Newbie Q: Resource optimization

[SusanB]

I'm a new user using Project 2003 on XP 2002 SP2 with a resource pool. My
boss wants the project done by Sep 30. I set up calendars and tasks and
assign hours, predecessors and resources. Project overshoots the desired
deadline. So I change predecessors from FS to SS+lags, adjusting resource
allocation for each using the Task Info dialog>Resource tab. This pulls in
the dates but now people are overallocated in places. I mess around with the
contours. People who should be busy earlier in the project aren't and then
get overallocated, plus my schedule still isn't hitting the date. Project's
online help suggests I want to optimize allocations, not level. This
discussion group suggests manually leveling is a waste of time (plus it
changes my fixed-work tasks to fixed-units and changes the allocated hours.
grrr). I'm at a loss. How do I optimize resource allocation? I "just" want a
schedule that hits the deadline. What's the best approach?

 

[Rob Schneider]

I'm a new user using Project 2003 on XP 2002 SP2 with a resource pool. My
boss wants the project done by Sep 30. I set up calendars and tasks and
assign hours, predecessors and resources. Project overshoots the desired
deadline. So I change predecessors from FS to SS+lags, adjusting resource
allocation for each using the Task Info dialog>Resource tab. This pulls in
the dates but now people are overallocated in places. I mess around with the
contours. People who should be busy earlier in the project aren't and then
get overallocated, plus my schedule still isn't hitting the date. Project's
online help suggests I want to optimize allocations, not level. This
discussion group suggests manually leveling is a waste of time (plus it
changes my fixed-work tasks to fixed-units and changes the allocated hours.
grrr). I'm at a loss. How do I optimize resource allocation? I "just" want a
schedule that hits the deadline. What's the best approach?

Slow down. The issue is not Project. The issue is either:

1. Your project plan. When you describe to Project just how the project
will be done (and do this description correctly) does the end date match
what your boss wants?

2. If yes. Done.

3. If no. Change the plan.

Don't mess with sophisticated FS to SS+lags to fix a schedule problem.
only use if they correct describe the logic of executing the project.
Don't mess with calenders. Don't mess with resource allocation and
profiling. Don't mess with optimisation and levelling. Keep it simple.

I don't know the nature of your project, but I suspect if you start with
describing as individual line items each deliverable. Don't describe
the tasks. Describe what is to be delivered. Make them fixed duration
not effort driven. If there is a relationship between deliverables,
then put in that logic with FS relationship. Then put in the resources
that are expected to work on each deliverable. Define how much work they
are expected to contribute and let Project figure out the Units based on
your entry of Work and you previously defining the Duration. Let the
people figure out (at this stage) the actual tasks they need to do to do
the deliverables. Don't worry the tasks. Focus on the cost and schedule
for deliverables.

If the date that Project computes is not in line with what the boss
expects, then:

1. Change the plan.
...or.
2. negotate different expectations from the boss

 

[Jan De Messemaeker]

Hi Susan,

I teach a lot and I start a session off by pointing out Project's role.
Project calculates dates from plan data. Full Stop.
It doesn't do anything the other way around (you would give dates and it
would calculate plan data): it doesn't. It doesn't optimize anything at all:
it only calculates dates, sorry.

Hope this helps (at least you can stop looking for it)

Greetings,

--
Jan De Messemaeker
Microsoft Project Most Valuable Professional
+32 495 300 620
For availability check:
http://users.online.be/prom-ade/Calendar.pdf