Resource replacement whit already assigned resource on Task in Progress–MS PROJECT!


I’ve got a question from one of my blog readers: “Let’s suppose that I have a task “Task” with fixed work task type. Duration is 10 days. I assign 2 resource who work for 8hr per day. Total work is 160hr. After 6 days, found person2 is leaving. I expect MS PROJECT project to assign 64hr by default to existing 1 person and extend duration from 10 days to 14 days. Also I expect work 160hr remains same. Is MS PROJECT does it by itself as task is fixed work?”

I will explain this case using MS PROJECT 2016.

I will create a project, with the Task, and I will assign two resources to the Task. Task is Fixed Work type:


OK! In this case both John and Mary had finished their work after 6 days, so this is easy to track. I will make this Task as 60% finished (60% of 10 days is 6 days):




Now, after I “setup the scene” suppose that Mary left the Project, and john should take over her Job.

With MS Project you can replace one resource with another, but not with the existing one. It means that I can replace Mary with Joanne for example, because  she is not assigned to the Task, but not with John.

I can delete Mary from the Task, but in that case I have to delete her work on that Task like on the picture below (it is shown after I delete Mary and click on OK button on Task Form:


If I click on OK button I will get:


So, now Total Work is 160 hours per John, Actual Work is 48 hours, and Remaining Work is 160-48=112 hours. Duration id 20 days (160 hours of total work / 8 hours per day = 20 days). Actual work is 48 hours because when john and Mary were together on the Task, they have 80 hours work each and I put 60% complete, so 60% of 80 hours is 48 hours.

This approach is wrong because I deleted the actual work done By Mary which is 48 hours. Why? Because if Mary leave the Project she cannot “undone2 the work already done in it.

So, how can I solve the problem. Let me show the status again before Mary has left.


I want to leave Mary on that Task but with no work remaining, and I want John to take over of her Job. For that I should follow next steps:

  1. For Mary the Remaining work should be set to 0 hours
  2. For john Total work should increase for 32 hours (that is how much work Mary left unfinished after she has gone), so the Total work will be 80 + 32 = 112 hours
  3. For John  Remaining work should increase for 32 hours (that is how much work Mary left unfinished after she has gone), so the Remaining  work will be 32 (John’s unfinished part) + 32 (Mary’s unfinished part) = 64 hours

When I do it I will get:


Finally, after I click on OK button I will get:


This is the right approach. a lot of work, but this is the way how to handle this situation.



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

1 Response to Resource replacement whit already assigned resource on Task in Progress–MS PROJECT!

  1. vmkpmk says:

    Mr. Nenad is The Best.

Leave a Reply

Fill in your details below or click an icon to log in: Logo

You are commenting using your account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s