Resource Availability

[kimberlydd3]

The resources in my project gradually increase in the amount time they are
available to work on the project. So all the resources will be able to work
on the project 20% in March, 30% in April, and 100% in May-Dec. Here are the
steps I followed:
Added resources to Resource Sheet
For each resource went into the Resource Information dialog and adjusted the
Available to and From dates along with units to reflect the percentages
mentioned above.
Added tasks to the task sheet
Assigned resources to each task
Went to add work and I keep getting an overallocation message to reduce the
units.

I thought Project would automatically adjust the task duration based on the
resource availability I put in the Resource Information dialog but I guess I
am missing something. What is the best way to show that resources are
available 20% in March, 30% in April, 100% in May-Dec (there are no set hours
so I cant do it through the Working Calendar)? Lastly, is there a certain
way to assign the resources to the tasks so that project automatically adjust
for the varying resource availability from month to month?
I am using Project 2003
I appreciate any help you can provide.
Thanks.

 

[JulieS]

Hi Kimberly,

I see nothing wrong with the approach you have taken, but have a few
questions/comments about how you implemented it that may explain some of
the behavior you are seeing. My questions/comments are embedded in your
original message.

The resources in my project gradually increase in the amount time they
are
available to work on the project. So all the resources will be able to
work
on the project 20% in March, 30% in April, and 100% in May-Dec. Here
are the
steps I followed:
Added resources to Resource Sheet
For each resource went into the Resource Information dialog and
adjusted the
Available to and From dates along with units to reflect the
percentages
mentioned above.

[Julie] I assume you set your resource availability as follows:

First Row
Available from: NA
Available to: 3/31/07
Units: 20%

Second Row:
Available From: 4/1/07
Available to: 4/30/07
Units: 30%

Third Row:
Available From: 5/1/07
Available To: NA
Units: 100%

Although the project is projected to end in December, you do not want to
put a date in the last Available To: as it creates a problem if the
resource is assigned to tasks after that date. Project assumes the
resource has zero availability after the last Available To:

Added tasks to the task sheet
Assigned resources to each task
Went to add work and I keep getting an overallocation message to
reduce the
units.

[Julie] Work has already been calculated when you assign the resource so
modifying work after the assignment has been made will cause Project to
change one of the other factors in the relationship between Work, Units,
and Duration.

What task type do you have set? If you are using a Fixed Duration task
type and you attempt to change work *after* you have assigned the
resource, project will change resource assignments, possibly increasing
resource assignment units above the availability you have so carefully
set.

I am also assuming that you have automatic leveling turned on if you are
getting overallocation messages. I suggest turning your resource
leveling to manual while you are creating the schedule.

I thought Project would automatically adjust the task duration based
on the
resource availability I put in the Resource Information dialog but I
guess I
am missing something.

[Julie] Project should adjust the duration of the task if you adjust the
amount of work after making the resource assignment *as long as you are
not using Fixed Duration task type*. I suggest using Fixed Units tasks
(the default). When using Fixed Unit task-type, Project will adjust
task duration when you change work, but leave the assignment units
alone.

What is the best way to show that resources are
available 20% in March, 30% in April, 100% in May-Dec (there are no
set hours
so I cant do it through the Working Calendar)?

[Julie] See above for details on setting the Availability.

Lastly, is there a certain

way to assign the resources to the tasks so that project automatically
adjust
for the varying resource availability from month to month?

[Julie] Assuming you have set the resource availability correctly,
Project should make the initial assignment of the resource to the task
based upon the resource's max. units at the start of the task. Be aware
however, the assignment units will not automatically change once the
assignment has been made if the schedule of the task is modified.

For example: if you have assigned one of your resources to a task in
early May, Project will assign the resource at his/her max. units of
100%. If you later change the schedule so the task originally scheduled
in May is now scheduled for April, Project will *not* adjust the
assignment units down to 30%, you'll need to adjust the units and let
project recalculate the duration.

I am a fan of using the Task Entry view in Project. The view can easily
be seen by splitting your window (Window > Split) from the Gantt chart.
You will see the Task Form at the bottom in which you can see the
resource's work as well as assignment units.

You may also like to see the Resource Usage view and add the Peak Units
field to the right (timescaled) portion of the view to see more detail
on what assignment units are being applied.

I am using Project 2003
I appreciate any help you can provide.
Thanks.

