Resource balancing

[Arjun M]

I am encountering an unique situation.I am working on a project with
fixed timeline and budget.Based on the given variables we have created
a plan which will complete with the given cost and time constraints.But
the major disadvantage here is that all my resources are over allocated
close to 200%.How can i do resource balancing to atleast 150% without
hurting my timelines and cost.

Thanks
Arjun

 

[Rod Gill]

Firstly, check the total Work for each task. If the work amount is
incorrect, adjust until it is realistic. Once the work amount is correct,
Project is telling you that you have too much work for the number of
resources for the time frame you have set.

So why do you expect the basic calculations to be wrong? If they are, then
change the schedule until it tells you what you want to see and then press
the "I'm feeling lucky" button and offer whatever libation your personal
gods like. If the calculations are correct, then you can either remove
features (reduce work), add resources, or flag a very high risk that the
deadline won't be met. Working more hours (after a few weeks) usually makes
things worse since as people get tired, creativity, innovation and
excitement wane right away. More mistakes are made, remaining work either
goes up or reduces too slowly to meet goals and Quality is another victim
"Stuff it, that will have to do, it's all we've got time for".

I don't think your situation is unique, it typically occurs when managers
set unrealistic expectations and project managers don't/can't/would rather
not fed back what is realistic or what resources are needed to meet
deadlines.

If you have 1000h of resource and 1500h of work to do then something has to
give!!

--

Rod Gill
Project MVP

NEW!! Project VBA Book, for details visit: http://www.projectvbabook.com

 

[Arjun M]

Rod,

Thanks for the input.

Arjun

Firstly, check the total Work for each task. If the work amount is
incorrect, adjust until it is realistic. Once the work amount is correct,
Project is telling you that you have too much work for the number of
resources for the time frame you have set.

So why do you expect the basic calculations to be wrong? If they are, then
change the schedule until it tells you what you want to see and then press
the "I'm feeling lucky" button and offer whatever libation your personal
gods like. If the calculations are correct, then you can either remove
features (reduce work), add resources, or flag a very high risk that the
deadline won't be met. Working more hours (after a few weeks) usually makes
things worse since as people get tired, creativity, innovation and
excitement wane right away. More mistakes are made, remaining work either
goes up or reduces too slowly to meet goals and Quality is another victim
"Stuff it, that will have to do, it's all we've got time for".

I don't think your situation is unique, it typically occurs when managers
set unrealistic expectations and project managers don't/can't/would rather
not fed back what is realistic or what resources are needed to meet
deadlines.

If you have 1000h of resource and 1500h of work to do then something has to
give!!

--

Rod Gill
Project MVP

NEW!! Project VBA Book, for details visit: http://www.projectvbabook.com

 

[Mike Glen]

Hi Jim,

Thanks for your valuable contribution to this thread. If I might just
clarify one point. The use of the word "Deadline" can confuse as Project
has a specifc field for Deadline Dates. Its use follows the planning you
suggested to see what Project calculates as the Finish Date. If you have a
deadline to meet, then double-click on the finish milestone and select the
Advanced tab. There you can enter a Deadline date. This will appear on the
Gantt Chart. If the milestone goes beyond this deadline date, Project will
put a warning icon in the Information column. So, you have to re-schedule
your project such that the final calculation is brought forward to the
deadline (or preferably earlier) so that you don't PLAN to run late.

Hope this helps,

Mike Glen
Project MVP

 

[Steve House]

You really can't - If your resources are showing 200% allocations it means
you are requiring them to do twice as much work in a given time period as
they are physically capable of doing. Reducing that 150% is just as
unrealistic as you are still expecting them to do more than they are
physically capable of doing. You really only have two options - take longer
to do the tasks and extend the timeline or hire more resources, increasing
the budget. Remember that 100% represents the absolute physical maximum it
is possible for a single resource to do. The only time you should ever see
more than that in an assignment is if the resource represents several
individuals, 5 carpenters = 500% for example.

