Multiple resources, varying units

[CSW]

I have a project with around 300 tasks. For each task I have entered a
duration and specified multiple resources with varying work hours on each
task. Within the Resource Sheet, I have specified some of my resources at
100% units and others at 75%, due to their unavailability of being 100%
allocated to project tasks.

I have many resources over-allocated and am attempting to reassign some
tasks to additonal resources to reduce the over-allocation.

While reviewing the tasks in the Task Usage view, I have noticed that some
of the resources are spreading their time evenly over the total Duration of
the task, while others have their time condensed into one day. I have only
been using Project for a few months and realize I have a lot to learn.
Please tell me if there is a better way to schedule these tasks and resources
so all resources for a particular task will spread their work time evenly
over the entire task duration. Thanks.

 

[JulieS]

Hello CSW,

By default when you assign a resource to a task, project will
calculate the amount of work for each resource based upon task
duration * assignment units = work. By default, the work is spread
evenly over the task duration at a "flat" contour using the assignment
units.

On tasks with multiple resources with varying amounts of work, such as
you describe, Project will still follow the assignment unit. For
example: if I have a 5 day duration task with the following three
resources assigned:

Bob 100% 40 hours
Pete 100% 8 hours
Sue 100% 16 hours

Because of the 100% assignment units for both Pete and Sue combined
with their calendars, each resource is working 8 hours per day. Pete
works on the first day of the task and his work is done. He would be
able to be assigned to another task starting day 2. Sue works day 1
and day 2 and is available to be assigned to another task starting day
3.

If you want Pete's 8 hours and Sue's 16 hours to be spread evenly over
the 5 day duration, you'll need to tell project that in some manner.
In order for Project to understand that you wish to spread the
resource's work out over a longer task duration, set the task as a
fixed duration task. Then when you assign Pete, specify 8 hours work
and Project will calculate a 20% assignment unit. Assign Sue with 16
hours of work in a 5-day fixed duration task and Project will
calculate 40% assignment units.

Look in Project help for a help topic "About task types" and it does a
very good job explaining what gets calculated based upon what task
type you've set.

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

 

[CSW]

Julie,

Can we look at an example from my project plan? I'm still not clear on how
the formula works (duration * assignment = work).

I have a task that is supposed to have a 5-day duration, called "Complete
Validation on Printer." I have 4 people assigned. In the Resource Sheet, I
have the first two people with 75% time allocated to the project, while the
last two people are allocated at 100% assignment units.

I first entered the task into the plan. I then entered the resources' time
(work), in the following manner:

Manager = 2h
Engineer 1 = 3h
Engineer 2 = 3h
Quality = 2h

I left the assignment units blank. I fixed the duration at 5 days. When I
hit enter, the work and assignment units changed in the following way:

Manager (36%) = 12.4h
Engineer 1 (40%) = 11.2h
Engineer 2 (38%) = 3h
Quality = (25%) = 2h

How does Project calculate the assignment units in the above example (also
what impact do the original assignment units in the Resource Sheet have on
this particular task)? Why do the work hours for the Manager and Engineer 1
increase? How is the formula "duration * assignment units = work" used when
multiple resources are assigned to a task?

 

[JulieS]

Hello,

Okay, let's start back at the beginning: what release of Project are
you using and what service pack?

In both Project 2003 (SP-3) and Project 2007 (SP-1 + Infrastructure
Update):

When I step through your example below, I do NOT get the figures that
you show. When assigning resources to a 5 day fixed-duration task I
see the following:

Manager 5% 2 hours work
Engineer1 8% 3 hours work
Engineer2 8% 3 hours work
Quality 5% 2 hours work

The assignment units are calculated by work/duration = assignment
units

So for the manager & quality 2/40 = 5%
Engineers 3/40 = 7.5 which project rounds to 8%

I believe the difference you are seeing is due to the order in which
you did things. I created the task and set it as fixed duration.
Then I assigned the resources. I have upon occasion seen what you
report when attempting to assign resources and change task type all at
one time, creating odd calculations for the first several resources
and correct calculations for the remaining. In your example the first
two resource assignments were completely unexpected but the second two
were fine.

I suggest
1. removing all resource assignments
2. ensure you've set the correct task type for what you wish to
calculate
3 assign the resources

I personally use the Task Entry view which is Gantt chart at the top
and Task Form at the bottom. The easiest way to display is to choose
Window > Split from a full screen Gantt chart view.

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

 

[CSW]

I have Project Standard 2007, no service pack. I think my specific resource
calendars may be complicating the issue, but I'm not sure. The examples you
gave assume a 40-hr week, but only 2 of my resources are working with the
standard calendar at 40-hrs per week at 100% units. The others work very
specific hours and days on a limited (75%) basis. That would explain why the
last 2 were fine. It still puzzles me why the work hours increased for the
first two resoures and why my assignment units vary from yours:

My example:
Manager (36%) = 12.4h
Engineer 1 (40%) = 11.2h
Engineer 2 (38%) = 3h
Quality = (25%) = 2h

Your example:
Manager (5%) = 2 hr
Engineer1 (8%) = 3 hr
Engineer2 (8%) = 3 hr
Quality (5%) = 2 hr

I did re-enter the task in the order you suggested, but received the same
results as before.

