Allow overallocation but dont highlight in Red - certain times onl

[Burnley81]

I have a project which one individual is allocated for 12 hours work. Shows
Red as being overallocated - correct. But in this one particular instance it
is correct, he will be working a 12 hour day.
What can I do to not highlight the resource in Red? and/or even better
increase the costs with 4 hours overtime worked?

Look forward to your replies.

 

[JulieS]

Hello Burnley,

A couple of options:

You can drop the assignment units back to 100% (or max.) for the
resource which will extend the duration. Then modify the resource's
calendar to allow a 12 hour working day for the period of time you
need. This will allow the resource to work the 12 hours, drop the
task duration, and the resource will not be overallocated.

The second option is to, again, drop assignments back to 100% (or
max) and then assign overtime on that task. Split your screen
(Window > Split) to show the task form in the lower pane. Format
the Task Form to show resource work. You can then assign overtime
by entering a value in the OT Work field in the Task Form. Any
overtime work will be at the overtime rate you set in the Resource
Sheet Ovt. Rate field.

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

 

[Burnley81]

What you say in the second part seems like what I am trying to do. But unless
I am doing something wrong it messes up something else - reduces overall time
or increases time.
So I will need this kept simple for me.
Mr Bloggs has 3 tasks on the same day
a, Training Course - 8 hours
b, Download Data - 2 hours on overtime
c, Test Data - 2 hours on overtime.

If I add overtime of 2 hours - my overall time goes up from 12 to 14 hours?
Resource chart still overworked.
I require if possible
a,b and c - costs adding day rate + 4 hours O/T and resource graph in black
not red.
Sorry Burnley

 

[JulieS]

You will see some odd things for Duration if you assign all working
hours for the Download data and Test data task as overtime. If
there are only two hours of work for each task and you assign all 2
hours in OT, Project will reduce the duration to zero -- but the
work will stay as two hours. The "Work" field showing in the Task
Form will only show 2 hours -- all in OT.

I agree -- it is very odd to see a task with 2 hours work but zero
duration The other choice would be to assign the OT spread over the
three tasks (perhaps 1 hour on training and 1/2 hour each on the
download and test tasks) -- that again will drop the duration of
each task but it may make more sense to your users. I would also
most likely not get intensely finite with Mr. Bloggs. Just let him
know that on day X you need him to attend the training class plus
accomplish the download and testing. It's up to him to determine
when exactly he'll get them done.

I hope this helps. Do post back with further question should you
need.
Julie

 

[Burnley81]

I have tried and tried again and I cannot get that ultimate view.
I cannot show Costs - accurately and have resources not over allocated (in
red) at the same time.
Simply Joe Bloggs working an 8 hour day with 2 hours overtime - would show
accurate costs and not over allocated work - if overtime added!
Unless someone knows different
Thanks Burnley81

 

[JulieS]

Hi Burnley 81,

I'm not sure what you are seeing. If I step back through the simple
scenario you outline below, I see the correct costs (4 hours at OT
plus 8 hours at the standard rate) and Joe Bloggs is not
overallocated. Again, please check how you are putting in the OT.
If he should be working 8 hours on Training -- assuming his calendar
is based upon "Standard" and 1 day = 8 hours, the duration of the
task is 1 day. If he is also working 2 hours -- all overtime on
Download data, the duration is zero but with 2 hours at the OT rate.
Same applies to the Test data task. Duration = zero, work = 2, OT =
2.

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

 

[Burnley81]

JulieS
You didn't actually say it directly but from your last posting it suddenly
dawned on me what I was doing wrong. In the Gantt chart view I had duration
for all tasks as 1 day, and changed the working hours in the resource view
to actual hours.
So by changing the ghantt view duration to hours - then putting the work in
O/T hours - everything has been acheived. I have now corrcect cost, and not
overallocated resource. The ghantt chart view looks a little wierd but that's
minor to what I really want to achieve.
Thanks Andy
Sorry to trouble you - if you could have seen my plan you would have
realised immediately - without all these postings. I have learnt though!!!

 

[Steve House [MVP]]

Remember that duration is defined as the number of working-time minutes AS
SHOWN IN THE WORKING TIME CALENDAR between when a task starts and when it
ends. Overtime work is work performed at hours OTHER THAN those in the
working time calendar. So if all the work on a task is performed in
overtime, ie, outside the normal workday, its duration is zero by
definition. It has a non-zero elapsed time but simple elapsed time is not
duration.

 

[JulieS]

Hi Burnley,

I'm glad you were able to find a method to show you what you needed.
Just to clarify, changing the display of duration to hours did not
change anything in the calculation. However, if it made it easier
for you to find what you needed that's fine.

Glad to have helped and thanks for the feedback.
Julie