How to automatically change Material relative to Scope change in MS PROJECT 2016


I’ve got very good question from one of my Blog readers:

I am a novice. Tried to find some solution to a certain scenario in your blogs but browsing through some dozen articles, I thought it better to ask you. Apologies for your inconvenience.
A task naming “Walkway” constitutes 100 ft walkway with 4 days “Work”. Resources are assigned such as
1. [Name] Construction team, [Type] Work, [Unit] 100%, [Work] 8x4days-32 hrs
2. [Name] Pavers, [Type] Material, [Work] 500 Sft
Is there some way that if scope is changed to 200 (100×2) ft walkway, the [Work] for both type of resources automatically changes respective to the task I.e. Construction team [Work] 64 hrs (32×2) and Pavers [Work] 1000 Sft (500 x 2).
Best regards”

OK! I will try to explain this using Microsoft Project 2016!

First I will create the Project with Task – Walkway, and with 4 Days Duration:


and I will create Resources:

  • Construction Team – Work
  • Pavers – Material
  • Asphalt – Material

I added Asphalt, because I will need it for explanation. Paver is, according to Wikipedia: “A paver (paver finisher, asphalt finisher, paving machine) is a piece of construction equipment used to lay asphalt on roads, bridges, parking lots and other such places.” So, it is machine.

Now I will assign resources according to the example above, and I will also assign 500 for Asphalt:


and I will get:


As you can see, I added Work field in Gantt Chart View.

Now I will change Work from 32 to 64 hours and I will get:


As you can see, Asphalt and Paver is unchanged (quantity remains 500). Why is that? It is because MS Project will treat Material Resources as they should be treated. When work in hours for Work resources is increased, it does not mean that more material is needed for the Task. For example, if you build a wall, and you need 1000 bricks for it, and 100 hours, if you find out that you need 30 more hours it does not automatically mean that since you need more time you need more material.

BUT! If you know that you will spend exact amount of Material per some time (like per hour), than you can do that. Let’s say that we found out that we have to build twice larger Walkway. And that we know that Pavers can do 15.625 square feet per hour. In that case I we should assign Resources like this:


Notice, that MS Project rounded Units for Pavers to 15,56e per hour. Now we get this (in Resource Usage View):


As you can see Quantity for Pavers is 500,16, which is 15,63 (per hour) * 32 (hours) = 500,16

Now if We change work from 32 to 64 hours, as we did before (I will not show you this picture again), we will get (now I will use Task Usage View):


As you can see, Quantity for Pavers is now 1.000,32 which is 15,63 (per hour) * 64 (hours) = 1.000,32, but quantity for Asphalt remains the same. So in this particular example if we know that we are going to spend quantity of 1.000 of Asphalt we should change it manually.

Hope this helps.


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, MS PROJECT 2016, PMI, PRoject Management and tagged , , . Bookmark the permalink.

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