OPSM 639, C. Akkan Before starting this section SAVE AS YOUR EXISTING MS PROJECT FILE AS -part3-1 -part3-1

OPSM 639, C. Akkan Entering Resources-1 1.Click on “View” 2.Select “Resource Sheet”

OPSM 639, C. Akkan Entering Resources-2 1.Click on the Resource Name cell to enter the resource name. 2.There are two types of resources. One is labor, the other one is material. In this example project we just have workers as a resource.

OPSM 639, C. Akkan Entering Resources-3 1.Write the label of material here. In this project there is no material. 2.Write the initials of workers. 3. Enter the number of units in this cell. 100% means that resource or department is used fully.50% means that half capacity of that resource is used.

OPSM 639, C. Akkan Entering Resources-4 1.Standard Rate: Write the standard hourly wage rate of resources. 2.Overtime Rate: Write the hourly overtime rate. If a resource is used overtime, this rate is used to calculate the cost of overtime work. 3.Cost per use: A set fee for the use of a resource.(e.g. Travel cost, insurance) It is not related with the working hours.

OPSM 639, C. Akkan Entering Resources-5 This cell is used for accounting purposes. There are 3 types of entering the cost of resources.In this example we will use “Prorated”  Start: Cost at the beginning of the work.  Prorated: Cost accrues while activity progress. If 30% of the work is finished, 30% of the cost related with that work accrued.  End:Cost is accrued at the end of the work.

OPSM 639, C. Akkan Entering Resources-6 Through “Base Calender” cell, you can assign different calendars to different resources. In this example, Standard calendar is used: 5 working-days in a week, 8 hours a day. There are 2 more default base calendars which are 24 Hours and Night Shift. Other than these, you can create resources’ own calendars from “Tools”, “Change Working Time...”. In the appeared dialog box choose “New...” icon.

OPSM 639, C. Akkan Resource Information Dialog Box 1.Double-click on the resource name cell. Resource Information box will appear You can also enter resourse details using this dialog box instead of “Resource Sheet”. There are lots of details in this dialog box, Do Not Be Lost in these details.

OPSM 639, C. Akkan Assigning Resources to Tasks 1.Double click on an activity 2.From “Task Information” dialog box, click on “Resources” 100% means that this resource, “A” in this case, is used at full capacity. 3.Enter the resources which are needed for this activity.

OPSM 639, C. Akkan Now Enter the Resources of Example Project which is given in the Excel file Projectinfo_2.xls

OPSM 639, C. Akkan Identify which resources are overloaded-1 2.Click on “Resources Usage” 1.Go to “View” menü

OPSM 639, C. Akkan Identify which resources are overloaded-2 The resources in red are overloaded on at least one day.

OPSM 639, C. Akkan Identify which resources are overloaded-3 By scrolling to the right, you can see when each resource is used, how much it is used and whether it is overloaded (indicated with red colour)

OPSM 639, C. Akkan Graphical Display of the Load Distribution of Each Resource Over Time-1 2.Select “Resource Graph” 1.Go to “View” menu.

OPSM 639, C. Akkan Graphical Display of the Load Distribution of Each Resource Over Time-2 By scrolling this cursor to the right, you can see other resources. By scrolling this cursor to the right, you can see resource load over time.

OPSM 639, C. Akkan Graphical Display of the Load Distribution of Each Resource Over Time-3 Red area indicates that this resource is overallocated at these times

OPSM 639, C. Akkan Resolve over-allocation problems-1 1.Go to “Tools” 2.Select “Resource Leveling”

OPSM 639, C. Akkan Ways of Leveling Resources Automatic: Automatic: Automatic leveling levels resources instantaneously when you change a task or resource. If your project is large, automatic leveling might slow down your work in the schedule. Manual: Manual:Manual leveling allows you to control when Microsoft Project levels resources.

OPSM 639, C. Akkan Resolve over-allocation problems-2 1.Check “Manual” 2.Select “Week by Week”

OPSM 639, C. Akkan Time-Unit Used in Leveling Example: –Resource A has a weekly capacity of 40 hours, and daily capacity of 8 hours. –His workload on Monday of his 1 st week is 10 hours. –His workload for the entire 1 st week is 38 hours. –Then, “week-by-week” leveling will not perform any leveling for resource A in week 1. “Day-by-day” leveling would change the schedule.

OPSM 639, C. Akkan Resolving Methods Available in MS Project  Level only within available slack: Select this check box if you want to prevent the finish date of your project from being delayed. In many projects, however, unless there is a lot of built-in slack, with this setting you might not see a significant change after leveling.  Leveling can adjust individual assignments on a task: Select this check box to allow leveling to adjust when a resource works on a task independent of the other resources working on the same task.  Leveling can create splits in remaining work: Select this check box if you want leveling to interrupt tasks by creating splits in the remaining work on tasks or assignments.