 

[JulieS]

Thanks for the information. My first suggestion is to install SP-1
for Project 2007.

I don't believe the resource calendars are responsible for overwriting
the work values that you manually entered. The 40 hours I am
referring to is the *duration* measurement of 5 days. If your
resources have modified calendars that would change *when* work is
scheduled but should not account for the increase in work values you
specifically entered.

What method are you using to enter resource names and work on the
task?

If you'd care to, feel free to zip the file and send it to me by
email. I'll take a look and see if I can determine what else is going
on. My email is prjng[at]maine[dot]rr[dot]com -- replace the [values]
with the equivalent symbols.

Julie

 

[CSW]

I installed SP-1 and sent you the file. Please let me know if you see
anything unusual. Thanks!

Thanks for the information. My first suggestion is to install SP-1
for Project 2007.

I don't believe the resource calendars are responsible for overwriting
the work values that you manually entered. The 40 hours I am
referring to is the *duration* measurement of 5 days. If your
resources have modified calendars that would change *when* work is
scheduled but should not account for the increase in work values you
specifically entered.

What method are you using to enter resource names and work on the
task?

If you'd care to, feel free to zip the file and send it to me by
email. I'll take a look and see if I can determine what else is going
on. My email is prjng[at]maine[dot]rr[dot]com -- replace the [values]
with the equivalent symbols.

Julie

I have Project Standard 2007, no service pack. I think my specific
resource
calendars may be complicating the issue, but I'm not sure. The
examples you
gave assume a 40-hr week, but only 2 of my resources are working
with the
standard calendar at 40-hrs per week at 100% units. The others work
very
specific hours and days on a limited (75%) basis. That would
explain why the
last 2 were fine. It still puzzles me why the work hours increased
for the
first two resoures and why my assignment units vary from yours:

My example:
Manager (36%) = 12.4h
Engineer 1 (40%) = 11.2h
Engineer 2 (38%) = 3h
Quality = (25%) = 2h

Your example:
Manager (5%) = 2 hr
Engineer1 (8%) = 3 hr
Engineer2 (8%) = 3 hr
Quality (5%) = 2 hr

I did re-enter the task in the order you suggested, but received the
same
results as before.

 

[JulieS]

Hi CSW,

I haven't received the file. Try again.

PRJNG [at] maine [dot] rr [dot] com

Julie

I installed SP-1 and sent you the file. Please let me know if you
see
anything unusual. Thanks!

Thanks for the information. My first suggestion is to install SP-1
for Project 2007.

I don't believe the resource calendars are responsible for
overwriting
the work values that you manually entered. The 40 hours I am
referring to is the *duration* measurement of 5 days. If your
resources have modified calendars that would change *when* work is
scheduled but should not account for the increase in work values
you
specifically entered.

What method are you using to enter resource names and work on the
task?

If you'd care to, feel free to zip the file and send it to me by
email. I'll take a look and see if I can determine what else is
going
on. My email is prjng[at]maine[dot]rr[dot]com -- replace the
[values]
with the equivalent symbols.

Julie

I have Project Standard 2007, no service pack. I think my
specific
resource
calendars may be complicating the issue, but I'm not sure. The
examples you
gave assume a 40-hr week, but only 2 of my resources are working
with the
standard calendar at 40-hrs per week at 100% units. The others
work
very
specific hours and days on a limited (75%) basis. That would
explain why the
last 2 were fine. It still puzzles me why the work hours
increased
for the
first two resoures and why my assignment units vary from yours:

My example:
Manager (36%) = 12.4h
Engineer 1 (40%) = 11.2h
Engineer 2 (38%) = 3h
Quality = (25%) = 2h

Your example:
Manager (5%) = 2 hr
Engineer1 (8%) = 3 hr
Engineer2 (8%) = 3 hr
Quality (5%) = 2 hr

I did re-enter the task in the order you suggested, but received
the
same
results as before.


:

Hello,

Okay, let's start back at the beginning: what release of
Project
are
you using and what service pack?

In both Project 2003 (SP-3) and Project 2007 (SP-1 +
Infrastructure
Update):

When I step through your example below, I do NOT get the figures
that
you show. When assigning resources to a 5 day fixed-duration
task
I
see the following:

Manager 5% 2 hours work
Engineer1 8% 3 hours work
Engineer2 8% 3 hours work
Quality 5% 2 hours work

The assignment units are calculated by work/duration =
assignment
units

So for the manager & quality 2/40 = 5%
Engineers 3/40 = 7.5 which project rounds to 8%

I believe the difference you are seeing is due to the order in
which
you did things. I created the task and set it as fixed
duration.
Then I assigned the resources. I have upon occasion seen what
you
report when attempting to assign resources and change task type
all
at
one time, creating odd calculations for the first several
resources
and correct calculations for the remaining. In your example the
first
two resource assignments were completely unexpected but the
second
two
were fine.

