMI-RMP (Risk Manager Professional), MCP, MCT, and Microsoft Certified Technical Specialist - Microsoft Project 2010. From 01.01.2012 awarded with MVP (Microsoft Most Valuable Proffesional - Microsoft Project)!
This entry was posted in Microsoft PRoject 2010, MS PROJECT 2010, PMI, PRoject Management and tagged , , , . Bookmark the permalink.

3 Responses to Resolving over allocation in MS PROJECT 2010

  1. David says:

    This was very useful. Thank you very much.

  2. Karthik says:

    It really helpful & have been searching for the solution for long time & luckily saw ur page. Thansk a lot!!!!

  3. Ahmed says:

    thx a lot

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