Monitoring Resource Workload

Use one or more of the following techniques to help you monitor and adjust the schedule to achieve a balanced resource workload:

• Review resource workloads.

• Adjust resource availability.

• Adjust assignments.

• Split tasks to reschedule remaining work for when resources have available time.

• Level assignments.

Because work is the measure of resource effort on tasks, you can use the baseline value for work to help review how well resources are utilized according to actual and scheduled values. For example, you can see Maureen's baseline work for tasks next to her values for scheduled work, based on actuals she has submitted regarding her progress. Then, you can review the variances between the baseline and scheduled work. Work variance is calculated as follows:

(Scheduled/Current) Work - Baseline Work = Work Variance

If actual work values are considerably higher than originally planned, you can anticipate g some problems with resource overallocation now or in the near future. g-

For more information about balancing the resource workload, see "Balancing Resource Workloads" on page 271.

Tip Analyze your work variances and performance with earned value

You can use earned value calculations, such as the Budgeted Cost of Work Scheduled (BCWS) and Actual Cost of Work Performed (ACWP) earned value fields, to analyze project performance based on resource work.

For more information, see "Analyzing Progress and Costs Using Earned Value" on page 401.

Reviewing Overall Work Totals

There are two ways to review your overall work totals, as follows:

• Review project statistics. Click Project, Project Information and then click the Statistics button. Under Work, review the current, baseline, actual, and remaining work for the project. You can also click Project Statistics on the Tracking toolbar.

• Add the project summary task row. In the Gantt Chart or other task sheet, click Tools, Options and then click the View tab. Select the Show Project Summary Task check box. Summary totals for task information in the current table are displayed in the project summary task row at the top of the sheet. If a table containing work information is applied, the project summary task row shows project work totals.

Reviewing Work Variances

To review the differences between your original baseline work and your currently scheduled work, apply the Work table, as follows:

1 Display the Gantt Chart or other task sheet.

2 Click View, Table, Work.

The Work table is applied to the current view (see Figure 11-16).

Task Name

Work

Baseline

Variance

Actual

Remaining

% W. Comp.

0

El Software Development

1,660 his

1,532 his

128 his

277 his

1,383 his

17%

1

E Scope

24 hrs

28 hrs

-4 hrs

21 hrs

3 hrs

88%

2

Determine project scope

8 hrs

4 hrs

4 hrs

8 hrs

0 hrs

100%

3

Secure project sponsorship

4 hrs

8 hrs

-4 hrs

4 hrs

Ohrs

100%

4

Define preliminary resources

4 hrs

8 hrs

-4 hrs

3 hrs

1 hr

75%

5

Secure core resources

8 hrs

8 hrs

0 hrs

6 hrs

2 hrs

75%

6

Scope complete

Ohrs

Ohrs

0 hrs

Ohrs

Ohrs

0%

7

E- Analysis/Software Requirements

156 hrs

120 hrs

36 hrs

52 hrs

104 hrs

33%

8

Conduct needs analysis

56 hrs

40 hrs

16 hrs

28 hrs

28 hrs

50%

9

Draft preliminary software specifications

32 hrs

24 hrs

8 hrs

16 hrs

16 hrs

50%

10

Develop preliminary budget

18 hrs

16 hrs

0 hrs

4 hrs

12 hrs

25%

11

Review software specif icatlonsJbudget with teg

8 hrs

8 hrs

0 hrs

2 hrs

6 hrs

25%

12

Incorporate feedback on software specification'

8 hrs

8 hrs

0 hrs

2 hrs

6 hrs

25%

13

Develop delivery timeline

8 hrs

8 hrs

0 hrs

0 hrs

8 hrs

0%

14

Obtain approvals to proceed (concept, timeline,

16 hrs

8 hrs

8 hrs

Ohrs

16 hrs

0%

15

Secure required resources

12 hrs

8 hrs

4 hrs

Ohrs

12 hrs

0%

i Figure 11-16. Apply the Work table to a task sheet to see scheduled, baseline, and actual work—along with any variances.

With the project summary task row applied, you can also review rolled up work totals.

Reviewing Overbudget Work

You can apply a filter to a task or resource sheet to see only those tasks or resources who have more actual work reported than was planned, as follows:

1 Display the view and apply the table that contains the information you want to review in the context of overbudget work.

2 Click Project, Filtered For, More Filters.

3 In the More Filters dialog box, click Work Overbudget and then click Apply.

If you prefer to see all tasks or resources, but have the overbudget tasks or resources highlighted, click Highlight instead.

Microsoft Project filters for any tasks or resources whose actual work reported is higher than the baseline work.

4 Review the tasks or resources to analyze the extent of the work overages.

5 When you finish, show all tasks again by clicking the Filter tool on the Formatting toolbar and then clicking All Tasks.

Reviewing Resource Allocation

If a resource is overallocated, his or her name appears in red in any resource view. In resource sheets, a leveling indicator is also displayed next to the resource name, recommending that the resource be leveled.

O

Resource Name

Type

1

<!>

Daniel Penn

Work

2

Kim Yoshida

Work

3

<a

This resource should be leveled based on a Day by Day setting.

4

To see the extent of overallocation or underallocation for a resource, use the Resource Graph, as follows:

1 Click View, Resource Graph (see Figure 11-17).

This shows the percentage of overallocation for the time period.

100% allocation, indicating full ^ allocation to this point. £

If allocation falls below 100%, the resource is underallocated for that time period.

Figure 11-17. The Resource Graph can show whether a resource is fully allocated, overallocated, or underallocated for a selected period of time.

2 Review the allocation for the first resource.

100% allocation, indicating full ^ allocation to this point. £

If allocation falls below 100%, the resource is underallocated for that time period.

Figure 11-17. The Resource Graph can show whether a resource is fully allocated, overallocated, or underallocated for a selected period of time.

By default, the Resource Graph shows peak units for each time period, including the percentage allocated and the percentage overallocated. You can show different types of information in the Resource Graph. Click Format, Details and then click another type of information (for example, Work or Remaining Availability).

3 On the Standard toolbar, click the Zoom Out button to see the Resource Graph for a longer period of time. Click the Zoom In button to see details about a shorter period

Zoom Out of time.

4 To see information for the next resource, press the Page Down key or click in the hori-

Zoom In zontal scroll bar in the left pane of the view.

Tip Resource Graph in combination

Adding the Resource Graph as the lower pane in a combination view can be very useful in finding resource overallocations.

Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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