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

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional information
about Microsoft Project

 

[kimberlydd3]

Hi Julie-

I appreciate you getting back to me. I did adjust my resource availability
times per your advice adding in the NA references which helped. I have the
tasks at Fixed Units. If I have 1 task (call it Task A) that starts in April
(when the resource is available 30%) and ends in June (when the resource is
available at 100%), I would expect that on the Resource Sheet for Task A, in
April I would see the resource working 2.4hrs per day (30%) until May 1st.
As of May 1st until the end of June I would expect the hours worked per day
for Task A to increase to 8hrs per day (since the resource availability is
100% May and June). However, I don’t see this on the Resource Sheet. On the
Resource Sheet for Task A, the months of April, May, and June are showing as
if the resource availability is 30% for the 3 months. There is not an
automatic increase to 100% availability in the months of May and June. As a
result on the Resource Graph for May and June the resource looks like she is
under allocated. Is there a way for Project to automatically adjust the
hours on Task A if the resource availability changes from 30% to 100% halfway
through the task?

Kim

Hi Kimberly,

I see nothing wrong with the approach you have taken, but have a few
questions/comments about how you implemented it that may explain some of
the behavior you are seeing. My questions/comments are embedded in your
original message.

The resources in my project gradually increase in the amount time they
are
available to work on the project. So all the resources will be able to
work
on the project 20% in March, 30% in April, and 100% in May-Dec. Here
are the
steps I followed:
Added resources to Resource Sheet
For each resource went into the Resource Information dialog and
adjusted the
Available to and From dates along with units to reflect the
percentages
mentioned above.

[Julie] I assume you set your resource availability as follows:

First Row
Available from: NA
Available to: 3/31/07
Units: 20%

Second Row:
Available From: 4/1/07
Available to: 4/30/07
Units: 30%

Third Row:
Available From: 5/1/07
Available To: NA
Units: 100%

Although the project is projected to end in December, you do not want to
put a date in the last Available To: as it creates a problem if the
resource is assigned to tasks after that date. Project assumes the
resource has zero availability after the last Available To:

Added tasks to the task sheet
Assigned resources to each task
Went to add work and I keep getting an overallocation message to
reduce the
units.

[Julie] Work has already been calculated when you assign the resource so
modifying work after the assignment has been made will cause Project to
change one of the other factors in the relationship between Work, Units,
and Duration.

What task type do you have set? If you are using a Fixed Duration task
type and you attempt to change work *after* you have assigned the
resource, project will change resource assignments, possibly increasing
resource assignment units above the availability you have so carefully
set.

I am also assuming that you have automatic leveling turned on if you are
getting overallocation messages. I suggest turning your resource
leveling to manual while you are creating the schedule.

I thought Project would automatically adjust the task duration based
on the
resource availability I put in the Resource Information dialog but I
guess I
am missing something.

[Julie] Project should adjust the duration of the task if you adjust the
amount of work after making the resource assignment *as long as you are
not using Fixed Duration task type*. I suggest using Fixed Units tasks
(the default). When using Fixed Unit task-type, Project will adjust
task duration when you change work, but leave the assignment units
alone.

What is the best way to show that resources are
available 20% in March, 30% in April, 100% in May-Dec (there are no
set hours
so I cant do it through the Working Calendar)?

[Julie] See above for details on setting the Availability.

Lastly, is there a certain

way to assign the resources to the tasks so that project automatically
adjust
for the varying resource availability from month to month?

[Julie] Assuming you have set the resource availability correctly,
Project should make the initial assignment of the resource to the task
based upon the resource's max. units at the start of the task. Be aware
however, the assignment units will not automatically change once the
assignment has been made if the schedule of the task is modified.

For example: if you have assigned one of your resources to a task in
early May, Project will assign the resource at his/her max. units of
100%. If you later change the schedule so the task originally scheduled
in May is now scheduled for April, Project will *not* adjust the
assignment units down to 30%, you'll need to adjust the units and let
project recalculate the duration.

I am a fan of using the Task Entry view in Project. The view can easily
be seen by splitting your window (Window > Split) from the Gantt chart.
You will see the Task Form at the bottom in which you can see the
resource's work as well as assignment units.

You may also like to see the Resource Usage view and add the Peak Units
field to the right (timescaled) portion of the view to see more detail
on what assignment units are being applied.

I am using Project 2003
I appreciate any help you can provide.
Thanks.

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

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional information
about Microsoft Project

 

[JulieS]

Hi Kim,

You're very welcome for the assistance and thanks for the feedback.

Sadly, one of the limitations with using resources with contoured
maximum units is that Project will assign the resource at his/her
maximum units at the start date of the task. The issue is just as you
note -- a resource whose max. units increase or decrease over a long
duration task will be assigned at flat value.

