Resource Over-allocation

Resource Over-allocation

Project resource demands are often inconsistent throughout the life of the project leading to times when resources are over-allocated.

When to use

As all elements of the project plan are brought together, it is often found that the required resources for one task overlap with the needed resources for other tasks.  This cannot be determined until all the tasks have been estimated, resources assigned and the project tasks scheduled. 

Instructions

When project planning is near completion, check for resource over-allocation. Project management software can help with this.  Whenever a project activity significantly changes the schedule, either a delay or acceleration, check for resource over-allocation.

For each constrained resource, analyze resource allocation

This is often done with a spreadsheet where the required number of hours or weeks of work for a task is assigned to the time period in which the task is to be accomplished.  This can also be done graphically.

If over-allocated, replan one or more of the tasks.

First, consider replanning the task.  By isolating the resolution to one task, it has a minimal impact on the rest of project planning.  Things that could be done to replan a task are to change the assigned resource, change the “definition of done,” or change the timing of work within the task.

If still over-allocated, change the project schedule using float.

Change the timing of tasks using the over-allocated resource so that they occur in times when the resource is under-allocated.  Do not reschedule critical path tasks, rather reschedule tasks that have float.

If still over-allocated, request changes to project boundaries.

Go to stakeholders for permission to extend the project schedule, descope the project, or exceed the budget.  This is the last step after you have first taken the project management steps listed above.

Hints & tips

• Proactively managing occurrences will ensure the best solution based upon the project goals and objectives. 
• The resources may have been leveled at the time of project plan approval, but as some tasks are delayed and others are accelerated, conflicts can arise where none had been.  Again, resolution should be proactive to ensure the project objectives are met.