I suggest
1. removing all resource assignments
2. ensure you've set the correct task type for what you wish to
calculate
3 assign the resources

I personally use the Task Entry view which is Gantt chart at the
top
and Task Form at the bottom. The easiest way to display is to
choose
Window > Split from a full screen Gantt chart view.

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

Julie,

Can we look at an example from my project plan? I'm still not
clear
on how
the formula works (duration * assignment = work).

I have a task that is supposed to have a 5-day duration,
called
"Complete
Validation on Printer." I have 4 people assigned. In the
Resource
Sheet, I
have the first two people with 75% time allocated to the
project,
while the
last two people are allocated at 100% assignment units.

I first entered the task into the plan. I then entered the
resources' time
(work), in the following manner:

Manager = 2h
Engineer 1 = 3h
Engineer 2 = 3h
Quality = 2h

I left the assignment units blank. I fixed the duration at 5
days.
When I
hit enter, the work and assignment units changed in the
following
way:

Manager (36%) = 12.4h
Engineer 1 (40%) = 11.2h
Engineer 2 (38%) = 3h
Quality = (25%) = 2h

How does Project calculate the assignment units in the above
example
(also
what impact do the original assignment units in the Resource
Sheet
have on
this particular task)? Why do the work hours for the Manager
and
Engineer 1
increase? How is the formula "duration * assignment units =
work"
used when
multiple resources are assigned to a task?

:

Hello CSW,

By default when you assign a resource to a task, project will
calculate the amount of work for each resource based upon
task
duration * assignment units = work. By default, the work is
spread
evenly over the task duration at a "flat" contour using the
assignment
units.

On tasks with multiple resources with varying amounts of
work,
such
as
you describe, Project will still follow the assignment unit.
For
example: if I have a 5 day duration task with the following
three
resources assigned:

Bob 100% 40 hours
Pete 100% 8 hours
Sue 100% 16 hours

Because of the 100% assignment units for both Pete and Sue
combined
with their calendars, each resource is working 8 hours per
day.
Pete
works on the first day of the task and his work is done. He
would
be
able to be assigned to another task starting day 2. Sue
works
day
1
and day 2 and is available to be assigned to another task
starting
day
3.

If you want Pete's 8 hours and Sue's 16 hours to be spread
evenly
over
the 5 day duration, you'll need to tell project that in some
manner.
In order for Project to understand that you wish to spread
the
resource's work out over a longer task duration, set the task
as
a
fixed duration task. Then when you assign Pete, specify 8
hours
work
and Project will calculate a 20% assignment unit. Assign Sue
with
16
hours of work in a 5-day fixed duration task and Project will
calculate 40% assignment units.

Look in Project help for a help topic "About task types" and
it
does a
very good job explaining what gets calculated based upon what
task
type you've set.

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



I have a project with around 300 tasks. For each task I
have
entered
a
duration and specified multiple resources with varying work
hours
on
each
task. Within the Resource Sheet, I have specified some of
my
resources at
100% units and others at 75%, due to their unavailability
of
being
100%
allocated to project tasks.

I have many resources over-allocated and am attempting to
reassign
some
tasks to additonal resources to reduce the over-allocation.

While reviewing the tasks in the Task Usage view, I have
noticed
that some
of the resources are spreading their time evenly over the
total
Duration of
the task, while others have their time condensed into one
day.
I
have only
been using Project for a few months and realize I have a
lot
to
learn.
Please tell me if there is a better way to schedule these
tasks
and
resources
so all resources for a particular task will spread their
work
time
evenly
over the entire task duration. Thanks.

 

[JulieS]

Chris,

Check your email.

For those of you following the saga, I was able to work with Chris's
file and merrily assign resources as listed below and get the answers
I originally posted. I can only guess that it was related to not
having SP-1 installed.

Julie

Hi CSW,

I haven't received the file. Try again.

PRJNG [at] maine [dot] rr [dot] com

Julie

I installed SP-1 and sent you the file. Please let me know if you
see
anything unusual. Thanks!

Thanks for the information. My first suggestion is to install
SP-1
for Project 2007.

I don't believe the resource calendars are responsible for
overwriting
the work values that you manually entered. The 40 hours I am
referring to is the *duration* measurement of 5 days. If your
resources have modified calendars that would change *when* work is
scheduled but should not account for the increase in work values
you
specifically entered.

What method are you using to enter resource names and work on the
task?

If you'd care to, feel free to zip the file and send it to me by
email. I'll take a look and see if I can determine what else is
going
on. My email is prjng[at]maine[dot]rr[dot]com -- replace the
[values]
with the equivalent symbols.

