Resources and Over allocation in MS PROJECT 2013!

 

Hi,

very often there is a question: “When is Resource over allocated, and how MS PROJECT 2013is dealing with it?”

That is very easy to explain. First I will ad the three Tasks:

image

and my Resource will be John Wayne:

image

Of course that I will assign John Wayne to all three Tasks:

image

As you can see, John Wayne is over allocated in all three Tasks. Let’s see Resource Usage diagram:

image

Now, suppose that John Wayne is a Superman! He can work 24 hours at Monday, so you do not want him to be marked as over allocated. You can do it here:

image

and I will get:

image

WHY? The answer is easy! I told MS PROJECT 2013 that Over allocation is calculated on Week by Week Basic. What dose it mean? It means that MS PROJECT 2013 is making calculation: 5 days * 8 house per day = 40 hours. John Wayne is occupied on 3 Tasks (Monday) * 8 hours = 24 hours, and that is less than 40 hours.

I will add Task 4, and Task 5, and I will assign John Wayne on it, and I will get:

image

John Wayne is now occupied 40 hours!

Finally I will add Task 6 with 1 minute Duration, and I will assign John Wayne to it, and I will get:

image

Tralaaaaaaaa! John Wayne is Over allocated now because he is working 40 hours + 1 minute on six Tasks, and that is larger than 40 hours.

Finally, does it make a sense to put one Resource to work 40 hours + 1 minute on various Tasks at the same day? Of course not. So I will make predecessors for those Tasks:

image

John is still over allocated because in a week he is working more than 40 hours (even 1 minute more makes him over allocated)!

But what if John will work on Task 6 after Task 5?

image

He is not over allocated any more? WHY? Because Task 6 is scheduled on the next week!

You got the point, didn’t you!

 

Regards

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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, Microsoft PRoject 2010, Microsoft Project 2013, PMI, PRoject Management and tagged , . Bookmark the permalink.

12 Responses to Resources and Over allocation in MS PROJECT 2013!

  1. Gaelle says:

    Hi Nenad, I am wondering, why each time I reopen my MS Project plan, the resources are shown afain as overallocated (red men), although the last time I saved the plan, i had levelled all the resources and/or used the function Move when resource is available.

  2. Lukasz says:

    Hi Nenad
    I have 2 projects on the same resource pool in first I planned resource A as committed for eg 6h in second as proposed for eg 4h. Project shows me that resource A is over allocated :/. Is this normal situation that Project counts both committed and proposed to one pool :/ ? If not how can I fix it ?

    • Nenad Trajkovski says:

      It is normal situation, so over allocation has nothing in common with Commited or Proposed Resource 😦

      • Lukasz says:

        Is it possible to workaround this somehow to counts only committed allocation. I can not leave it as is to use by our PMO and PMs because during planning resources they will see lots of over allocations.

      • Nenad Trajkovski says:

        Only if you make a custom report, or write a MAcro!

  3. Daniel apolinario says:

    i am a beginner with microsoft project and am really interested on learning more about it ,
    dont you have a tutorial , i am working as a maintenance manager and i have got a lot jobs to do but i dont know how to start ,.\
    \

    \thanks

  4. bilal says:

    What if i have to assign 20 labors to a single task. should i write as 2000% or what? thanks

  5. chaitanya chakravarthi gali says:

    Dear Nenad

    I have even more a bit problem with my projects while using share resources from the one to multiple projects.

    I ll explain the things in Brief here
    1. I created a template project with resources listed and saved the project as template
    2. I created Project 2 and using “resource pool” i shared the resources with “template” project
    3. I created two more projects and shared the resources with the template project

    then i found the issue that “resources” of all the projects were over allocated

    I think the issue a raised due to sharing the resources for all the different projects
    can you solve this issue … it would be quiet helpful

    Regards

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