Project 2016 Intermediate

Lesson – Adjusting Resources

Project 2016

A DDRESSING R ESOURCE O VERALLOCATION



Discussion

Microsoft Project schedules tasks according to specifications, such as the estimated durations, dependency relationships, date constraints and resource availability. Tasks are scheduled to begin in the first available time slot on the resource calendar after any relationship requirements are satisfied. Microsoft Project does not consider that a resource may already be involved in another task. For example, if an employee is assigned to do three eight-hour tasks in one eight-hour day, the employee is overallocated. For this reason, review workloads to uncover allocation problems after assigning resources.

When resource overallocation or conflicts arise, develop a strategy to resolve them. The following list provides ways to address overallocations:

• Increase the number of resources available, when possible. This solution, of course, is not always economically feasible. • Add underallocated resources to the task to assist the overallocated resource. This solution is often the most satisfactory, but also requires more effort from the project manager. • Schedule overtime hours or weekend work for the overallocated resources to get the project back on track. Use this solution when the overallocation is not substantial. • Change the resource calendar to reflect longer working hours. • Adjust task relationships or constraints so that a resource is not assigned beyond its capacity. • Delay tasks until a resource is available. Often, this solution is not viable when deadlines are involved. • Split a task so that a resource can work on it later. This solution is not viable when deadlines are involved.

Overallocated resources appear in red in most of the resource views. The Resource Usage view is one view where you can clearly review resource allocation and see if any of your resources are overallocated.

Page 2

OFFICEPRO, Inc.