Assign resources for shortened duration

[GTS]

I'm new to Project and have a basic question.

I have two crews available for a series of 8 tasks. I assigned Crew 1 to 4
tasks and Crew 2 to the other 4 tasks.

Here's the question: Crew 1 finishes the 4 tasks several days earlier than
Crew 2. I'd like Crew 1 to help Crew 2 on the last task after Crew 1 is
finished.

BUT, when I assign both crews to that last task it overallocates Crew 1 and
doesn't change the duration. I tried to apply leveling and it makes the
duration longer.

How can I let it know that I want Crew 1 to help Crew 2 on that last task?
It seems straightforward and I can't figure it out!

 

[Jim Aksel]

Here's how'd I'd approach it. Make sure the tasks are of task type Fixed
Units, Effort Driven. This is the default setting. You can verify that by
double clicking on a task, select the advanced tab and look near the bottom
of the window that opens. Make changes as necessary.

Now, set a status date. On the menu: Project/Project Information .... set
an appropriate status date.

Claim 100% Complete on Task 1; I usually do that by keying a value in the
inserted %Complete column. Then add your resources from the compelted task
to the other task. You should notice that adding resources decreases the
duration of the task.

Since you have set an appropriate status date, workers will only be assigned
starting the day after the status date. Project assumes the time stamp for
Status Date is close of business that day.
--
If this post was helpful, please consider rating it.

Jim

Visit http://project.mvps.org/ for FAQs and more information
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[GTS]

Wow. That seems complicated. I'm trying to understand why I need to set a
status date and claim 100% complete so that I can estimate the schedule
timeframe.

This situation occurs many times throughout the project (I have one set of
tasks that will always put one of the crews behind and I want the other crew
to help). If this only happened a couple of times, I could deal with having
to manipulate it like this.

If I set a status date for the project and claim 100% here, won't it mess me
up later? How do I handle this when it occurs frequently? (I'm going to hand
the project off to someone else eventually and want it to be easily
understood by the new person).

Thanks for any more assistance you can give me!

Sorry for my ignorance... I'm trying to learn as fast as I can!

 

[JulieS]

Hi GTS,

Another approach that may work for you and be a bit easier to
understand. You can delay the start of the work for Crew2 when you
assign them to the last task.

For example: Crew1 is working on a task that begins on Monday and
ends on Friday. There is a total of 40 hours in work on the task --
Crew1 resource working 5 days for 8 hours per day. Crew2 has a
resource available beginning on Wednesday and you'd like to add Crew2
starting on Wednesday. So the Crew1 resource will work alone Monday &
Tuesday (for a total of 16 hours) and the remaining 24 hours will be
split evenly between Crew1 and Crew2 resource -- each doing 12 hours
of work.

If you split your screen (Window > Split) from the Gantt chart view to
display the Task Form at the bottom part of the screen, you can format
the task form to show Resource Schedule.(Format > Details). Crew1 is
assigned with 40 hours of work. Click underneath Crew1's name and
select Crew2 from the drop down list. Enter 12 hours of work and set
a start date of Wednesday. (You could also enter a 2d delay in the
delay field). Click the OK button to assign Crew2 with 12 hours of
work. The assignment will increase the total amount of work on the
task to 52 hours. Drop the work for Crew1 down to 28 hours and the
duration of the task drops from 5 days to 3.5 days.

The risk you run is that the task that Crew2 is assigned to will run
longer, creating the overlap (and overallocation) for Crew2.

I hope this helps. Let us know how you get along.

Julie
Project MVP

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