Setting Up Resource Availability to Apply at Different Times


In this blog I will demonstrate how can you set up different resource Availability to the same  resource in MS  PROJECT  2010.

I will make “set up” for my examples. First I will add two tasks.

TASK 1 will have 5 days duration and it will start at 16.06.2011 and it will finish at 22.06.2011. TASK 2 will have 10 days duration and it will start at 04.07.2011 and it will finish at 15.07.2011.


Now I will add two resources in the Resource sheet:


Finally I will Set up different Availability to each resource. I should open Resource table if I want to do that. I will choose RESOURCE 1 and I will make him available from 01.06.2011 to 20.06.2011 with 100% units (availability), and from 21.06.2011 to 30.06.2011 with 50% units (availability):


That means that RESOURCE 1 will be available only from 01.06.2011 to 30.06.2011 and he will work full time job until 20.06.2011, and part time job (4 hours) from 21.06.2011 to 30.06.2011

Now, I will choose RESOURCE 2 and I will make him available from 01.07.2011 to 10.07.2011 with 50% units (availability), and from 11.07.2011 to 15.07.2011 with 100% units (availability):


That means that RESOURCE 2 will be available only from 01.07.2011 to 15.06.2011 and he will work part time job (4 hours) from 01.07.2011 to 10.07.2011, and full time job from 11.07.2011 to 20.06.2011.

O.K. Now I will assign RESOURCE 1 to the TASK 1:


and I will get:


You can see little “RED MAN” in status column. It means that RESOURCE 1 is over allocated. If you open Team planner you will get:


RESOURCE 1 is over allocated at 21.06.2011 and 22.06.2011 because he is available only 4 hour per day (50%). If you open Resource usage sheet you will see over allocation at 21. and 22.06.2011:


What can I do with over allocation? First I can leave it: “AS IS”. It means that RESOURCE 1 will work 8 hours even it is not available. Or I can right click on status column and I will get:


First I will choose Reduce work and I will get (Open Resource Usage sheet):


You can see that the Task Duration remains same (5 days) but it will take less time at 21.06.2011 and 22.06.2011 (4 hours per day), because RESOURCE 1 is only 50% available at those days. That means that TASK 1 requires only 32 HOURS:
16.06.2011 –> 8 hours + 17.06.2011 –> 8 hours + 20.06.2011 –> 8 hours + 21.06.2011 –> 4 hours + 22.06.2011 –> 4 hours = 32 hours


If I choose Increase Duration I will get:


or, in Resource Usage View:


Task duration is increased for 2 days. Why? Because TASK 1 has initially 5 days duration, and that means 5 days X 8 hours / day = 40 hours. So if I want 40 hours of work and I RESOURCE 1 is available 8 hours / day from 01.06.2011 to 20.06.2011 and 4 hours / day after 20.06.2011 he will work:
16.06.2011 –> 8 hours + 17.06.2011 –> 8 hours + 20.06.2011 –> 8 hours + 21.06.2011 –> 4 hours + 22.06.2011 –> 4 hours + 23.06.2011 –> 4 hours + 24.06.2011 –> 4 hours = 40 hours.

If I choose Fix in Task Inspector I will get:


In Task inspector I can pick one of tree options. First two options are explained before, and the third option offers you to assign additional resource.

In my next blog I will show what happens if you try to assign RESOURCE 2  to the TASK 1 (e.g. when resource is totally unavailable).


See you!


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, MS PROJECT 2010, PMI, PRoject Management and tagged , , , . Bookmark the permalink.

6 Responses to Setting Up Resource Availability to Apply at Different Times

  1. juan says:

    Thank you.. but I have a problem when I move my start day of the project. the problem is that it still have the same resource Availability assingn even if the dates do not correspond!. for example:
    resouce 1 _ 01.06.2011 to 30.06.2011 with 50% Availability assingned to task 1 _ 16.06.2011 and it will finish at 22.06.2011 and then I move my start day to 16,05,2011 and still keeps the 50% Availability. But the date do not correspond.


    • Nenad Trajkovski says:

      Whne you assign resources to the Task, and than move the project to nwe Date, everything remains the same. Sorry, but that is how MS PROJECT works

  2. Emmanuel says:

    Hello ! Thank you for this really well explained post ! I’m using ressources like you propose, to manage teams and I would like to import their availability (from… to… at xx%) from Excel. The avaibility changes everyday and is writen on an excel file for each ressource. Is their a simple way to do this operation ? I searched on the Internet but no one seems to need this kind of opération…
    Anyway, your website is a big source of information for me.

    • Nenad Trajkovski says:

      Hello! you can do it with macro like this (I didn’t try it):
      Sub Test()

      Dim R As Resource

      For Each R In ActiveProject.Resources
      R.Availabilities.Add “1/1/2012”, “2/1/2012”, 1
      Next R

      End Sub

  3. freesoft says:

    Thank you..really informative!!

  4. photography website builder says:

    Wonderful, keep it up thanks.

Leave a Reply

Fill in your details below or click an icon to log in: Logo

You are commenting using your account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s