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10 fine-tuning project plan

Aug 19, 2014

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Education

Project Scheduling

  • Soe Naing Win Email: [email protected]
  • Look at how resources are scheduled to work over the duration of a project. Edit a resource assignment to resolve a resource overallocation. Resolve resource overallocation automatically. See the projects overall cost and finish date.
  • Under-allocated The resources assignments do not fill the resources maximum capacity to do work. For example, a full-time resource who has only 25 hours of work assigned in a 40-hour workweek is underallocated. Fully allocated The resources assignments fill the resources maximum capacity. For example, a full-time resource who has 40 hours of work assigned in a 40-hour workweek is fully allocated. Overallocated The resources assignments exceed the resources maximum capacity for any period of time. For example, a full-time resource who has 65 hours of work assigned in a 40-hour workweek is overallocated.
  • Exe: look at resource allocations and focus on a resource who is overallocated View tab, in the Resource Views group, click Resource Usage. On the Task tab, in the Editing group, click Scroll to Task.
  • assignments grouped per resource, the total work assigned to each resource, and each assignments work assignment details (work, by default) arranged on a timescale
  • Next : you will collapse the outline in the table to see total work per resource over time. Click the Resource Name column heading. View tab > Data group > Outline >Hide Subtasks.
  • Project collapses the outline (assignments per resource) in the Resource Usage view.
  • Resource Name > Carole Poland Next, you will look at two work resources and their allocations. Point to the M column heading (for Monday) for the week of April 1 at the top of the timescaled grid.
  • Currently, the timescale is set to display weeks and days. You will now change the timescale to see the work data summarized more broadly View > Zoom > Timescale > Months. Project changes the timescaled grid to show scheduled work values per month
  • As you can see in the timescaled grid, Carole Poland is overallocated in April and June.
  • You will focus on Carole Poland first by changing the timescale settings. View > Zoom > Timescale > Days. Project adjusts the timescale to its previous setting
  • Click the plus sign next to Caroles name in the Resource Name column. Project expands the Resource Usage view to show Caroles individual assignments Scroll the Resource Usage view horizontally to the right to see Caroles assignments the week of April 15. Caroles total work that Monday, April 16, is 9 hours. This is formatted red, indicating the overallocation
  • Carole has two assignments on April 16: eight hours on the Content edit task and the one hour task Editorial staff meeting 2 (one instance of a recurring task). Click the minus sign next to Caroles name in the Resource Name column.
  • Editing an assignment manually is just one way to resolve a resource overallocation. Other solutions include the following: Replace the overallocated resource with another resource using the Replace button in the Assign Resources dialog box. Reduce the value in the Units field in the Assignment Information or Assign Resources dialog box. Assign an additional resource to the task so that both resources share the work. Add leveling delay to an assignment manually
  • In this exercise, you will use the Resource Usage view to examine one overallocated resources assignments and edit the assignment to eliminate the overallocation. View > Zoom > Timescale > Weeks.
  • Horizontally scroll the usage view to the right to examine the more severe overallocations per week.
  • Click the plus sign next to Hanys name in the Resource Name column. View > Zoom > Timescale > Days. Horizontally scroll the usage view to display the August 19 timeframe.
  • You decide to reduce Hanys work on both the Proof and review and the Create mockup tasks.
  • You decide to reduce Hanys work on both the Proof and review and the Create mockup tasks. In the timephased grid of the Resource Usage view, select Hanys assignment of 8 hours on Monday, August 20, on the task Proof and review. Type 4h, and then press the Tab key. With Hanys 8-hour assignment on the same task for Tuesday, August 21, selected, type 4h, and then press Tab.
  • You decide to reduce Hanys work on both the Proof and review and the Create mockup tasks. Select Hanys assignment of 8 hours on Monday, August 20, on the task Create mockup. Type 4h, and then press Tab. With Hanys 8-hour assignment on the same task for Tuesday, August 21, selected, type 4h, and then press Tab.
  • Resource leveling is the process of delaying or splitting a resources work on a task to resolve an overallocation. The options in the Level Resources dialog box enable you to set parameters concerning how you want Project to resolve resource overallocations. Project will attempt to resolve such overallocations when you choose to level resources. Depending on the options you choose, this might involve delaying the start date of an assignment or task or splitting the work on the task.
  • Exercise : you level resources and view the effects on assignments and the project finish date. View > Resource Views > Resource Sheet. Resource > Level > Leveling Options.
  • Leveling calculations > Manual. This setting determines whether Project levels resources constantly (Automatic) or only when you tell it to (Manual). Automatic leveling occurs as soon as a resource becomes overallocated. Look for overallocations on a . . . basis box, make sure that Day by Day is selected. This setting determines the time frame in which Project will look for overallocations. If a resource is overallocated, its name will be formatted in red. If its overallocated at the level you choose here, Project will also show the Overallocated indicator next to its name
  • Make sure that the Clear leveling values before leveling check box is selected. Sometimes you will need to level resources repeatedly to obtain the results that you want. For example, you might initially attempt to level week by week and then switch to day by day. If the Clear leveling values before leveling check box is selected, Project removes any existing leveling delays from all tasks and assignments before leveling. For example, if you previously leveled the project plan and then added more assignments, you might clear this check box before leveling again so that you wouldnt lose the previous leveling results
  • Under Leveling range for Advanced Plan, make sure that Level entire project is selected. Here you choose to level either the entire project or only those assignments that fall within a date range you specify. Leveling within a date range is most useful after you have started tracking actual work and you want to level only the remaining assignments in a project.
  • In the Leveling order box, make sure that Standard is selected. You control the priority that Project uses to determine which tasks it should delay to resolve a resource conflict. The ID Only option delays tasks only according to their ID numbers: numerically higher ID numbers (for example, 10) will be delayed before numerically lower ID numbers (for example, 5). You might want to use this option when your project plan has no task relationships or constraints. The Standard option delays tasks according to predecessor relationships, start dates, task constraints, slack, priority, and IDs The Priority, Standard option looks at the task priority value before the other standard criteria. (Task priority is a numeric ranking between 0 and 1000 that indicates the tasks appropriateness for leveling. Tasks with the lowest priority are delayed or split first.)
  • Make sure that the Level only within available slack check box is cleared. Clearing this check box allows Project to extend the projects finish date, if necessary, to resolve resource allocations. Selecting this check box would prevent Project from extending the projects finish date to resolve resource overallocations. Instead, Project would use only the free slack within the existing schedule. Depending on the project, this might not be adequate to full