Assigning Resources to the Tasks, Step by Step!!! – Part 2



I will continue with my last Post.

I will add John to the Task1.


As you can see, in the Work field there is 16 hours (2 days X 8 hours per day).

I will now assign Mary with 50% units, and that means that she is only 50% available for the Task 1.


and I will get:


As you can see I have two possibilities. If I choose “Increase total work because the task requires more person-hours. Keep duration constant”!  I will get 24 hours in the Work field, and I in the Task Usage View I will get:


As you can see John will work 8 hours per day, and Mary 4 hours per day. So it makes 24 hours in total.

If I choose another option: “Reduce duration so the task end sooner, but requires same amount of work (person-hours)”! I will get:


As you can see, Task Duration is now 1,33 days, and in the Work field I got 16 hours. Now let’s see Task Usage View:


Since I add Mary with 50% on the task and I want to keep same amount of work (that is 16 hours) those hours has to be split between John and Mary. On the first day, John and Mary will work their full time (e.g. John 100% and it mean 8 hours, and Mary 4 hours per day). That is 12 hours. And now MS PROJECT 2010 has to split remaining work and that is 16-12 hours = 4 hours! John will work 2/3 (e.g. 66,67%), and Mary 1/3 (e.g. 33,33%), and that is 2,67 hours for John, and 1,33 hours for Mary!

Now suppose that I assign both John and Mary to the Task 2.


Duration is three days, both John and Mary will work 8 hours per day and that make 8 hours per day X 3 days X 2 persons = 48 hours!

OK! Now I will remove John from the Task!


and I will get:


First, I will choose: “Decrease the total work because the task requires less person-hours. Keep duration constant”, and I will get:


As you can see, task have same duration (3 days), but it will take only 24 hours, instead of 48!

Now, I will choose the second option: “Increase duration so the task ends later but requires the same total work (person hours)”, and I will get:


As you can see, Mary will work 8 hours per day, and to fulfill 48 hours she has to work 48/8 = 6 days.

Finally, I will choose: “Increase the hours that resources work per day. Keep duration the same”, and I will get:


As you can see, Duration is the same (3 days), Work is the same (48 hours), but Mary has to work with 200% of her capacity per day. Let’s look at the Task Usage View:



That is all for today!

Best Regards!


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)!
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3 Responses to Assigning Resources to the Tasks, Step by Step!!! – Part 2

  1. Ward Byttebier says:

    Sure, No problem.

  2. Ward Byttebier says:

    Hi Nendad,

    I have been reading through your posts but could not really find back an answer on an problem I’m puzzled with.
    Let’s say I have a project for performing a testdrive on a protoype car. The testdrive project itself is made up by a series of tasks. The tasks need to be performed by a testdriver (work resource) but he also needs the car to do it. So the testdriver is one resource, the car is the other. I both need them to perform the task, assigning the car resource to the same taks as the testdriver should not reduce the time it takes to perform the task or should not reduce the workload of the testdriver.
    Also another difficulty, the car is not available constanly (it is used by other devisions of the company) so I would like to autoshedulle the tasks according to the availability of the car.
    lets say the project takes 10 days in total, but the car is only available 2days in the first week, 3 days in the second week and 5days one moth later.

    Is there a way to do this ?
    Thank you for your valuable response.

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