OPSM 639, C. Akkan Resolve over-allocation problems-3 1.Select “Standart” option 2.Check “Level only within available lack”

OPSM 639, C. Akkan Resolve over-allocation problems-4 2.Click on “Level now” 2.Do not check others.

OPSM 639, C. Akkan Save Your Results SAVE AS YOUR RESULTS AS -part3-2 -part3-2

OPSM 639, C. Akkan Seeing the Effects of Leveling in the Leveling Gantt Chart 1.Go to “View” 2.Select “More Views”

OPSM 639, C. Akkan Seeing the Effects of Leveling in the Leveling Gantt Chart 1.Select “Leveling Gantt” 2.Click on “Apply”

OPSM 639, C. Akkan Seeing the Effects of Leveling in the Leveling Gantt Chart 1. Effects of leveling seen as green lines

OPSM 639, C. Akkan Seeing the Effects of Leveling in Summary Report -1 1.Go to “Toolbar” 2.Select “Resource Leveling”

OPSM 639, C. Akkan Seeing the Effects of Leveling in Summary Report -2 2.Select “Reports” 1.Select “View”

OPSM 639, C. Akkan Seeing the Effects of Leveling in Summary Report -3 2.Enter “Select” 1.Select “Overview”

OPSM 639, C. Akkan Seeing the Effects of Leveling in Summary Report -4 2.Enter “Select” 1.Select “Project Summary”

OPSM 639, C. Akkan Seeing the Effects of Leveling in Summary Report –5 Duration of the project project did not change. This is because we selected “Level only within available slack” in the leveling dialog box. There is still an overallocated resource

OPSM 639, C. Akkan Seeing the Effects of Leveling on The Critical Path-1 1.Click on “More Views...” 2.Select “Leveling Gantt” 3.Click on “Apply”

OPSM 639, C. Akkan Seeing the Effects of Leveling on The Critical Path-2 1.Firstly, Choose “Critical” from the menu There is delay at one of the critical activities. This has not caused any delay in the project’s completion, because this critical activity was not a critical activity before leveling, it became critical due to delaying.

OPSM 639, C. Akkan Compare After-leveling and Pre-leveling Reports  Leveling only within available slack means that we are keeping the duration of the project constant. If we look at the both reports we can easily see that duration of the project in each case is the same.  What difference did leveling make? Leveling reduces the amount of overallocation. At the pre-leveling stage resourse B was overallocated for 13 days, after leveling resource B is overallacated for 8 days.  At the end with Leveling only within available slack did not solve overallocation problem due to limited slack time.

OPSM 639, C. Akkan Leveling Not Limited to Available Slack-1 1.Do not check “Level only within available slack” 2.Select “Level Now”

OPSM 639, C. Akkan Leveling Not Limited to Available Slack-2  Get the project overview report... Duration of the project is increased All overallacotion problem is solved.

OPSM 639, C. Akkan Comparison of These Two Leveling Methods  Leveling only within available slack time reduces the overallocation problem but not solve the whole overallocation problem. But on the other hand the project time is kept constant.  The other method solved the overallocation problem completely, but the project duration is prolonged.

OPSM 639, C. Akkan as -part3-3 Save Your Results as -part3-3

OPSM 639, C. Akkan Resource Management-1 1.Click on an empty area in the tool bar 2.Select “Resource Management”

OPSM 639, C. Akkan Resource Management-2

OPSM 639, C. Akkan Ways of reducing over-allocations: Delaying a task-1 Delaying an assigned task until the resource has time to work on it is a simple way to resolve a resource over allocation. You can add delay to a task or assignment, check the effect on the resource's allocation, and then adjust the delay further if necessary. If you want to add delay without changing the finish date of other tasks or the project finish date, review available slack and add delay only within that slack time.

OPSM 639, C. Akkan Ways of reducing over-allocations: Delaying a task-2 1.Double-click on the relationship between activities which you want a delay. 2.Set how many days will you delay.

OPSM 639, C. Akkan Ways of reducing over-allocations: Splitting a task-1 In addition to reducing over-allocations, splitting a task is useful when you need to interrupt work on a task. For example, your project may include a task that requires materials that are ordered but that won't be received for two weeks.

OPSM 639, C. Akkan Ways of reducing over-allocations Spliting a task-2 1.First Click on “Split Task” icon 2. Move pointer on the Gantt Chart view, and split the task which is needed to be interrupted