trigger flag when overallocated

[Jason]

hello,
I have created a schedule for the Field Services Group. I need something to
let me know when I overallocate someone right away. Like when I am trying to
schedule them in and they are already allocated for that time slot. Is there
a flag that could be triggered which could let me know they are overallocated
and why they are overallocated?

Thank you

 

[Jim Aksel]

There is an "Overallocated" field available to insert as a column.
There is some good information available in the "help". Insert the
Overallocated column, select it, then hover your mouse over it. A context
box will show that says "Help on Overallocated". You will also want to read
about how overallocated related to the different views.
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Jim
It''s software; it''s not allowed to win.

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

 

[Jason]

I inserted the "overallocated" column. They all say "no". I did this under
the Gantt Chart. But, when I look under the "Resource Usage" view, there is
one resource who's overallocated. Why isn't it catching this on the Gantt
Chart?

Thank you

 

[Jim Aksel]

The overallocated field will show "Yes" on the Resource views and "No" on the
Task Views.

In reading the help, Overallocated is going to show "Yes" in the task views
if there is more work to be done in one day than is available in one day.
For example, if you assign 9 hours of work to 1 resource on 1 day
Overallocated will show "Yes" on the Gannt (Task) view becuase there is only
8 hours in a day (even if the resource is available 10 hours that day).

If you assign two resources to the same task, the value will change to "No".

Overallocated on the Resource Views works more like how you are thinking. If
Bob is assigned more than 8 hours of work on any combination of tasks, he is
overloaded.

You may want to view your schedule on the "Resource Usage View" and insert
the overallocated column there (Of course it will turn red anyway).

Another way to do it will need to find a way to repopulate the Overallocated
field based on the resource assignments and transfer that information over to
the Task fields. In order to do that, you are going to need some VBA. See
the FAQ page, item 37 (the link is below my name). That is a start.
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Jim
It''s software; it''s not allowed to win.

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

 

[Jason]

Thanks for all the help Jim. Could you please explain a little further on the
below about the VBA (a little confused). I copied it from item 37 in FAQ:

Sub TransferTaskText1ToAssignmentText1()
Dim t As Task
Dim a As Assignment
On Error Resume Next

For Each t In ActiveProject.Tasks
For Each a In t.Assignments
a.Text1 = t.Text1
Next a
Next t

End Sub

 

[Jim Aksel]

Comments in line. In this group we only give general type "quick" guidance,
we are volunteers working for other companies. If you need a bid....
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If this post was helpful, please consider rating it.

Jim
It''s software; it''s not allowed to win.

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

Thanks for all the help Jim. Could you please explain a little further on the
below about the VBA (a little confused). I copied it from item 37 in FAQ:

Sub TransferTaskText1ToAssignmentText1() <<VBA creates a subroutine.

You will see this text when you go to run the macro (Tools/Macros)

Dim t As Task <<< Creates a task t, a Microsoft Project task
Dim a As Assignment <<< Creates an Assignment for use with the task.
On Error Resume Next <<<< If something screws up, just keep going

For Each t In ActiveProject.Tasks <<< Start looping through each line in the file.
For Each a In t.Assignments <<< Look at each assignment for each task.
a.Text1 = t.Text1 <<<Copy the data

' The above line is the guts of it. It says take the Text1 field from the
task view and copy it
'to the field with the same name in the Assignments. You will need something
like this, but probably with resources. If the resource allocation is
"Overloaded" then ...
'Don't have the time to dig into it here (that would be a nice paid
assignment however).
The important thing to remember is the data on the right side of the equal
stays, what is on the left side is replaced by what is on the right. Like
this:
a=1
b=2
b=a
The value of b is changes to 1.