Julie

I have Project Standard 2007, no service pack. I think my
specific
resource
calendars may be complicating the issue, but I'm not sure. The
examples you
gave assume a 40-hr week, but only 2 of my resources are working
with the
standard calendar at 40-hrs per week at 100% units. The others
work
very
specific hours and days on a limited (75%) basis. That would
explain why the
last 2 were fine. It still puzzles me why the work hours
increased
for the
first two resoures and why my assignment units vary from yours:

My example:
Manager (36%) = 12.4h
Engineer 1 (40%) = 11.2h
Engineer 2 (38%) = 3h
Quality = (25%) = 2h

Your example:
Manager (5%) = 2 hr
Engineer1 (8%) = 3 hr
Engineer2 (8%) = 3 hr
Quality (5%) = 2 hr

I did re-enter the task in the order you suggested, but received
the
same
results as before.


:

Hello,

Okay, let's start back at the beginning: what release of
Project
are
you using and what service pack?

In both Project 2003 (SP-3) and Project 2007 (SP-1 +
Infrastructure
Update):

When I step through your example below, I do NOT get the
figures
that
you show. When assigning resources to a 5 day fixed-duration
task
I
see the following:

Manager 5% 2 hours work
Engineer1 8% 3 hours work
Engineer2 8% 3 hours work
Quality 5% 2 hours work

The assignment units are calculated by work/duration =
assignment
units

So for the manager & quality 2/40 = 5%
Engineers 3/40 = 7.5 which project rounds to 8%

I believe the difference you are seeing is due to the order in
which
you did things. I created the task and set it as fixed
duration.
Then I assigned the resources. I have upon occasion seen what
you
report when attempting to assign resources and change task type
all
at
one time, creating odd calculations for the first several
resources
and correct calculations for the remaining. In your example
the
first
two resource assignments were completely unexpected but the
second
two
were fine.

I suggest
1. removing all resource assignments
2. ensure you've set the correct task type for what you wish to
calculate
3 assign the resources

I personally use the Task Entry view which is Gantt chart at
the
top
and Task Form at the bottom. The easiest way to display is to
choose
Window > Split from a full screen Gantt chart view.

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

Julie,

Can we look at an example from my project plan? I'm still
not
clear
on how
the formula works (duration * assignment = work).

I have a task that is supposed to have a 5-day duration,
called
"Complete
Validation on Printer." I have 4 people assigned. In the
Resource
Sheet, I
have the first two people with 75% time allocated to the
project,
while the
last two people are allocated at 100% assignment units.

I first entered the task into the plan. I then entered the
resources' time
(work), in the following manner:

Manager = 2h
Engineer 1 = 3h
Engineer 2 = 3h
Quality = 2h

I left the assignment units blank. I fixed the duration at 5
days.
When I
hit enter, the work and assignment units changed in the
following
way:

Manager (36%) = 12.4h
Engineer 1 (40%) = 11.2h
Engineer 2 (38%) = 3h
Quality = (25%) = 2h

How does Project calculate the assignment units in the above
example
(also
what impact do the original assignment units in the Resource
Sheet
have on
this particular task)? Why do the work hours for the Manager
and
Engineer 1
increase? How is the formula "duration * assignment units =
work"
used when
multiple resources are assigned to a task?

:

Hello CSW,

By default when you assign a resource to a task, project
will
calculate the amount of work for each resource based upon
task
duration * assignment units = work. By default, the work is
spread
evenly over the task duration at a "flat" contour using the
assignment
units.

On tasks with multiple resources with varying amounts of
work,
such
as
you describe, Project will still follow the assignment unit.
For
example: if I have a 5 day duration task with the following
three
resources assigned:

Bob 100% 40 hours
Pete 100% 8 hours
Sue 100% 16 hours

Because of the 100% assignment units for both Pete and Sue
combined
with their calendars, each resource is working 8 hours per
day.
Pete
works on the first day of the task and his work is done. He
would
be
able to be assigned to another task starting day 2. Sue
works
day
1
and day 2 and is available to be assigned to another task
starting
day
3.

If you want Pete's 8 hours and Sue's 16 hours to be spread
evenly
over
the 5 day duration, you'll need to tell project that in some
manner.
In order for Project to understand that you wish to spread
the
resource's work out over a longer task duration, set the
task as
a
fixed duration task. Then when you assign Pete, specify 8
hours
work
and Project will calculate a 20% assignment unit. Assign
Sue
with
16
hours of work in a 5-day fixed duration task and Project
will
calculate 40% assignment units.

Look in Project help for a help topic "About task types" and
it
does a
very good job explaining what gets calculated based upon
what
task
type you've set.

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



I have a project with around 300 tasks. For each task I
have
entered
a
duration and specified multiple resources with varying
work
hours
on
each
task. Within the Resource Sheet, I have specified some of
my
resources at
100% units and others at 75%, due to their unavailability
of
being
100%
allocated to project tasks.

I have many resources over-allocated and am attempting to
reassign
some
tasks to additonal resources to reduce the
over-allocation.