A work around may be to break Task A into two tasks, linked F to S --
one spanning one month (until the end of April) and another task
spanning May to end of June.

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

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional information
about Microsoft Project

Hi Julie-

I appreciate you getting back to me. I did adjust my resource
availability
times per your advice adding in the NA references which helped. I
have the
tasks at Fixed Units. If I have 1 task (call it Task A) that starts
in April
(when the resource is available 30%) and ends in June (when the
resource is
available at 100%), I would expect that on the Resource Sheet for Task
A, in
April I would see the resource working 2.4hrs per day (30%) until May
1st.
As of May 1st until the end of June I would expect the hours worked
per day
for Task A to increase to 8hrs per day (since the resource
availability is
100% May and June). However, I don't see this on the Resource Sheet.
On the
Resource Sheet for Task A, the months of April, May, and June are
showing as
if the resource availability is 30% for the 3 months. There is not an
automatic increase to 100% availability in the months of May and June.
As a
result on the Resource Graph for May and June the resource looks like
she is
under allocated. Is there a way for Project to automatically adjust
the
hours on Task A if the resource availability changes from 30% to 100%
halfway
through the task?

Kim

Hi Kimberly,

I see nothing wrong with the approach you have taken, but have a few
questions/comments about how you implemented it that may explain some
of
the behavior you are seeing. My questions/comments are embedded in
your
original message.

message

The resources in my project gradually increase in the amount time
they
are
available to work on the project. So all the resources will be able
to
work
on the project 20% in March, 30% in April, and 100% in May-Dec.
Here
are the
steps I followed:
Added resources to Resource Sheet
For each resource went into the Resource Information dialog and
adjusted the
Available to and From dates along with units to reflect the
percentages
mentioned above.

[Julie] I assume you set your resource availability as follows:

First Row
Available from: NA
Available to: 3/31/07
Units: 20%

Second Row:
Available From: 4/1/07
Available to: 4/30/07
Units: 30%

Third Row:
Available From: 5/1/07
Available To: NA
Units: 100%

Although the project is projected to end in December, you do not want
to
put a date in the last Available To: as it creates a problem if the
resource is assigned to tasks after that date. Project assumes the
resource has zero availability after the last Available To:

Added tasks to the task sheet
Assigned resources to each task
Went to add work and I keep getting an overallocation message to
reduce the
units.

[Julie] Work has already been calculated when you assign the resource
so
modifying work after the assignment has been made will cause Project
to
change one of the other factors in the relationship between Work,
Units,
and Duration.

What task type do you have set? If you are using a Fixed Duration
task
type and you attempt to change work *after* you have assigned the
resource, project will change resource assignments, possibly
increasing
resource assignment units above the availability you have so
carefully
set.

I am also assuming that you have automatic leveling turned on if you
are
getting overallocation messages. I suggest turning your resource
leveling to manual while you are creating the schedule.

I thought Project would automatically adjust the task duration
based
on the
resource availability I put in the Resource Information dialog but
I
guess I
am missing something.

[Julie] Project should adjust the duration of the task if you adjust
the
amount of work after making the resource assignment *as long as you
are
not using Fixed Duration task type*. I suggest using Fixed Units
tasks
(the default). When using Fixed Unit task-type, Project will adjust
task duration when you change work, but leave the assignment units
alone.

What is the best way to show that resources are
available 20% in March, 30% in April, 100% in May-Dec (there are no
set hours
so I cant do it through the Working Calendar)?

[Julie] See above for details on setting the Availability.

Lastly, is there a certain

way to assign the resources to the tasks so that project
automatically
adjust
for the varying resource availability from month to month?

[Julie] Assuming you have set the resource availability correctly,
Project should make the initial assignment of the resource to the
task
based upon the resource's max. units at the start of the task. Be
aware
however, the assignment units will not automatically change once the
assignment has been made if the schedule of the task is modified.

For example: if you have assigned one of your resources to a task in
early May, Project will assign the resource at his/her max. units of
100%. If you later change the schedule so the task originally
scheduled
in May is now scheduled for April, Project will *not* adjust the
assignment units down to 30%, you'll need to adjust the units and let
project recalculate the duration.

I am a fan of using the Task Entry view in Project. The view can
easily
be seen by splitting your window (Window > Split) from the Gantt
chart.
You will see the Task Form at the bottom in which you can see the
resource's work as well as assignment units.

You may also like to see the Resource Usage view and add the Peak
Units
field to the right (timescaled) portion of the view to see more
detail
on what assignment units are being applied.

I am using Project 2003
I appreciate any help you can provide.
Thanks.

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

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information
about Microsoft Project