Microsoft project 2010 resource allocation free

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Microsoft project 2010 resource allocation free

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Replace a resource assignment with an underallocated resource to more evenly distribute work among team members, or remove a resource assignment from an underallocated resource so that the resource has more time available to be assigned to larger tasks. After you level the schedule and correct any overallocations or underallocations, you should review the schedule to make sure that you will still meet the budget and planned finish date for the project and any related projects.

Review resource workloads. Review resource workloads to see that you resolved the overallocations and underallocations that you wanted to fix and to see whether any other resources are now overloaded or underutilized. Set the start date or finish date for your project.

Set the start or finish date if you set a baseline for your project and you want to view the time difference between the baseline and the currently scheduled end date. Show the critical path. Show the critical path to check whether the critical path changed as a result of resolving any overallocations or underallocations.

You might now see different dates, different tasks, and different resources associated with the critical path. Compare two versions of a project. If you have saved a backup copy of the plan, you can compare specific fields to make sure that the changes you made are what you intended. Return to the Project Road Map.

The test for overallocation applies at the daily level. When you zoom-out to a weekly or monthly level of time-phased detail, the total for the period would show as red if any day within that period showed an overallocation.

As with other views, you can select the Details option under the View:Split Views tab on the ribbon to display information in a split screen. For the Resource Usage view, the default for the lower pane is the Resource Form which can have several formats , but you can select others from the Details drop-down, as seen below:.

As you can see, this is similar to the split screen for the Resource Usage view, except that the lower pane shows the Leveling Gantt view. The Leveling Gantt view is particularly helpful for visualize where task slack is and, therefore, which tasks may be adjusted without impacting the project critical path. The combination of information and checks that Project carries out to display task indicators and warnings is quite complex.

It takes time and experience for a Microsoft Project user to work out for themselves why each indicator or warning is being shown. In the meantime, there is a shortcut: the Task Inspector option unveils the logic that is being applied and shows you the factors being tested. On the Task:Tasks tab in the ribbon, select Inspect , as shown below:. The first time you do this, there may be a couple of prompts for you to confirm the download of various ActiveX controls.

You should now see a left-hand panel that summarizes key characteristics of the highlighted task:. There is a section for repair options. In the case of overallocation, the options are to Reschedule Task or to view the resource in Team Planner. The Reschedule Task option is a specific case of resource leveling that we cover in the Resource Leveling section. The Team Planner is a new view with Project and shows a Gantt Chart-like view of assignments per resource.

There are two ways to get to the view. As was just mentioned, you can get to it from the Repair Options in the Task Indicator. Each resource has next to them the tasks to which they are assigned, displayed along their scheduled time periods. The assignment bars for the periods when the resources are overallocated are also outlined in red.

The Team Planner is designed so that assignment bars can be dragged on the screen. If a resource is assigned to tasks concurrently beyond what the resource’s schedule can handle, then a task that has remaining work can be split and worked on when the resource’s schedule will allow it.

To include proposed resources, select the Level tasks with the proposed booking type check box. To allow leveling to change manually scheduled tasks, select the Level manually scheduled tasks check box. If you want to clear the previous leveling results before leveling again, then choose Clear Leveling. If you are leveling manually, choose Level All.

If you are leveling automatically, choose OK. Note: If you level tasks in projects that are scheduled from a finish date, then negative delay values are applied from the end of the task or assignment, causing the task or resource assignment’s finish date to occur earlier.

Setting task priorities allow you to specify a task’s importance and its availability for leveling. The priority value that you enter is a subjective value between 1 and , which enables you to specify the amount of control you have over the leveling process. For example, if you don’t want Project to level a particular task, set its priority level to By default, priority values are set at , or a medium level of control. Tasks that have lower priority are delayed or split before those that have higher priority.