While reviewing the tasks in the Task Usage view, I have
noticed
that some
of the resources are spreading their time evenly over the
total
Duration of
the task, while others have their time condensed into one
day.
I
have only
been using Project for a few months and realize I have a
lot
to
learn.
Please tell me if there is a better way to schedule these
tasks
and
resources
so all resources for a particular task will spread their
work
time
evenly
over the entire task duration. Thanks.

 

[Dip]

Hello Julie,

I have followed through this entire exercise of yours through and I am so
happy to test it through!!

I have exactly as you cited in your first example (5 day=40 h period):
If all 3 are at 100%, everything is as you say.

But if I do as folllows:

Bob= 40 h - 100%
Pete=8 h - 20 %
Sue =16 h - 40 %

and put in the % values in the resource table, it is FINE.

But, if I fix the number of days, and then put in the number of hours in the
resource table, it does NOT spread out for the 5 days for Pete and Sue (100%
seems to come by default).

Please help and inform me where to change any required settings!!
Thanks again,
Dip

Chris,

Check your email.

For those of you following the saga, I was able to work with Chris's
file and merrily assign resources as listed below and get the answers
I originally posted. I can only guess that it was related to not
having SP-1 installed.

Julie

Hi CSW,

I haven't received the file. Try again.

PRJNG [at] maine [dot] rr [dot] com

Julie

I installed SP-1 and sent you the file. Please let me know if you
see
anything unusual. Thanks!

resources
and correct calculations for the remaining. In your example
the
first
two resource assignments were completely unexpected but the
second
two
were fine.

I suggest
1. removing all resource assignments
2. ensure you've set the correct task type for what you wish to
calculate
3 assign the resources

I personally use the Task Entry view which is Gantt chart at
the
top
and Task Form at the bottom. The easiest way to display is to
choose
Window > Split from a full screen Gantt chart view.

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

Julie,

Can we look at an example from my project plan? I'm still
not
clear
on how
the formula works (duration * assignment = work).

I have a task that is supposed to have a 5-day duration,
called
"Complete
Validation on Printer." I have 4 people assigned. In the
Resource
Sheet, I
have the first two people with 75% time allocated to the
project,
while the
last two people are allocated at 100% assignment units.

I first entered the task into the plan. I then entered the
resources' time
(work), in the following manner:

Manager = 2h
Engineer 1 = 3h
Engineer 2 = 3h
Quality = 2h

I left the assignment units blank. I fixed the duration at 5
days.
When I
hit enter, the work and assignment units changed in the
following
way:

Manager (36%) = 12.4h
Engineer 1 (40%) = 11.2h
Engineer 2 (38%) = 3h
Quality = (25%) = 2h

How does Project calculate the assignment units in the above
example
(also
what impact do the original assignment units in the Resource
Sheet
have on
this particular task)? Why do the work hours for the Manager
and
Engineer 1
increase? How is the formula "duration * assignment units =
work"
used when
multiple resources are assigned to a task?

:

Hello CSW,

By default when you assign a resource to a task, project
will
calculate the amount of work for each resource based upon
task
duration * assignment units = work. By default, the work is
spread
evenly over the task duration at a "flat" contour using the
assignment
units.

On tasks with multiple resources with varying amounts of
work,
such
as
you describe, Project will still follow the assignment unit.
For
example: if I have a 5 day duration task with the following
three
resources assigned:

Bob 100% 40 hours
Pete 100% 8 hours
Sue 100% 16 hours

Because of the 100% assignment units for both Pete and Sue
combined
with their calendars, each resource is working 8 hours per
day.
Pete
works on the first day of the task and his work is done. He
would
be
able to be assigned to another task starting day 2. Sue
works
day
1
and day 2 and is available to be assigned to another task
starting
day
3.

If you want Pete's 8 hours and Sue's 16 hours to be spread
evenly
over
the 5 day duration, you'll need to tell project that in some
manner.
In order for Project to understand that you wish to spread
the
resource's work out over a longer task duration, set the
task as
a
fixed duration task. Then when you assign Pete, specify 8
hours
work
and Project will calculate a 20% assignment unit. Assign
Sue
with
16
hours of work in a 5-day fixed duration task and Project
will
calculate 40% assignment units.

Look in Project help for a help topic "About task types" and
it
does a
very good job explaining what gets calculated based upon
what
task
type you've set.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional

 

[ProjmanZA]

Hello Julie,

I have followed through this entire exercise of yours through and I am so
happy to test it through!!

I have exactly as you cited in your first example (5 day=40 h period):
If all 3 are at 100%, everything is as you say.

But if I do as folllows:

Bob= 40 h - 100%
Pete=8 h   -  20 %
Sue =16 h - 40 %

and put in the % values in the resource table, it is FINE.

But, if I fix the number of days, and then put in the number of hours in the
resource table, it does NOT spread out for the 5 days for Pete and Sue (100%
seems to come by default).

