How to replace Resource for the partial completed Tasks in MS PROJECT 2013?


I’ve got a question from one of my Blog Readers: “Dear Nenad, I have the following scenario: I have A Task assigned with one Resource. He did 50% work, and then he left the Company. I must assign another Resource to the Task, but the Duration must remain the same. What should I do?

This is easy. I’ll show you how to do that in MS PROJECT 2013. First, I’m going to create one Task with 10 days Duration:


and two Resources:


I’m going to assign John to the Task:


Now, let’s say that John has started with this Task on time, and he is 50% finished:


Now, suppose that John has Left the Company at Friday, 05/16/2014. Mary has to jump in. I will Replace John with Mary:


and I will get:


Let’s look at the Cost Table:


John has $100 standard Rate , and he has worked 5 days * 8 hours per day, which is 40 hour. 40 hours * $100 = $4000. This is Actual Cost. Mary has $200 standard  and she has to work another 5 days * 8 hours per day, which is 40 hour. 40 hours * $200 = $8000. This is Remaining Cost. Total Cost is $4000 + $8000 = $12.000

Let’s see Task Usage View:


Everything is perfect. John has work assigned only at first week, and has actual work, and Mary has assigned work for Second week.

The question is: “If John left the Company, can I simple delete him from my Resource Sheet!?”. The answer is: “Yes, you can, but DON’T DO IT!”

Here is what is going to happen if you do:


IF you choose YES, you will get:


And this is WRONG! It seems like John has ever work on any Task! So, do not delete John! But, I know what are you going to ask: “If John is still in Resource sheet, I’ll be able to assign him on another Task, even he has left the Company!?”

The answer is:” Yes, be careful with John!” Or Use custom field with status, whatever, but do not erase him!



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

2 Responses to How to replace Resource for the partial completed Tasks in MS PROJECT 2013?

  1. Rizwan says:

    is it possible to remove the possibility of assigning john to task even by keeping hm in the resource sheet by changing his availability in john calender?

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