Resource Leveling with Microsoft Project PMI Baltimore Chapter Aberdeen, MD December 8, 2011

Resource Leveling with Microsoft Project Resource leveling with Microsoft Project can be confusing and intimidating, often unexpectedly shifting dates and extending a schedule, sometimes by years. By understanding the principles and options Microsoft Project provides to level resources and predict a schedule, resource leveling is helpful toward realistic and accurate schedules, efficient and reasonable resource allocations, and in some cases even accelerating schedules. Live examples will show how to determine the number of resources needed, resolve resource over-allocations, and predict finish dates.

Microsoft Project nDynamic Scheduling Tool nPredicts completion of the project and its activities –Based on identified tasks, durations, dependencies, resources available nResource Leveling helps predict schedule based on resources assigned and their availability

Project Scheduling Concepts nTask –The work to be done –WBS level should be to an assignment or deliverable nSummary Task –Roll-up summarization for a set of tasks (subtasks) –WBS hierarchy nDependency (Link) –Predecessor and Successor relationships between tasks nCritical Path –Longest sequential path of activities essential to complete the project –Determines earliest completion date nSlack or Float Time –The amount of time an activity may be delayed without affecting the project finish date –Tasks with Zero Slack are Critical Path nConstraint –Limitation based on a required start or finish date –Overrides scheduling engine nTask Start Dates –By default, tasks are scheduled from the Project Start Date

Project Scheduling Concepts nResource –People and equipment to do the work nResource Pool –Pool of resources available to the project –Use real names; a name spelled two different ways is two resources available to work nAssignment –Resource assigned to a task –Choose resources from pool, rather than typing the name –Try to avoid multiple resources on the same task –No Resources on Summary task (unless intending to spread to subtasks; do not place the same resource on summary and subtask)

Project Scheduling Concepts nOverallocation –Resource assigned more work than available time –Max Units: Total time resource could work on the project (set in the Resource Pool) –Assignment Units: Total time resource will work on a specific task –Calendars – Project and Resource Work and Non- Workdays, limiting resources availability nResource Leveling –Resolves resource over- or under-allocations by delaying or accelerating tasks; to fix peaks and valleys –Review manually for sanity check

Project Scheduling Concepts nMS Project Data Perspectives –Current or Projected, Baseline, Actual nStart & Finish Dates, Duration, Work, Cost nDuration Formula –Duration = Work / Resources nTask Type –Fixed Duration, Work, or Units (Resources) –Effort or Resource Driven; only affects adding or removing resources after initial assignment –2007 Default Fixed Units, Effort Driven –2010 Default Fixed Units, Not Effort Driven –Guideline: nFixed Units if responsible for resources – workload, assignments, predicting completion nFixed Duration if delegating to another team or vendor that is responsible to merely deliver within a timebox; note Duration can still change based on Actual and Remaining Work or Duration

Common Mistakes with MS Project

Benefits from Resource Leveling nBalanced resources, reducing overallocations or overtime nValidates schedule nPredicts based on information entered nDetermine dates or resources needed nValuable as a Sanity Check: predicts dates based on durations, links, and resources assigned

MS Project Resource Leveling n2007 – Tools, Resource Leveling n2010 – Resource Tab, Level Group nCan Level by Entire Project, Selected Tasks, or Resource, and within Date Ranges nLevel frequently, rather than waiting until the entire schedule is done nDevelop WBS modularly, by phase or section

MS Project Resource Leveling nHonors Links and Constraints nLooks for available slack and resources nSchedules Longest Duration tasks first nThen in ID order nOptions allow control over leveling algorithm nPriority field can be used to override and schedule tasks first

Microsoft Project 2007 Resource Leveling Resource Leveling

Microsoft Project 2007 Resource Leveling Resource Leveling

MS Project Resource Leveling nDemonstration

Renovation Project nUpdate 20 Rooms with New Televisions and Cabinets nExternal vendor procures, builds units, and ships to site nCustomer pays Vendor for units separately; we manage resources and labor cost –Customer wants installation done by 3/1, under $100,000, with $10,000 bonus to finish 5 days early nIf Shipments are late, we are not penalized nResource Leveling will help us determine: –How long will it take with our current staff? –How many resources are needed to finish in early? –How much it cost? –When will we finish while executing

MS Project Resource Leveling Questions? Bill Gundrum Online PPM solution with Microsoft Project Reader