Viewing Overallocations

[Andrew]

While working in the Gantt Chart on the Table Entry view (or any view for
that matter) I would like to be able to immediately see that a resource has
become over allocated when assigned to a particular task. For example, if a
resource is already allocated at 100% and I assign that resource to a task,
is there any way that a dialog box can appear that says, "This resoruce is
already allocated on this date and this task, are you sure you want to
over-allocate the resource?" Alternatively, it would be great if there was a
graphic indicator that immediately appeared, like on the Resource Sheet view.

I know that I can very easily switch to the Resource Sheet, Resource Usage
or Resource Graph views to see that the resource is over-allocated, but I am
really hoping to find a solution that does not require switching views. I
also tried using a custom column named Over-allocated but that did not seem
to work. Any help will be much appreciated.

Thanks,
Andrew

 

[Dale Howard [MVP]]

Andrew --

I recommend as a best practice that you do everything in your power to AVOID
creating overallocations when making resource assignments to tasks. A
helpful technique in the Project Server environment is to open a second
window that displays the Resource Usage view (click Window - New Window,
select the Resource Usage view, and click OK). As you prepare to assign a
resource to a task in the Task Entry view, take note of the time period
during which the task is currently scheduled. Switch to the Resource Usage
view, scroll to the time period of the task, and examine the current usage
of the resource(s) you have in mind for the task. Select an available
resource, then switch back to the Task Entry view and assign that resource
to the task in question. In the Project Server environment, the Resource
Usage view shows each resource's assignments across ALL projects in the
Project Server database, which makes the technique I describe a very
powerful method for avoiding overallocations.

Beyond this, as you have already surmised, there is no way to trigger an
overallocation warning while in a task view. Hope this helps.

 

[Jan De Messemaeker]

Hi Andrew,

I assume you are not using Project Server (which is what Dale assumes) so
here is the "native" approach.

The simplest solution is (from a task view) to go to Window, Split
Click on the lower pane
In the View Bar select Resource Sheet

Now you no longer have the need to switch windows, they are both there!
And when you allocate a resource, and it gets overallocated, it immediately
turns red in the lower pane.

You can have the indication in the task view itself but that would resuire
some VBA programming.

Hope this helps,

 

[JulieS]

Hi Andrew,

In addition to Dale and Jan's suggestions you can also get a quick idea of a
resource's existing assignments by using the Assign Resources Dialog box.
Assuming you are using Project 2002 or 2003, there is a Graph button in the
Assign Resources dialog box. Select the task you are working with then
click the Assign Resources button on the Standard toolbar. In the Assign
Resources dialog box, select the resource(s) you are thinking of assigning,
click the Graphs... button and you can select either Remaining Availability,
Work, or Assignment Work for the resource during the time of the task.

This allows you to see what a resource's existing commitments in the project
are *before* creating a possible overallocation.

Hope this helps. Let us know how you get along.

Julie