Fixed Duration Tasks and Resource availability in MS PROJECT 2016


today I will show you what happens wen you have Fixed Duration Tasks with Resources assigned to them, and those resource are unavailable at the specific time. I will use MS PROJECT 2016

First I will create simple Project with two Tasks (both Fixed Duration Type):


As you can see, both Tasks has 3 days Duration. I added two more columns to the Gantt Chart View: Work, and Type!

Now I will create two Resources, John and Mary, and I will put for Mary Vacation (e.g. non working time) from 11.06.2018 to 17.06.2017:


Finally, I will assign John to the Task 1, and Mary to the Task 2:


As you can see Work for the Task 1 is 40 hours (as expected), but for the Task 2 it is 0 hours. How is it possible? Even if this does not make a sense it is possible because Task has fixed duration, so it is supposed to be worked on from Monday 11.06.2018 to Friday 15.06.2018, and the Resource is unavailable at that specific time. So, when you assign Resource to the Task which is Fixed Duration type be aware and careful on that.

Now, let’s say that, for some reason Task 1 will have 7 days Duration instead of 5:


Now, as we know, Mary is on her Vacation from 11.06.2018 to 17.06.2017, and Task 2 has now Duration from 12.06.2018 to 19.06. So Mary is available at Monday 18.06.2018, and Tuesday 19.06.2018, but the work for her is still 0 hours.

Now I will put Duration for Task 1 at 1 day:


You can see that nothing has changed in work for Mary in this example either.

Maybe you have expected that work should be calculated for those days in which Mary is available, but it is not. Well, it is not calculated automatically.  But if he is unassigned from the Task and assigned again, then you will have what you have expected:


Now you can see that Mary will work from Tuesday 05.06.2018 to Friday 08.09.2018 (e.g. total 32 hours), and next Monday, 11.06.2018 she will not, because she is on Vacation and therefore not available.

Be aware of this:

  1. When you assign a Resource to the Fixed Duration Type, work will be calculated according to available time of that specific resource during specific Task period.
  2. If the Resource is unavailable to the Task for the whole Duration of the Task (e.g. Work is 0 hours), you will not get any warning from MS PROJECT
  3. If Start date of the Task is moved for any reason for the Task and Resource is became available for it (for specific or whole duration), MS PROJECT will NOT recalculate work for Resource! It will remain 0. So for this you should reassign same resource to the 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 Micsrosoft Project 2016, PMI, PRoject Management and tagged , , . Bookmark the permalink.

1 Response to Fixed Duration Tasks and Resource availability in MS PROJECT 2016

  1. Mike Baldwin says:

    Hi Nenad: I have a question related to use of resources in MSP, how can I send this to you?

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