Please help and inform me where to change any required settings!!
Thanks again,
Dip

Chris,

Check your email.

For those of you following the saga, I was able to work with Chris's
file and merrily assign resources as listed below and get the answers
I originally posted.  I can only guess that it was related to not
having SP-1 installed.

Julie

Hi CSW,
I haven't received the file.  Try again.
PRJNG [at] maine [dot] rr [dot] com
Julie
I installed SP-1 and sent you the file.  Please let me know if you
see
anything unusual.  Thanks!
resources
and correct calculations for the remaining.  In your example
the
first
two resource assignments were completely unexpected but the
second
two
were fine.
I suggest
1. removing all resource assignments
2. ensure you've set the correct task type for what you wish to
calculate
3 assign the resources
I personally use the Task Entry view which is Gantt chart at
the
top
and Task Form at the bottom.  The easiest way to display is to
choose
Window > Split from a full screen Gantt chart view.
I hope this helps.  Let us know how you get along.
Julie
Project MVP
Visithttp://project.mvps.org/for the FAQs and additional
information
about Microsoft Project
Julie,
Can we look at an example from my project plan?  I'm still
not
clear
on how
the formula works (duration * assignment = work).
I have a task that is supposed to have a 5-day duration,
called
"Complete
Validation on Printer."  I have 4 people assigned.  In the
Resource
Sheet, I
have the first two people with 75% time allocated to the
project,
while the
last two people are allocated at 100% assignment units.
I first entered the task into the plan.  I then entered the
resources' time
(work), in the following manner:
Manager = 2h
Engineer 1 = 3h
Engineer 2 = 3h
Quality = 2h
I left the assignment units blank.  I fixed the duration at 5
days.
When I
hit enter, the work and assignment units changed in the
following
way:
Manager (36%) = 12.4h
Engineer 1 (40%) = 11.2h
Engineer 2 (38%) = 3h
Quality = (25%) = 2h
How does Project calculate the assignment units in the above
example
(also
what impact do the original assignment units in the Resource
Sheet
have on
this particular task)?  Why do the work hours for the Manager
and
Engineer 1
increase?  How is the formula "duration * assignment units =
work"
used when
multiple resources are assigned to a task?
:
Hello CSW,
By default when you assign a resource to a task, project
will
calculate the amount of work for each resource based upon
task
duration * assignment units = work.  By default, the workis
spread
evenly over the task duration at a "flat" contour using the
assignment
units.
On tasks with multiple resources with varying amounts of
work,
such
as
you describe, Project will still follow the assignment unit.
For
example:  if I have a 5 day duration task with the following
three
resources assigned:
Bob 100% 40 hours
Pete 100% 8 hours
Sue 100% 16 hours
Because of the 100% assignment units for both Pete and Sue
combined
with their calendars, each resource is working 8 hours per
day.
Pete
works on the first day of the task and his work is done.  He
would
be
able to be assigned to another task starting day 2.  Sue
works
day
1
and day 2 and is available to be assigned to another task
starting
day
3.
If you want Pete's 8 hours and Sue's 16 hours to be spread
evenly
over
the 5 day duration, you'll need to tell project that in some
manner.
In order for Project to understand that you wish to spread
the
resource's work out over a longer task duration, set the
task as
a
fixed duration task.  Then when you assign Pete, specify 8
hours
work
and Project will calculate a 20% assignment unit.  Assign
Sue
with
16
hours of work in a 5-day fixed duration task and Project
will
calculate 40% assignment units.
Look in Project help for a help topic "About task types" and
it
does a
very good job explaining what gets calculated based upon
what
task
type you've set.
I hope this helps.  Let us know how you get along.
Julie
Project MVP
Visithttp://project.mvps.org/for the FAQs and additional- Hide quoted text -

- Show quoted text -

Dip ,

I thing you need to look at Task Type and scheduling method as Julie
have mentioned. I do not know what your defaults are but there are 3
Task Types and 2 scheduling methods.

Fixed Work
Fixed Duration
Fixed Units (Effort - the % of a resources avail time to be assigned
to a taks)

Effort Driven
Not Effor Driven.

Using the correct combination it will give you what you need. For
example if you assign your 4 resources to a 1d task @ 100% each that
will be 8hr per resource * task duration (lets assume a day = 8hrs as
per you calendar. So the total amount of work for the task would be 4
x 8 = 32 hours.

So if you then manually go and update the resources work it will
impact either duration or Units. Hence the fact when you assign a
resource and you enter work manually it change the % allocation of the
resource. That to me seems like you are using fixed duration / effort
driven method -- Double click task -- advanced tab - just below the
middle you will see it .

So if you dont want the Units to change youl have to make it Fixed
units effort driven and that will change the duratrion of the task.

So in other words -- something gotta give..

hope it helps

Andre

 

[JulieS]

Hi Dip,

It appears as though "ProjmanZA" has given some guidance. To
summarize:

I use the Task Entry view -- Window > Split from a Gantt chart.
Set the task as a 5-day **fixed duration** task. - Click OK in the
Task Form.
Then assign all three resources with one command specifying work -
Click OK in the Task Form.

