Scheduling multiple resources on a task to finish quicker

[Les Mathisen]

I’m new to Microsoft Project, but I think I have a problem with how Project
schedules resources. My scenario is:

A task is estimated to take 300 hours to complete. I have three resources
assigned to the task. Resource #1 starts immediately, resource #2 in a week
and resource #3 starts in two weeks. All three resources are available to
work on the task to completion.

It looks like Project is assigning 100 hours to each resource and does not
consider the task complete until the last resource (#3) finishes their 100
hours, which will take two weeks longer than the first resource. This means
during the last week of the task, Project thinks resource #1 and #2 aren’t
working at all.

What I want to happen is Project automatically adjusts the hours for each
resource to get the earliest possible finish date. If the effort (hours) is
adjusted or resources take vacation or sick days, Project should re-adjust
and give me the new finish date.

I have worked around the problem by creating three separate sub-tasks and
assigning a different resource to each sub-task and then manually playing
with the hours for each resource to get the earliest finish date.

What am I doing wrong?

 

[DavidC]

Hi Les,

First from what you have described is that the task will take 300 hours, NOT
300 manhours. Project seems like recognising the duration as manhours and
not task hours. Check the setting for the task and make sure that the "task
type" is set to fixed duration. If it is set to "fixed work" then Project is
simply recognising that there is 300 hours of work (manhours) hence the more
people you assign to the task the quicker it will be finished. One person
painting three rooms is longer than three people painting three rooms (one
person per room).

Also you can then set the percetnage of time each resource will work on the
task. If 300 hours represents 6 x 40 hour weeks, then resource 1 works on
the taks 100% of the time, respurce 2 works on the task for 83% of the time,
and resource 3 works on the task 75% of the time. The only thing is that
project will spread the time out equally over the full period. You then need
to select the "resource usage" view and select the task under each of
resource 2 and 3 separately, right click and select "Resource assignment"
There you will find a drop down box called "work contour" and you can then
select how the hours for that resource are spread across the days for that
task. It is not accurate to the extent of starting the resoruce on that task
2 weeks into the task but it does help to a degree. The only other option is
to set the resource availability, but that sets it irrespective of the task,
but says that the resoruce is not available at all in the periods selected.

Hope this helps a little.

regards

DavidC

 

[Dave]

Essentially, Project cannot know that your resources have the work
pattern you outline unless you tell it. This must therefore me manually
input.

There are a number of ways of doing this. You can edit the work
week-by-week directly in the Resource Usage view which is probably the
most straightforward approach for you or you can use one of the other
methods suggested in other replies.

 

[Les Mathisen]

This is not a Fixed Duration task. If I had more staff, I could reduce the
duration. I have already setup the Resource Calendar for each resource and
set their Maximum Units. I agree with you that I would prefer not to change
their Max Units as this will affect other tasks. I already tried playing with
the Units on the Task, but that requires the same maintenance I'm using now
by using sub-tasks.

Thanks for your advice. It's reassuring that it isn't just my lack of
experience and that Project just won't do what I want it to.

 

[Darrell]

I am not sure how to make MSP calculate your example, or if it will, but just
doing the math you can input the work for each resource and the task will end
on the same day for all resources. I split the screen and used the form view
set to "Resource Schedule" and input the following hours - 140, 100, 60 for
the three resources and the task finished on the same day for all three.

Darrell

 

[Darrell]

You can add the delay for resources 2 (1w) and 3 (2w) in the form view as well.

Darrell

 

[Les Mathisen]

Thanks Darrell, this works. It accomplishes the same thing I did by splitting
the task into three, assigning a separate resource to each subtask and
playing with the hours until I got the shortest finish date. Both solutions
require adjusting the resource hours in case of a change in task hours or
resource non-working days. Your method leaves a neater schedule and Gantt
chart, while mine is more "in your face". Personal preference which it better.

Because I may need to adjust the hours for one or all of my 3 resources, I
added a deadline to the task so MSP warns me if a change to task hours or the
resource calendars causes the task's finish date to exceed my original ideal
date. Every little bit helps.