Replacing Generic Resources with Human Resources and overallocation!


I’ve got a question from one of my Blog readers: “When I assign Generic Resource to a Task and then replace it with human resource how can I decrease availability of generic Resource?”

I will show you that in MS PROJECT 2016! Suppose that we have a simple project with two Tasks:


We have John and Mary as resources, but we do not know who will work on which Tasks, so we create a Generic Resource with 200% Units (Because John has 100%, and Mary has 100% as well):


Now, because we do not know who will work on which Task, we will assign Generic resource to both Tasks:


If we have third Task on this Project at the same time as previous two, and if we assign Generic Resource to the that Task, Resource will be over allocated:


OK! Lets get back to our Project with Two Tasks. Now we are going to replace Generic Resource with John in Task 1, and with Mary in Task 2:


and we will get:


OK! Now suppose that we have on additional Task at the same time, and we assign Generic Resource to that Task:


As you can see, Generic Resource is NOT over allocated. Yes, you know that Generic Resource is Mary + John, and they are suppose to work from 23.11.2015 till 27.11.2015 on Task 1 and Task 2 respectively, but still Generic Resource in not over allocated because MS PROJECT does not know that Generic Resources is John + Mary.

What to do? Hard to tell. You can for example put Availability for Generic resource during the time like this:


and you will get:


or if only John works at that period on Task 1, and you did not assign Mary to the Task 2 you can decrease Availability for Generic Resource from 200% to 100% for that period, and after you assign Mary to the Task 2, decrease it to zero.

But it is a tricky and hard work, especially if you have project with many Tasks, and Many Generic Resources.



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 2013, Micsrosoft Project 2016, MS PROJECT 2010, MS PROJECT 2016, PMI, PRoject Management and tagged , . Bookmark the permalink.

2 Responses to Replacing Generic Resources with Human Resources and overallocation!

  1. Dan says:

    How can I schedule a resource onto a task when it becomes available. For example, there are two tasks that start at the same time and the duration on the first is 1 week, and the second task is 5 weeks. I assign task 1 to Resource1 and task 2 to both resources.
    What I would like to automatically occur is for Resource 1 to be assigned task 1 in the first week and task 2 in weeks 2 and 3; and Resource 2 be assigned task 2 for weeks 1 through to 3. This meets the task hours required and utilises the resources efficiently. Thanks in advance for any assistance.

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