Multiple resources, varying units

[Sandie]

Hi Dip,
Thank you for your reply. I had already done all the things you suggest
below; my concern was that the resource was overallocated (which I failed to
mention in my original message). So I will have to adjust the Units after
all.
Sandie

 

[JulieS]

You're most welcome Sandie. Glad to have helped with the log jam and
thanks for the feedback.

Julie

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.

 

[Dip]

Hi Julie,

You said in this example that:

"Then you'd need to divide her 100% max. units into lower assignment units
to avoid overallocating her."

Would you please explain this as a simple example?

Thanks,
Dip
--------------------------------------------------------------------

You're most welcome Sandie. Glad to have helped with the log jam and
thanks for the feedback.

Julie

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.

 

[JulieS]

Hello Dip,

If you wish to have tasks that occur at the same time done by the same
resource, you cannot have the resource assigned to those tasks at max.
units or else you will create an overallocation.

So, I have 3 tasks (A, B, C) which can all be done at the start of the
project. They are not dependent upon any other tasks. I have only
one resource (Sue) who can perform tasks A, B, and C. One option is
to assign Sue at max. (100%) to all three tasks. Because they occur
at the same time, Sue's peak units would be 300% which is higher than
her max. units. I certainly could level Sue and Project would spread
the tasks out in sequence.

The option I noted in the comment below would be to assign Sue at less
than max. units to all three tasks -- perhaps 25% to A, 25% to B and
50% to C. Her peak units (sum of assignment units) is still at
100% -- so no overallocation. The potential downside is that one or
more of the tasks could be moved around or delayed by some other
means. Then the reason for assigning Sue at less than max would no
longer apply and I may risk having Sue "underallocated". If tasks B
and C were moved until later I only have Sue assigned to task A at 25%
significantly under her 100% max. units. I could certainly go back
and increase Sue's assignment units and unless the task is fixed
duration, the duration of the task would drop.

I hope this helps.

Julie

Hi Julie,

You said in this example that:

"Then you'd need to divide her 100% max. units into lower
assignment units
to avoid overallocating her."

Would you please explain this as a simple example?

Thanks,
Dip

"Sandie" wrote in message

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.

<snip>

 

[Dip]

Hello Julie,

Thank you for the tips. I try not to allocate 100% on anyone unless I am
sure of the number of hours. Then I will top up the hours to 8 hours per
resource manually on the "resource usage sheet". If anyone is over allocated,
I would know from the red hours. Then I may either reduce hours manually or
level manually. This is more a 'trial and error' method but seems effective
for me.

If you have any more tips on these lines, please feel free.

Regards,
Dip.

Hello Dip,

If you wish to have tasks that occur at the same time done by the same
resource, you cannot have the resource assigned to those tasks at max.
units or else you will create an overallocation.

So, I have 3 tasks (A, B, C) which can all be done at the start of the
project. They are not dependent upon any other tasks. I have only
one resource (Sue) who can perform tasks A, B, and C. One option is
to assign Sue at max. (100%) to all three tasks. Because they occur
at the same time, Sue's peak units would be 300% which is higher than
her max. units. I certainly could level Sue and Project would spread
the tasks out in sequence.

The option I noted in the comment below would be to assign Sue at less
than max. units to all three tasks -- perhaps 25% to A, 25% to B and
50% to C. Her peak units (sum of assignment units) is still at
100% -- so no overallocation. The potential downside is that one or
more of the tasks could be moved around or delayed by some other
means. Then the reason for assigning Sue at less than max would no
longer apply and I may risk having Sue "underallocated". If tasks B
and C were moved until later I only have Sue assigned to task A at 25%
significantly under her 100% max. units. I could certainly go back
and increase Sue's assignment units and unless the task is fixed
duration, the duration of the task would drop.

I hope this helps.

Julie

Hi Julie,

You said in this example that:

"Then you'd need to divide her 100% max. units into lower
assignment units
to avoid overallocating her."

Would you please explain this as a simple example?

Thanks,
Dip

"Sandie" wrote in message

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.

 

[JulieS]

You're welcome Dip. It sounds as though your method of "topping up"
the hours works well for you. Many people do prefer to take a more
manual method as they feel they have better control and a stronger
understanding of what happens.

Julie

Hello Julie,

Thank you for the tips. I try not to allocate 100% on anyone unless
I am
sure of the number of hours. Then I will top up the hours to 8 hours
per
resource manually on the "resource usage sheet". If anyone is over
allocated,
I would know from the red hours. Then I may either reduce hours
manually or
level manually. This is more a 'trial and error' method but seems
effective
for me.

If you have any more tips on these lines, please feel free.

Regards,
Dip.

Hello Dip,

If you wish to have tasks that occur at the same time done by the
same
resource, you cannot have the resource assigned to those tasks at
max.
units or else you will create an overallocation.

So, I have 3 tasks (A, B, C) which can all be done at the start of
the
project. They are not dependent upon any other tasks. I have only
one resource (Sue) who can perform tasks A, B, and C. One option
is
to assign Sue at max. (100%) to all three tasks. Because they
occur
at the same time, Sue's peak units would be 300% which is higher
than
her max. units. I certainly could level Sue and Project would
spread
the tasks out in sequence.

