How to find Resource Allocation Summary

[Girija]

Hello ,

Sorry for resending this query, as I felt previous was not explained
properly.

I am using MSP 2003. Suppose there are 50 resources assigned to various
projects.

How do I know :

1) resource allocation of each resource i.e which resource is allocated to
which task in a project and
2) if there is overloading for a resource and when the resource is
overloaded / overallocated

Maybe you can call above points as, overall summary of a resource (which
gives the above informataion), Yearwise which can be drilled down like
quarter wise, from quarterwise to Monthwise , so on...

Requset you to update how the above information can be got through both, in
PWA and MSP.

Thanks in advance.

Girija

 

[Dale Howard [MVP]]

Girija --

1. In PWA, navigate to the Resource Center page and then click the View
Resource Assignments link in the Actions pane on the left. Select the 50
resources and click the Apply button. This will show you precisely what
tasks each resource is assigned to in every project.

2. Your Project Server administrator can create a Portfolio Analyzer view
in PWA that shows Resources in the Row Fields drop area, Time in the Column
fields drop area, along with Availability, Work, and Remaining Availability
(a custom calculated field he/she must create) in the Total Fields drop
area. Look for any resource whose Remaining Availibility is a negative
number in any time period, indicating that the resource is overallocated.
Your Project Server administrator could also add the Projects dimension to
the right of the Resources dimension in the Row Fields drop area as well, so
that you can see which projects are causing the overallocations.

Hope this helps.

 

[Girija]

Hello Dale,

1) Yes, I could get resource wise. But it displays based on the start and
the finish date.

Consider the following scenario:

Resource Tom is assigned a task in project 1. But he is overallocated, I
mean he has to work max for 9 hr perday. But he is assigned 15 hrs. How will
I know that he is overallocated (i.e.he is working 6 hrs more) or that he is
overallocated for that task.

2) I tried with Portfolio analyaer, without Remaining Availability (a custom
calculated field he/she must create). Found the following observations:

I drilled down to view month wise data as follows with two columns:

April
1 2 3 4
Work Availability Work Availability Work Availability Work Availability
2 8 0.0 0 9.0
9.0

I am confused what does 2nd, 3rd and 4th April indicate? As per my knowledge
it means no work is allocated and the resource is available for 9 hrs.
But thats not the case. On April 4 the resource is allocated to work for 20
hrs which is what we want to highlight that he is overallocated so the
project cant be completed.

How will I do this?

Hope you could understand what I meant. Thanks in advance.

Thanks

Girija

 

[Girija]

Hello Dale,

I forgot to mention one more point.

The reason we want to know the overallocated resources is that, we can hire
resources and delegate some of the tasks.

Thanks

Girija

 

[Dale Howard [MVP]]

Girija --

This is getting too complicated. Since neither of my answers seems to meet
your needs, you can try a third approach as well. Open all of the projects
that the 50 resources are assigned to, and then apply the Resource Usage
view in any one of the projects. You will see the tasks that each resource
is assigned to in every project. If any name is red, the resource is
overallocated. The red numbers indicate the time periods during which the
resource is overallocated. Hope this helps.

 

[Girija]

Hello Dale,

I had done exactly the same. Then I started realising there should be a
better way to do. As this is quite tedious. This is infact a regular problem.
Whenever we have to plan for a new peoject, we need to know the resource
availability and thenplan. But for this do you think we have to open all the
projects? If there are about 50 projects I dont think we have to open all .

I just want to know the resource availability or resource allocation so that
I can decide if I can assign him whenever I get new projects. So I think
you or anyone can help me in a better way.

Thanks

Girija

 

[Dale Howard [MVP]]

Girija --

I have given you three different methods to locate the information you seek,
and you didn't like any of the solutions I gave you. Therefore, I think it
is time for someone else to assist you.

 

[Girija]

Hi Dale,

I am sorry if I have hurt your feelings. Your second solution is quite
useful through PWA.

But I was asking if there is a better solution using MSP to find the
resource allocation, as opening all projects in MSP and closing them would be
quite tideous.

Thanks once again.

Thanks
Girija