In the Task Name field, double-click the name of the task whose priority you want to change, and then choose Task Information. On the General tab, type or select a priority in the Priority box. You can set an entire project’s availability for leveling by setting the project’s priority. For example, if you are sharing resources with another project that serves as a resource pool, and if you don’t want to level the tasks in one of the shared files, then set that shared file’s priority level to On the Project tab, in the Properties group, choose Project Information.

Overallocated resources are marked in red in resource views, including Team Planner. In the Gantt Chart, overallocated resources are indicated by a red figure in the Indicators column. Every time you level a project, the previous effects of leveling are cleared. To clear leveling immediately before doing any other action, choose Undo Level.

In addition, the timescale portion of the view shows both the resource’s overallocated work and its allocation percentage in red, making it possible for you to pinpoint exactly when the resource becomes overallocated.

Likewise, you can zoom out from the time period for example, you can change the view from days to weeks by clicking Zoom Out -. To find overallocated or underallocated resources either within a project or across projects, you can access Project Online and view a graph and table of resource availability.

Select the resource or resources whose availability information you want to view by selecting the check box next to their name and then in the Resources tab, click Capacity Planning in the Navigate section. To select adjacent resources in the list, hold down SHIFT while you click the first and then the last resource. To select nonadjacent resources, hold down CTRL while you click each resource. In the Views section of the Availability tab, select a resource view.

To display assignment work grouped first by resources and then by the projects that the resource appears in, select Work by Resource. To display assignment work grouped by the projects that the resource appears in, select Resource Utilization by Project.

To display the amount of time that the resource has available to work during a specified time period, select Remaining Availability. To display the amount of work that the resource is assigned to do, select Resource Utilization. If you selected multiple resources on the previous page, you can click in the legend on the chart to select the resources that you want to view in the graph.

The Details table below the graph shows a timescale that displays how much work the resource is assigned to during the specified time period. The Resource Graph view displays a bar chart view of an individual resource’s workload and availability. This view allows you to quickly discover whether the selected resource is overallocated or underallocated for a specific period of time. You can also see the percentage of units allocated for assignments, along with the resource’s maximum units availability.

In the Resource tab, select the Resource Graph view in the View section. Review the name of the first resource in the Resource Graph view by scrolling left or right in the left window. If the resource name is listed in red, then the resource is overallocated.

Resources listed in black are allocated either exactly at or under their full capacity. Blue bars by default indicate the amount of allocated work that is at or below the resource’s maximum unit and working time availability for that time period.

Red bars by default indicate that the resource is overallocated because the resource has exceeded their maximum unit and working time availability for a given time period. Review the highest allocation percentages that occur in the time period shown — that is, the peak units for the resource in the time period. You can see a list of only those resources that are overallocated by displaying the Resource Sheet view or the Resource Usage view, and then filtering for overallocated resources.

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Microsoft project 2010 resource allocation free

 

You can modify leveling to help you fine-tune how Project determines which tasks are leveled, and to what extent. On the Resources tab, in the Level group, choose Leveling Options. In the Resource Leveling dialog box, under Leveling calculations , select how you want leveling to occur. Automatic If you choose automatic leveling, clear the Clear leveling values before leveling check box. When this check box is cleared, Project levels only new and unleveled assignments.

This check box is selected by default, but when leveling automatically, leaving it selected can significantly slow down your work in the schedule because all tasks are leveled. In the Look for overallocations on a box, choose a time period, or basis, for the sensitivity with which leveling will recognize overallocations.

Day by Day is the default. This setting establishes the point at which you want leveling to intervene: when you have an overallocation within just one minute, one day, one week, or one month. Manual Manual leveling the default occurs only when you choose Level All. Automatic leveling occurs instantaneously whenever you change a task or resource. Use automatic leveling if you want to reschedule tasks whenever resources are assigned more work than they have the capacity to complete.

Under Leveling range for , select to level the entire project or to level only those tasks falling within a specific time range. Select ID Only to level tasks in ascending order of their ID numbers before considering any other criteria. Select Standard to first examine predecessor dependencies, slack, dates, priorities, and constraints to discover whether and how tasks should be leveled.