The option I noted in the comment below would be to assign Sue at
less
than max. units to all three tasks -- perhaps 25% to A, 25% to B
and
50% to C. Her peak units (sum of assignment units) is still at
100% -- so no overallocation. The potential downside is that one
or
more of the tasks could be moved around or delayed by some other
means. Then the reason for assigning Sue at less than max would no
longer apply and I may risk having Sue "underallocated". If tasks
B
and C were moved until later I only have Sue assigned to task A at
25%
significantly under her 100% max. units. I could certainly go back
and increase Sue's assignment units and unless the task is fixed
duration, the duration of the task would drop.

I hope this helps.

Julie

Hi Julie,

You said in this example that:

"Then you'd need to divide her 100% max. units into lower
assignment units
to avoid overallocating her."

Would you please explain this as a simple example?

Thanks,
Dip

"Sandie" wrote in message

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.

 

[Dip]

Hi Julie,

Well, thanks for your encouragement! But I really feel that I should fill up
the resource sheet prior to doing the gant chart (tasks). I normally do the
tasks directly. Any comments are most welcome to improve my efficiency.

Regards,
Dip

You're welcome Dip. It sounds as though your method of "topping up"
the hours works well for you. Many people do prefer to take a more
manual method as they feel they have better control and a stronger
understanding of what happens.

Julie

Hello Julie,

Thank you for the tips. I try not to allocate 100% on anyone unless
I am
sure of the number of hours. Then I will top up the hours to 8 hours
per
resource manually on the "resource usage sheet". If anyone is over
allocated,
I would know from the red hours. Then I may either reduce hours
manually or
level manually. This is more a 'trial and error' method but seems
effective
for me.

If you have any more tips on these lines, please feel free.

Regards,
Dip.

Hello Dip,

If you wish to have tasks that occur at the same time done by the
same
resource, you cannot have the resource assigned to those tasks at
max.
units or else you will create an overallocation.

So, I have 3 tasks (A, B, C) which can all be done at the start of
the
project. They are not dependent upon any other tasks. I have only
one resource (Sue) who can perform tasks A, B, and C. One option
is
to assign Sue at max. (100%) to all three tasks. Because they
occur
at the same time, Sue's peak units would be 300% which is higher
than
her max. units. I certainly could level Sue and Project would
spread
the tasks out in sequence.

The option I noted in the comment below would be to assign Sue at
less
than max. units to all three tasks -- perhaps 25% to A, 25% to B
and
50% to C. Her peak units (sum of assignment units) is still at
100% -- so no overallocation. The potential downside is that one
or
more of the tasks could be moved around or delayed by some other
means. Then the reason for assigning Sue at less than max would no
longer apply and I may risk having Sue "underallocated". If tasks
B
and C were moved until later I only have Sue assigned to task A at
25%
significantly under her 100% max. units. I could certainly go back
and increase Sue's assignment units and unless the task is fixed
duration, the duration of the task would drop.

I hope this helps.

Julie

Hi Julie,

You said in this example that:

"Then you'd need to divide her 100% max. units into lower
assignment units
to avoid overallocating her."

Would you please explain this as a simple example?

Thanks,
Dip
<snip>
"Sandie" wrote in message
<snip>>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.

 

[JulieS]

You're welcome Dip. I certainly don't find anything wrong with
starting with the Resource sheet first and then tasks. You have to
have both in order to create a realistic schedule so I think you are
doing just fine.

Julie

Hi Julie,

Well, thanks for your encouragement! But I really feel that I should
fill up
the resource sheet prior to doing the gant chart (tasks). I normally
do the
tasks directly. Any comments are most welcome to improve my
efficiency.

Regards,
Dip

You're welcome Dip. It sounds as though your method of "topping
up"
the hours works well for you. Many people do prefer to take a more
manual method as they feel they have better control and a stronger
understanding of what happens.

Julie

Hello Julie,

Thank you for the tips. I try not to allocate 100% on anyone
unless
I am
sure of the number of hours. Then I will top up the hours to 8
hours
per
resource manually on the "resource usage sheet". If anyone is
over
allocated,
I would know from the red hours. Then I may either reduce hours
manually or
level manually. This is more a 'trial and error' method but seems
effective
for me.

If you have any more tips on these lines, please feel free.

Regards,
Dip.

:

Hello Dip,

If you wish to have tasks that occur at the same time done by
the
same
resource, you cannot have the resource assigned to those tasks
at
max.
units or else you will create an overallocation.

So, I have 3 tasks (A, B, C) which can all be done at the start
of
the
project. They are not dependent upon any other tasks. I have
only
one resource (Sue) who can perform tasks A, B, and C. One
option
is
to assign Sue at max. (100%) to all three tasks. Because they
occur
at the same time, Sue's peak units would be 300% which is higher
than
her max. units. I certainly could level Sue and Project would
spread
the tasks out in sequence.

The option I noted in the comment below would be to assign Sue
at
less
than max. units to all three tasks -- perhaps 25% to A, 25% to B
and
50% to C. Her peak units (sum of assignment units) is still at
100% -- so no overallocation. The potential downside is that
one
or
more of the tasks could be moved around or delayed by some other
means. Then the reason for assigning Sue at less than max would
no
longer apply and I may risk having Sue "underallocated". If
tasks
B
and C were moved until later I only have Sue assigned to task A
at
25%
significantly under her 100% max. units. I could certainly go
back
and increase Sue's assignment units and unless the task is fixed
duration, the duration of the task would drop.

I hope this helps.

Julie

Hi Julie,

You said in this example that:

"Then you'd need to divide her 100% max. units into lower
assignment units
to avoid overallocating her."

Would you please explain this as a simple example?

Thanks,
Dip
<snip>
"Sandie" wrote in message
<snip>>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.