Resources with dynamic workload in MS PROJECT 2019


today I will show you how to deal with a problem which you will face, almost, in every Project. And that is: “Resources which are leaving Project, and coming back after some time to perform the same Task!”.

Let’s begin. First I will crate very simple Project with one and only Task:


and I will have three resources available:


I will Assign John and Mary to the Task:


As you’ve noticed I am using Task Usage View. Now let’s say that both, John and Mary finished they work ant Monday and Tuesday, e.g. they are 50% done:


Now we get:


Now, let’s say that for some reason Mary isn’t available for the Task. And we do not know if she will be back or not. And we need another person to replace her (we cannot assign rest of the work to John). We will put Tim on the Task:


Now we get:


At Wednesday John and Tim were working 8 hours and the Task is now 75% finished. When I mark it as 75% completed, I will get:


TADAAAAAA! Mary is back. So, now we want to replace her with Tim. and we will get:


Now what? The real life situation is that Mary WILL finish the job at Thursday (instead of Tim), but we cannot replace Tim with her anymore, because she is almost assigned.

Well we can. First of all We are going to modify Mary’s calendar:


So, Tip #1: Put exceptions for resource for period in which he or she is not available.

Now, let’s use Task Form, and edit workload for Mary and Tim.

Mary will finish her Task at Thursday, 15.08.2019, and Tim has already finished his work at Wednesday, 14.08.2019. In total Mary will work 24 hours (8 at Monday, 8 at Tuesday, and 8 at Thursday), and Tim will work 8 hours at Wednesday:


The result is:


This is what we wanted!

Tip #2: Use Task Form, and align the real life situation with finish date!

This is real life situation when you cannot predict if and when your resources will be unavailable, and then again available.



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 2019, PMI, PRoject Management and tagged , , . Bookmark the permalink.

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