 

[Arjun M]

All,

Thanks for all the information shared.But i am in a unique
situation.The project i am managing is a fixed bid.So every hour lost
after deadline means loss to us.The client will be fine with that as
the entire risk is on us.
So i am struggling big time to constrain all the tasks within the fixed
bid time.After several rounds of scheduling and estimating it looks
like i have to go back to my sponsors and let them know this project
cannot be completed within the fixed bid time with the allocated
resources.

Friends if you guys have any other suggestions to make before i go that
route please be free to share it here.

Once again
Thanks
Arjun M

You really can't - If your resources are showing 200% allocations it means
you are requiring them to do twice as much work in a given time period as
they are physically capable of doing. Reducing that 150% is just as
unrealistic as you are still expecting them to do more than they are
physically capable of doing. You really only have two options - take longer
to do the tasks and extend the timeline or hire more resources, increasing
the budget. Remember that 100% represents the absolute physical maximum it
is possible for a single resource to do. The only time you should ever see
more than that in an assignment is if the resource represents several
individuals, 5 carpenters = 500% for example.
--
Steve House [Project MVP]
MS Project Trainer & Consultant
Visit http://www.mvps.org/project/faqs.htm for the FAQs

I am encountering an unique situation.I am working on a project with
fixed timeline and budget.Based on the given variables we have created
a plan which will complete with the given cost and time constraints.But
the major disadvantage here is that all my resources are over allocated
close to 200%.How can i do resource balancing to atleast 150% without
hurting my timelines and cost.

Thanks
Arjun

 

[Mike Glen]

If that's what the estimates are forecasting, you'll just have to bite the
bullet. Nevertheless, please, please, learn from this and do the
scheduelling before a bid is made

Mike Glen
Project MVP

All,

Thanks for all the information shared.But i am in a unique
situation.The project i am managing is a fixed bid.So every hour lost
after deadline means loss to us.The client will be fine with that as
the entire risk is on us.
So i am struggling big time to constrain all the tasks within the
fixed bid time.After several rounds of scheduling and estimating it
looks like i have to go back to my sponsors and let them know this
project cannot be completed within the fixed bid time with the
allocated resources.

Friends if you guys have any other suggestions to make before i go
that route please be free to share it here.

Once again
Thanks
Arjun M

You really can't - If your resources are showing 200% allocations it
means you are requiring them to do twice as much work in a given
time period as they are physically capable of doing. Reducing that
150% is just as unrealistic as you are still expecting them to do
more than they are physically capable of doing. You really only
have two options - take longer to do the tasks and extend the
timeline or hire more resources, increasing the budget. Remember
that 100% represents the absolute physical maximum it is possible
for a single resource to do. The only time you should ever see more
than that in an assignment is if the resource represents several
individuals, 5 carpenters = 500% for example. --
Steve House [Project MVP]
MS Project Trainer & Consultant
Visit http://www.mvps.org/project/faqs.htm for the FAQs

I am encountering an unique situation.I am working on a project with
fixed timeline and budget.Based on the given variables we have
created a plan which will complete with the given cost and time
constraints.But the major disadvantage here is that all my
resources are over allocated close to 200%.How can i do resource
balancing to atleast 150% without hurting my timelines and cost.

Thanks
Arjun

 

[Arjun M]

All,
This thread has been great for us to understand the risks of having a
fixed bid .But based on the suggestions here i have decided to go back
to sponsor to discuss the contingency of this entire plan.

Thanks for all the help
Arjun M

Well, they always say "Cost/Schedule/Performance -- pick two"
What I see is that you probably under bid the job. It appears your options
are:

1. Deliver a subset of the required performance to maintain cost.
2. Use cheaper resources.
3. Beg for more time.

Can you use alternate processes to cut cost? For example we routinely wave
peer reviews for small items in favor of a group review by a manager or
co-workers. It saves time and money but only works if there are no formal
documentation requirements.

Can you beg your customer for requirements relief? Are they pounding on you
for all kinds of useless paper artifacts and reports? Do your internal
processess drive the cost and can they be cut?

Anyway, this appears to no longer be a Microsoft Project concern, it is a
project management issue. Gee, I wish I could post a commerical.....