Project will calculate the assignment units for you.

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

Hello Julie,

I have followed through this entire exercise of yours through and I
am so
happy to test it through!!

I have exactly as you cited in your first example (5 day=40 h
period):
If all 3 are at 100%, everything is as you say.

But if I do as folllows:

Bob= 40 h - 100%
Pete=8 h - 20 %
Sue =16 h - 40 %

and put in the % values in the resource table, it is FINE.

But, if I fix the number of days, and then put in the number of
hours in the
resource table, it does NOT spread out for the 5 days for Pete and
Sue (100%
seems to come by default).

Please help and inform me where to change any required settings!!
Thanks again,
Dip

<snip>

 

[Dip]

Hi Julie and Andre,

Thank you so much - both of you!
Now i am clear to play around with project with changing units, hours and
work!

I am still not sure as to what the function of the "fixed work" in the task.

Cheers,
Dip

 

[JulieS]

You're most welcome Dip. Glad to have helped and thanks for the
feedback.

To your comment about fixed work -- when you "fix" one of the three
variables (units, duration, or work) it controls what is recalculated
if you change one of the other variables.

See the help topic "About task types" for a good description of what
gets recalculated in all three types.

Julie

 

[Sandie]

Hi Julie,
I have been following this thread and found it very helpful. I'd like to ask
you to check my logic regarding setting people's availability via resource
calendars vs. the resource sheet, and how this relates to the formula.

An example: I have one resource (Peggy) who is working on my project only 20
hours/week. I have set up her resource calendar to show her working on the
same 2-1/2 days throughout the project. I set her up as 100% allocated in the
resource sheet (she is allocated 100% during those 2-1/2 days). Make sense so
far?

Where I get tripped up is when I'm assigning Peggy to assist another
resource (Ernie) and I don't want her to exceed her 20 hours for the week. In
this situation, Ernie is working full-time on the project, and Peggy is just
checking his work. So Ernie might be assigned 20 work hours one a task and
Peggy is assigned 2 work hours on that task. If Peggy is dedicating 2 of her
20 hours to helping Ernie, but she does 1 hour on one day and the other hour
on another day, would it be better to make this a fixed work task, allocate
her 100% to that task for 2 hours, and allow Project to calculate the
duration? Would it ever make sense to change the units she is assigned to the
task (since I am already showing she is part-time via her resource calendar)?
This is where my logic breaks down. Can you help me sort this out?
Thank you in advance!

 

[Dip]

Hello Sandie,

I am not an expert on the resources input of Project. Let's wait for Julie's
advice.

But i have tried this with the use the Task Entry view -- Window > Split
from a Gantt chart point of view.
IF you know the approximate number of hours for the week or % utilization of
Peggy for the week, you may just enter this on the resource Peggy inside the
window. Put "fixed duration" if you want Project to calculate the %, or put
"fixed units" if you want Project to calculate the number of hours for
resource Peggy.

I have tried to change the values for different resources to help other
resources and it still WORKS! Please test and try. It will work!

Regards, Dip

 

[ProjmanZA]

Hello Sandie,

I am not an expert on the resources input of Project. Let's wait for Julie's
advice.

But i have tried this with the use the Task Entry view -- Window > Split
from a Gantt chart point of view.
IF you know the approximate number of hours for the week or % utilizationof
Peggy for the week, you may just enter this on the resource Peggy inside the
window. Put "fixed duration" if you want Project to calculate the %, or put
"fixed units" if you want Project to calculate the number of hours for
resource Peggy.

I have tried to change the values for different resources to help other
resources and it still WORKS! Please test and try. It will work!

Regards, Dip







- Show quoted text -

Sandie,

You are correct in saying that make it a fixed work task, and as Dip
have said you will have to manually assign the 1 hour per day for
Peggy. Just keep in mind this might still over allocate Peggy by 2
hours though depending on her assignment units. % .... This is a topic
of great debate and it is ver specific, i ahve dealt with some huge
orgz and what we suggest to them is to stick to a standard task type
and scheduling method, and only change by exception, and use the Notes
functionality in MSP to note the change.

If you require more info on this feel free to mail me AV at
umtsa.co.za

Andre

 

[JulieS]

Hi Sandie,

It looks like both Dip and Andre have weighed in as well. My comments
are inline in your message below.

Hi Julie,
I have been following this thread and found it very helpful. I'd
like to ask
you to check my logic regarding setting people's availability via
resource
calendars vs. the resource sheet, and how this relates to the
formula.

An example: I have one resource (Peggy) who is working on my project
only 20
hours/week. I have set up her resource calendar to show her working
on the
same 2-1/2 days throughout the project. I set her up as 100%
allocated in the
resource sheet (she is allocated 100% during those 2-1/2 days). Make
sense so
far?

