Scheduling enterprise resources on multiple projects

[JamieT]

Are there any best practices on scheduling enterprise
resources on multiple projects, and how to rectify
(identify & correct) the project plan schedules that get
blown way out due to Project's scheduling (leveling) of
enterprise resources?

We are a matrix organization where people are assigned to
multiple projects at any given time. We have three
project managers and we each manage our own project
plans. We use the Enterprise Version and everyone tracks
their time using Web Access.

Is there a way to do this without having to go into each
plan and prioritize tasks for a person?

Thank you.

 

[Dale Howard [MVP]]

JamieT --

I personally believe the easiest way to handle resource overallocations is
to avoid them whenever possible. At the time you assign resources to tasks,
you should open a second window in Microsoft Project that shows the Resource
Usage view. In an enterprise environment with Project Server, this view
shows each resource along with their assignments in every other project, in
addition to the assignments in this project. In the Gantt Chart view,
select a task, note the time period for the task, and determine who you want
to work on the task. Select the Resource Usage view window and examine this
resource's availability during the time period for the task in question. If
the resource is booked full-time in another project, then you SHOULD NOT
assign this resource to your task, since doing so will result in a resource
overallocation. If the resource is booked part-time in another project,
then assign the resource to the task at no more than the number of Units
they have available. If this sounds like a lot of work, it is. On the
other hand, how much work is it to straighten out a project that is "blown
away due to Project's scheduling (leveling) of enterprise resources" as you
state?

On a personal level, I try to avoid using Project's built-in leveling
capabilities, for the very reasons you state. If I must use the leveling
tool, I prefer to level in the Resource Usage view so that I can level one
resource at a time, beginning with the most critical resource to the
project. During leveling, I also open a second window containing the
Leveling Gantt view. This immediately shows me the result of leveling that
one resource, and allows me to selectively clear leveling on tasks where the
leveling is not appropriate for the project. This my approach, and I know
that others have good ideas, too. Hope these thoughts help.

 

[Andrea Padovano]

This is true.

The problem is when delay on a project or more, creates resource
overallocation.

In this case you need a reallocation in resource.

Leveling and other tools could be used in other to solve the problem.

In Project Server leveling philosophy is not so used.

Personally I think that there are many possibilities in Project.

One is the old master. I used it several times. I noticed that is very slow
in the new version (on db). With a master project, you are able to see an
aggregate vision of projects. This approach is not so easy. There are
performance issue if you need to level or control resource overallocation
with many projects.

The other is using project web access. This way is used in order to
implement a workflow, sharing information between project managers and
resource managers. This approach is the only way in structured project team.
But is quite bad in not structured project team (I mean where project
manager and resource manager is the same).

Other issue to consider in scheduling is type of scheduling.

I mean that you are able to schedule in a infinite capacity model or with a
finite capacity model.

Usually in a service (for example IT projects) based company infinity
capacity scheduling is better than finite capacity model.

In an infinity capacity scheduling, levelling is not so usefull. You search
to solve resource overallocation in a period and not day per day. The issue
consideration is not to have a resource overallocation in a week, or in a
month. Delegating to the specific resource the task to schedule more day per
day. Project Server is very indicated with this approach.

Naturally organitation limits and way of work are to consider. For example
I know production companies, that use Projects in order to schedule
production enviroment. They usually use file system approach with or without
master project. But they usually need finite capacity scheduling. Every
production order have to be schedulated in a day per day approach. Project
Server in this case is not so usefull. Because is not so fast in this
context.

Scheduling is a very important issue. I repeat : This my approach, and I
know that others have good ideas, too.

Let me know. Thank you.

 

[Andrea Padovano]

How do you level in resource usage view ?

Do you use Can level field , alternatively on resources ?

Thank you.

 

[Dale Howard [MVP]]

Andrea --

Select your most critical resource to the project, then click Tools - Level
Resources. Specify your leveling settings and then click the Level Now
button. The system will ask you if you want to level only the selected
resource or the entire pool.. Select the "selected resource" option and
click OK. If you want to use this approach, you must also deselect the
"Clear leveling values before leveling" option in the Resource Leveling
dialog, as doing so will allow you to level one resource at a time. Hope
this helps.