All,

Thanks for all the information shared.But i am in a unique
situation.The project i am managing is a fixed bid.So every hour lost
after deadline means loss to us.The client will be fine with that as
the entire risk is on us.
So i am struggling big time to constrain all the tasks within the fixed
bid time.After several rounds of scheduling and estimating it looks
like i have to go back to my sponsors and let them know this project
cannot be completed within the fixed bid time with the allocated
resources.

Friends if you guys have any other suggestions to make before i go that
route please be free to share it here.

Once again
Thanks
Arjun M

You really can't - If your resources are showing 200% allocations it means
you are requiring them to do twice as much work in a given time period as
they are physically capable of doing. Reducing that 150% is just as
unrealistic as you are still expecting them to do more than they are
physically capable of doing. You really only have two options - take longer
to do the tasks and extend the timeline or hire more resources, increasing
the budget. Remember that 100% represents the absolute physical maximum it
is possible for a single resource to do. The only time you should ever see
more than that in an assignment is if the resource represents several
individuals, 5 carpenters = 500% for example.
--
Steve House [Project MVP]
MS Project Trainer & Consultant
Visit http://www.mvps.org/project/faqs.htm for the FAQs


I am encountering an unique situation.I am working on a project with
fixed timeline and budget.Based on the given variables we have created
a plan which will complete with the given cost and time constraints.But
the major disadvantage here is that all my resources are over allocated
close to 200%.How can i do resource balancing to atleast 150% without
hurting my timelines and cost.

Thanks
Arjun

 

[Mike Glen]

You're welcome, Arjun, and the best of luck

Mike Glen
MS Project MVP
See http://tinyurl.com/2xbhc for Project Tutorials

All,
This thread has been great for us to understand the risks of having a
fixed bid .But based on the suggestions here i have decided to go back
to sponsor to discuss the contingency of this entire plan.

Thanks for all the help
Arjun M

Well, they always say "Cost/Schedule/Performance -- pick two"
What I see is that you probably under bid the job. It appears your
options are:

1. Deliver a subset of the required performance to maintain cost.
2. Use cheaper resources.
3. Beg for more time.

Can you use alternate processes to cut cost? For example we
routinely wave peer reviews for small items in favor of a group
review by a manager or co-workers. It saves time and money but only
works if there are no formal documentation requirements.

Can you beg your customer for requirements relief? Are they
pounding on you for all kinds of useless paper artifacts and
reports? Do your internal processess drive the cost and can they be
cut?

Anyway, this appears to no longer be a Microsoft Project concern, it
is a project management issue. Gee, I wish I could post a
commerical.....

All,

Thanks for all the information shared.But i am in a unique
situation.The project i am managing is a fixed bid.So every hour
lost after deadline means loss to us.The client will be fine with
that as the entire risk is on us.
So i am struggling big time to constrain all the tasks within the
fixed bid time.After several rounds of scheduling and estimating
it looks like i have to go back to my sponsors and let them know
this project cannot be completed within the fixed bid time with the
allocated resources.

Friends if you guys have any other suggestions to make before i go
that route please be free to share it here.

Once again
Thanks
Arjun M
Steve House wrote:
You really can't - If your resources are showing 200% allocations
it means you are requiring them to do twice as much work in a
given time period as they are physically capable of doing.
Reducing that 150% is just as unrealistic as you are still
expecting them to do more than they are physically capable of
doing. You really only have two options - take longer to do the
tasks and extend the timeline or hire more resources, increasing
the budget. Remember that 100% represents the absolute physical
maximum it is possible for a single resource to do. The only time
you should ever see more than that in an assignment is if the
resource represents several individuals, 5 carpenters = 500% for
example. --
Steve House [Project MVP]
MS Project Trainer & Consultant
Visit http://www.mvps.org/project/faqs.htm for the FAQs


I am encountering an unique situation.I am working on a project
with fixed timeline and budget.Based on the given variables we
have created a plan which will complete with the given cost and
time constraints.But the major disadvantage here is that all my
resources are over allocated close to 200%.How can i do resource
balancing to atleast 150% without hurting my timelines and cost.

Thanks
Arjun