Troubleshooting

Tasks scheduled at the same time are causing overallocations

You influence how tasks and assignments are scheduled by specifying resource availability through their working time calendars, resource units (maximum units), and assignment units. Within those limitations, however, Microsoft Project might still schedule multiple tasks for the same time frame, which can cause overallocations.

For example, suppose there's a resource with a working time calendar specifying that she works on this project only on Tuesdays. When you assign a task to her, that task is sched uled to accommodate the fact that work will be done only on Tuesdays. When you assign a 5-day task to her, by default, this assignment will take 40 hours, which will stretch across 5 weeks.

Likewise, suppose there's another resource who works half-time. His resource units are 50 percent. When you assign a task to him, by default, his assignment units are also 50 percent. So by default, a 5-day task does not translate to 40 hours in a week, but rather 20 hours.

However, if you have two 1-day tasks assigned to the same resource at the same time, both assignments will be scheduled for the resource at the same time, and therefore that resource will be overallocated.

You can resolve overallocations by following the strategies outlined in "Adjusting Assign ments" on page 278 and "Leveling Assignments" on page 285.

You can use one of several Microsoft Project views to review how much work is assigned to a resource in any selected time period, as follows:

Resource Graph. Click View, Resource Graph (see Figure 9-15). In the default Peak Units format, the Resource Graph displays how much the resource is being utilized, in terms of maximum units, for the time period specified in the timescale.

The graph shows work units for the current resource.

— Zoom the timescale in or out to show allocation by the time period you want.

The graph shows work units for the current resource.

■ This bar shows the percentage of allocation for this time period.

Current resource

Figure 9-15. The Resource Graph displays resource utilization, one resource at a time.

■ This bar shows the percentage of allocation for this time period.

- This line specifies the maximum units for the current resource.

Current resource

Figure 9-15. The Resource Graph displays resource utilization, one resource at a time.

Zoom In Zoom Out

To see resource allocation information by different measures, click Format, Details, and then pick a different format such as Overallocation or Percent Allocation. To change the timescale, click the Zoom In or Zoom Out buttons. To see information for a different resource, press the Page Down or Page Up buttons.

Resource Usage view. Click View, Resource Usage. Each resource is listed with all assigned tasks (see Figure 9-16). The timesheet portion of the view shows how work is allocated over the selected time period. As in all resource views, overallocated resources are shown in red. In the timesheet portion, any work that exceeds the resource availability for the time period is also shown in red.

Figure 9-16. The Resource Usage view can help you notice periods of overallocation.

Resource Allocation view. Click View, More Views and then click Resource Allocation. This is a combination view, with the Resource Usage view in the upper portion of the view and the Leveling Gantt in the lower portion (see Figure 9-17).

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Figure 9-17. The Leveling Gantt portion displays details about the tasks assigned to the resource selected in the Resource Usage view.

Go To Next Overallo-cation

Tip Use the Resource Management toolbar to find overallocated resources

Click View, Toolbars, Resource Management. The Resource Management toolbar (see Figure 9-18) includes a variety of functions that help you work with your resources. As you're analyzing resource overallocations, click the Go To Next Overallocation button to find and review the assignments for each overallocated resource in turn.

Resource Allocation View

Assign Resources

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Go To Next Overallocation Leveling Help

Task Entry View

Figure 9-18. The Resource Management toolbar includes a variety of functions that help you work with your resources.

Note When you want to switch to another view from a combination view, remember to remove the split in the window. Click Window, Remove Split, or double-click the split bar. When you switch to the view you want, it'll appear in the full screen.

Resource Form. With a resource sheet view displayed, such as the Resource Sheet or

Resource Usage view, click Window, Split. The Resource Form appears in the lower portion of the view with the resource sheet in the upper portion (see Figure 9-19).

- Resource Sheet

- Resource Form

Figure 9-19. The Resource Form displays details about the resource selected in the upper portion of the view.

- Resource Sheet

- Resource Form

Figure 9-19. The Resource Form displays details about the resource selected in the upper portion of the view.

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