The display of task assignments obeys the rules applied when the schedule is calculated. A prominent feature of Microsoft Project is the Resource Leveling function. The logic of this function depends on automatically rescheduling assignments for overallocated resources. Generally, it does this by delaying the lower priority tasks until a time when they do not cause a resource to be overallocated. There is an entire sub-tab under Resource: Level on the ribbon to do with leveling, and there are entire chapters out there dedicated solely to applying leveling options.

The Leveling Options give you an idea of the complexity of the decisions. For our purposes it is normally sufficient to accept the proposed defaults. NOTE: It is important to realize that leveling will not adjust the resource units—that is, the number of hours a resource will work on any particular task in any particular day. The Resource Allocation view is a convenient one when working with the leveling functions.

Once in this view, select a resource as Joe is in Figure Now, click Level Resource under the Resource:Level section in the ribbon. Finally, click Level Now. Notice the effect of choosing to level just the resource Joe. When using automatic leveling, you need to keep a careful eye on the overall project schedule. Particularly if the box for Level only within existing slack in the Leveling Options dialog box is unchecked, it is easy for leveling delays to extend the project schedule dramatically.

Tip: Create a new separate project file just for resource information. This will make it easier for you to manage resource information and task assignments between the sharer files and the resource pool. Before a resource pool is created, each project contains its own resource information.

Some of this information may overlap or even conflict with information about the same resources used in other projects. After a shared resource pool is created, the resource information in each project comes from the single resource pool.

Assignment information, as well as cost rates and availability for all resources, reside in one central location. It is also easier to see resource overallocations caused by conflicting assignments across more than one project. You might be interested in learning about adding people and assigning them to tasks. Note that the settings that you make here will be applied to all project files that you use, and not just the currently selected project file.

Next, decide whether or not you wish to remove any leveling adjustments before applying the new leveling. This resource leveling method respects the task relationships between the tasks in your project file, and is therefore the most commonly used. This choice is most often unchecked, in order to allow Microsoft Project to extend the finish date of the project in order to resolve overallocations.

Often, there is not enough free slack in a project file to allow for resolution of overallocated resources without extending the finish date. I have the same question 0. Report abuse. Details required :. Cancel Submit. Incorrect instructions. Too technical. Not enough information. Not enough pictures. Any additional feedback? The Resource Graph view displays a bar chart view of an individual resource’s workload and availability.

This view allows you to quickly discover whether the selected resource is overallocated or underallocated for a specific period of time. You can also see the percentage of units allocated for assignments, along with the resource’s maximum units availability.

In the Resource tab, select the Resource Graph view in the View section. Review the name of the first resource in the Resource Graph view by scrolling left or right in the left window. If the resource name is listed in red, then the resource is overallocated. Resources listed in black are allocated either exactly at or under their full capacity.

Blue bars by default indicate the amount of allocated work that is at or below the resource’s maximum unit and working time availability for that time period. Red bars by default indicate that the resource is overallocated because the resource has exceeded their maximum unit and working time availability for a given time period. Review the highest allocation percentages that occur in the time period shown — that is, the peak units for the resource in the time period.

You can see a list of only those resources that are overallocated by displaying the Resource Sheet view or the Resource Usage view, and then filtering for overallocated resources. In the View tab, click the Filter dropdown menu in the Data section, and then click Overallocated Resources.

To see the full list of resources again, click the Filter dropdown menu and then click No Filter. Note: Even without filtering for overallocated resources, you can easily see which resources are overallocated, because their names are shown in red in any resource view.

Also, in the Resource Sheet and Resource Usage views, the indicator field will suggest that overallocated resources be leveled.

Task views can also be used to display overallocations, though they don’t show overallocations in red the way that resource views do. If you are working in a task view, you can step through each task that has resource overallocations, though a task view won’t show you which resources or how many are overallocated.