Linking, resource hours on a job

[Saadia]

Hi,
Just started using MS project 2007(Standard).
I have several jobs on the go, and have each job name listed as a task.
All my tasks are linked together and i have fixed duration picked. I am
assigning
several employees to each job. Some employess will be working on two or more
jobs on the same day. So let's say Jay is at Job 1 on the 20th for 4 hrs and
at Job 2 for 4 hrs the same day. When i set this up in the resource usage
sheet it automatically assigns every employee that was scheduled to work on
job 2, for 8 hours even though i had not assigned any time for them. Is also
gives me a message that the second job is being started before it's scheduled
start date which is understandable. Is there any reason it would do this..or
is there something i'm doing wrong? Any help would be appreciated. Thanks

 

[Dave]

Hi,
Just started using MS project 2007(Standard).
I have several jobs on the go, and have each job name listed as a task.
All my tasks are linked together and i have fixed duration picked. I am
assigning
several employees to each job. Some employess will be working on two or more
jobs on the same day. So let's say Jay is at Job 1 on the 20th for 4 hrs and
at Job 2 for 4 hrs the same day. When i set this up in the resource usage
sheet it automatically assigns every employee that was scheduled to work on
job 2, for 8 hours even though i had not assigned any time for them. Is also
gives me a message that the second job is being started before it's scheduled
start date which is understandable. Is there any reason it would do this..or
is there something i'm doing wrong? Any help would be appreciated. Thanks

Does fixed duration actually model your tasks correctly? That is, are
they finished after the passage of the specified time period or are they
finished when the resources working on them have achieved the required
results?

The second of these is the more likely so I would suggest that fixed
work is probably the most appropriate model.

Assigning resources to tasks in the resource sheet can be done with the
appropriate split screen but is not the normal way of doing it and is
certainly counter intuitive and harder than it need be. Are you sure
you aren't using another view such as the Gantt view?

Anyway, when you assign a resource to a task, what do you think it
should do? It could either assign the resource at 0 hours and wait for
you to enter the planned work or it could assign the resource at 100%
and again wait for you to edit the planned work. The second approach is
likely to be correct more often than the first (which will never be
correct) and so by doing this, the application saves on subsequent
editing effort.

In the Gantt view, you can enter resources in two ways. Either from the
Assign Resources dialogue box or from the Task Form (or similar view)
obtainable by splitting the screen. In the former, you assign the
resources and you can then modify directly the hours or percentage
allocation in the dialogue box. In the second you can select names and
enter directly the amount of work you are planning.

If you use the Assign Resources dialogue, then you should do multiple
selects of resources when doing the initial assignment because if you
add them sequentially you will find project trying to second guess you
on durations which can be a bit annoying.

 

[Saadia]

Thanks for your reply Dave

I had chosen fixed duration, just to get a rough idea of what our
job schedule would be like. I work for a construction company, so we always
have customers calling to see when we can book their jobs in. But I agree
that
fixed work is the right model to use since the jobs are completed when the
resources have achieved the desired result. Maybe i can make two project
files, one
with fixed duration and one with fixed work?

I do assign the resources in the gantt view under resource name. I would
probably like project to assign resources at 0 hours and then let me add in
the resource's hour on a job. Our job estimators will let me know what
employee will be on what job and for how many hours each day. It's just that
when i go to the resource usage sheet and assign employee 1 to the Smith job
for 4 hours, project automatically assigns every other employee assigned to
that job for 8 hours or more. I would like to manually be able to add in how
many hours each employee works on a job, without project automatically
adjusting the hours on every other employee on that job.

Thanks for your help

 

[Jan De Messemaeker]

Hi,

Task Usage is more fit to give details job by job.
HTH

 

[Saadia]

Well i tried to add in hours in the task usage sheet, but it still does the
same thing. When i assign Employee 1 to the Smith job, every other employee
assigned to the Smith job gets hours assigned to work on that job. Is it
likely that it is doing that because the jobs are linked together?
Thanks for your help

 

[Dave]

I don't see why you want to creat two files. I certainly can't see how
it would help you work out when customers can book work in. A plan with
either task type will show where you have spare capacity.

I don't know whether or not you have a resource pool, but if you do,
having two files for the same work will definately mess up any
calculations of your capacity because all the work will be counted
twice. In any case, what would the plan be - file A or file B?

Jan is right about using the Task Usage view rather than the Resource
Usage view for editing assignments. However try the following:

- Enter a task (I made a two week task with fixed work form my experiment).
- Make sure the window is split (so the bottom part of the screen shows
the Task Form view).
- In the Resource Name column, select the names of those you want to
work on the task.
- Having selected your resources, enter the hours you want them to work
in the Rem. Work column or their allocation as a percentage in the Units
column.
- Press OK.

If you want to add somebody else, then simply select their name and
enter their hours as described above.

When entering assignments against a task, Project should never change
assignments on other tasks so I don't understand the behaviour you
desribe there. Certainly the way they are linked has nothing to do with it.

Are you by any chance assigning work and resources to summary tasks? If
so, that is a big no no and will potientially cause you big problems.

If you have automatic levelling turned on, the work you have assigned
will potentially be moved around by Project and could be confusing so
make sure that is turned off.

If, having entered the work, you want to contour it manually, then go to
the task usage view and enter it there (although be careful about
entering too much precision against estimated data).

I explained to you in my original reply that project does not assign
resources at 0 effort when first assigned as there is no point.