[Julie] Makes perfect sense to me.

Where I get tripped up is when I'm assigning Peggy to assist another
resource (Ernie) and I don't want her to exceed her 20 hours for the
week. In
this situation, Ernie is working full-time on the project, and Peggy
is just
checking his work. So Ernie might be assigned 20 work hours one a
task and
Peggy is assigned 2 work hours on that task. If Peggy is dedicating
2 of her
20 hours to helping Ernie, but she does 1 hour on one day and the
other hour
on another day, would it be better to make this a fixed work task,
allocate
her 100% to that task for 2 hours, and allow Project to calculate
the
duration?

[Julie] I'm not sure I follow exactly. Are you going to create a
separate task for Peggy? If so, and you wish her to be assigned at
100% and work for 2 hours -- the task is simply a two hour task. If,
however, you intend to create a task with Ernie working 20 hours and
Peggy only working two hours, the task duration would most likely be
driven by Ernie's work -- he is most likely going to finish his 20
hours work after Peggy would finish her two hours. I would just
assign Peggy and specify the 2 hours work using the Task Entry View.
(From a Gantt chart, choose Window > Split). In the Task form at the
bottom, select Ernie's name from the Resource Name drop down area and
enter 20 hours then select Peggy's name from underneath Ernie's and
enter 2 hours.

Would it ever make sense to change the units she is assigned to the
task (since I am already showing she is part-time via her resource
calendar)?

[Julie] Not really. You've accounted for her inability to work
"fulltime" on the project by dropping her availability. The only
circumstance to change her assignment unit would be if you needed her
to work on several tasks at the same time. Then you'd need to divide
her 100% max. units into lower assignment units to avoid
overallocating her.

This is where my logic breaks down. Can you help me sort this out?
Thank you in advance!

[Julie] I hope this helps. Do post back with any further question.

 

[Sandie]

Thanks Julie.
Your last sentence is at the heart of the matter, and I forgot to mention it
in my post: "Then you'd need to divide her 100% max. units into lower
assignment units to avoid overallocating her." The resource is
overallocated. So I surmise from your answer that if I want to resolve the
overallocation manually, I should be sure that the Units do not equal more
than 100% for her on a given week (I have the allocation set for weekly, not
day by day). Thank you for clearing the log jam in my brain!
Sandie

Hi Sandie,

It looks like both Dip and Andre have weighed in as well. My comments
are inline in your message below.

Hi Julie,
I have been following this thread and found it very helpful. I'd
like to ask
you to check my logic regarding setting people's availability via
resource
calendars vs. the resource sheet, and how this relates to the
formula.

An example: I have one resource (Peggy) who is working on my project
only 20
hours/week. I have set up her resource calendar to show her working
on the
same 2-1/2 days throughout the project. I set her up as 100%
allocated in the
resource sheet (she is allocated 100% during those 2-1/2 days). Make
sense so
far?

[Julie] Makes perfect sense to me.

Where I get tripped up is when I'm assigning Peggy to assist another
resource (Ernie) and I don't want her to exceed her 20 hours for the
week. In
this situation, Ernie is working full-time on the project, and Peggy
is just
checking his work. So Ernie might be assigned 20 work hours one a
task and
Peggy is assigned 2 work hours on that task. If Peggy is dedicating
2 of her
20 hours to helping Ernie, but she does 1 hour on one day and the
other hour
on another day, would it be better to make this a fixed work task,
allocate
her 100% to that task for 2 hours, and allow Project to calculate
the
duration?

[Julie] I'm not sure I follow exactly. Are you going to create a
separate task for Peggy? If so, and you wish her to be assigned at
100% and work for 2 hours -- the task is simply a two hour task. If,
however, you intend to create a task with Ernie working 20 hours and
Peggy only working two hours, the task duration would most likely be
driven by Ernie's work -- he is most likely going to finish his 20
hours work after Peggy would finish her two hours. I would just
assign Peggy and specify the 2 hours work using the Task Entry View.
(From a Gantt chart, choose Window > Split). In the Task form at the
bottom, select Ernie's name from the Resource Name drop down area and
enter 20 hours then select Peggy's name from underneath Ernie's and
enter 2 hours.

Would it ever make sense to change the units she is assigned to the
task (since I am already showing she is part-time via her resource
calendar)?

[Julie] Not really. You've accounted for her inability to work
"fulltime" on the project by dropping her availability. The only
circumstance to change her assignment unit would be if you needed her
to work on several tasks at the same time. Then you'd need to divide
her 100% max. units into lower assignment units to avoid
overallocating her.

This is where my logic breaks down. Can you help me sort this out?
Thank you in advance!

[Julie] I hope this helps. Do post back with any further question.

 

[Sandie]

Hi Andre,
It appears that Julie has answered my question. I believe I will need to
adjust the units for this resource, as she is overallocated. It is helpful to
hear from you that there is a great debate about this issue. At least I do
not feel as silly being so confused by it. Thank you!