scheduling a meeting and resource allocation

[sanmar]

I have 5 resources attending an hour long meeting as a task in my project
schedule, but project wants to treat it as a task and thus assigns .2 hours
to each resource. How do I get project to see all people as attending to a 1
hour task?

 

[JulieS]

Hello sanmar,

Assuming all 5 resources are assigned at 100%, change the task
duration to 1 hour and all resources should show 1 hour of work.
Duration = 1 hour, total work on the task = 5 hours, 1 hour for each
resource.

If you want to be able to assign multiple resources to a single task
and have Project calculate the work based upon Task Duration *
Assignment Units (100%), turn off the "Effort Driven" check on the
Advanced tab in the Task Information dialog box.

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

 

[sanmar]

Hi Julie,

Actually, my resources aren't assigned at 100% so when I attempt the changes
you recommend project assigns them at 100%, which causes them to be
over-allocated. Any further help you can provide would be great.

thanks.

 

[JulieS]

Hello sanmar,

So, if I understand you, you wish to have a task duration of 1 hour
but not have 1 hour of work for each of the 5 resources?

If you've set the max. units for the resources below 100% and wish
to assign all 5 resources at their max. units:
Remove all resources from the task.
Uncheck effort driven
Assign each of the 5 resources and project will, by default, assign
each resource at his or her max. units and calculate the work for
each resource based upon the formula
Work = Duration * assignment units.

The resources may still be overallocated if they are assigned to
other tasks which overlap in time with the 1 hour meeting, in which
case, you might use Resource Leveling to resolve the issue. I'd set
the priority of the meeting task to 1000 and level with the option
to allow splits and not allow adjustment of individual assignments.

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

 

[sanmar]

Julie, that was so simple and exactly what I needed. Thank you very much for
your support

 

[JulieS]

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

Julie