Maximal Units and Default Values in MS PROJECT 2013


my Blog Reader is in trouble. He wrote:
”Hi Nenad,

I am in need of a favor from you. I am currently working with the MS project to accomplish the team utilization and also to forecast the team’s availability. I am trying to assign a Generic team (3 developers) . In the resource sheet have set the max % to 300%. But when I assign this resource to a task and set the works hours , it calculates the duration based on 100% units only. Do I need to go and change the units in the resource tab for each task to 300%. When the percentage is below 100% , it does calculate automatically from the resource sheet mentioned.”

First of all, what is Max Units in Resource Sheet? It is Maximal capacity that Resource can work per day on one or multiple tasks without over allocation. For example, if working hours in Calendar are from 0800 to 12:00, and from 13:00 to 17:00, with 8 hours working day, and it’s Capacity is 100% he or she can work 8 hours per day without over allocation. If it’s Maximal capacity is 50% he or she can work only 4 hours per day without over allocation, and if it’s capacity is 300% he or she can work 24 hours per day.

Now let me show this in MS PROJECT 2013! First, I will create one Task:


I will create two Resources: John with 50% Max Units, and Team A with 300% Max Units:


Now I will assign both Resources to the Task via Gantt Chart:


and I will get:


As you can see John will work only 50% (his Max units), but Team A will work not 300% but 100% instead.

Let’s take a look at the Task Usage View:


As you can see, John will work 4 hours per day (50%), and Team A 8 hours per day (100%).

If I want to assign Team A with 300% (it’s May units) I must put that amount manually:


Finally, I will get (in Task Usage View):


As you can see, now Team A will work 24 hours per Day!

To conclude, if You assign Resource to the Task, it’s maximal Capacity to this Task is:

  • If Max Units in Resource Sheet is 100% = 100% for Task
  • If Max Units in Resource Sheet is less than 100% = Max Units from Resource sheet for Task
  • If Max Units in Resource Sheet is greater than 100% = 100% for Task

And, Max Units that is greater than 100% in Resource Sheet tells you how much Capacity that Resource has per Day, not how much will it work on single Task, unless you tell MS Project that you want that Resource to work more than 100% for that Task!




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

7 Responses to Maximal Units and Default Values in MS PROJECT 2013

  1. Hanoch says:

    how i can create vacations for a team? because i have team with 385% capacity and every person is in vacation in other time..

  2. Girish says:

    Is there a way to have the same resource – Team A work on multiple tasks and a place where I can change the “Units %” from 300% to 500% (or any other number) one in the project instead of changing it at EVERY task ?

    • Nenad Trajkovski says:

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