Adjust Resource Allocations

Quick reference

• 00:04 So far, you have done a lot to set up your project schedule.
• 00:07 And for all intents and purposes, you're ready to go.
• 00:11 You can always make changes as you need to.
• 00:14 However, there is an important warning that we should be looking at.
• 00:18 And it looks like we have some over allocated resources.
• 00:21 These are represented by these red person icons in the indicator column.
• 00:27 I'm going to show you how to address resource over allocations in this lesson.
• 00:33 One way to address an over allocated resource is to let Microsoft Project
• 00:38 handle this for you.
• 00:39 So you can see here I have this, right click for options menu item,
• 00:45 and I can just choose Reschedule to Available Date.
• 00:49 And as I do this to resources, usually working from the bottom up,
• 00:55 you can see project is rescheduling.
• 00:58 And it's fixed those over allocations, the red people are gone.
• 01:02 But let's look over here at what it did to our project.
• 01:06 What it did is it said, well, here's this generic resource called general
• 01:11 contractor that was over allocated, and so it moved my tasks around.
• 01:16 Notice now, that my start to start relationship that I created on
• 01:20 these tasks, it's no longer being recognized.
• 01:24 Other tasks are moved out and I'm not saying this nice
• 01:28 waterfall style approach to completing our project.
• 01:33 So, I do not recommend that you allow Microsoft Project to
• 01:37 automatically reschedule your project.
• 01:41 So I'm going to go ahead and undo all those changes so
• 01:45 that it goes back to where the project was when I first opened it.
• 01:50 Just so you're aware, there is a Resource tab and a Level all button.
• 01:55 If you click that, it does the same exact thing as right clicking and
• 02:00 asking project to reschedule.
• 02:02 So I'm going to click the Undo button or
• 02:05 press Ctrl+Z to go back to our original schedule.
• 02:10 We do not want Microsoft Project to reschedule resources for
• 02:13 us unless it makes absolute sense and
• 02:16 exactly what's going to happen in your project when you do that.
• 02:20 So what is the right method for leveling your project?
• 02:26 There's no hard and fast rule, but I'm going to show you a method that works for
• 02:31 most people.
• 02:31 Click the View tab and click the Details checkbox.
• 02:36 If we call this brings up the split view.
• 02:40 Now on the drop down pick list next to the check box,
• 02:44 go ahead and chose Resource graph.
• 02:46 Now what you can see is a graph showing were we have e
• 02:51 resource allocations and over allocations.
• 02:55 I would to scroll down in the gaunt chart and
• 02:59 go to some of the resources that are showing over allocations.
• 03:04 Now, here's how I would handle this.
• 03:06 I would sit down with the general contractor and
• 03:10 say it looks like we're over allocated.
• 03:13 Is this going to be a problem or not?
• 03:15 And the general contractor might say, generally speaking,
• 03:19 I can provide you all the resources that you need.
• 03:23 However, with this install cabling and install HVAC,
• 03:28 it might be some of the same people.
• 03:30 So how about we change the linkage here a little bit, and
• 03:35 instead of linking to task 11, could you link it to task 12.
• 03:40 This way, after the people that are doing the cabling
• 03:44 installation can then work with the HVAC people.
• 03:48 Now that we've done that you can see the over allocation has been reduced.
• 03:51 And the general contractor is telling us that these read over
• 03:55 allocations are okay because they have the resources to handle the work.
• 04:00 Given this is a fundamentals course,
• 04:02 I recommend you use this approach that I just taught you, for leveling resources.
• 04:07 As you become more advanced and working with Microsoft projects,
• 04:10 you'll find your own methods.
• 04:11 And there's certainly many methods that are listed online that you can look at on
• 04:16 YouTube or on Google.
• 04:17 Now, up here at the top of the page with the View menu is still selected,
• 04:22 we want to get rid of this resource graph when we don't need it.
• 04:26 So we just deselect Details.
• 04:28 Now something that you might notice when you click Details is that it goes
• 04:33 back to your standard split view.
• 04:35 So remember when you want to see the resource graph, you have to
• 04:39 choose the pick list and choose Resource Graph and you'll get that back.
• 04:43 I'm going to deselect Details,
• 04:45 as we're going to set a baseline in our next lesson.

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