Microsoft Project - Optimizing Resources

Question

Hi everyone,

I am using Microsoft Project 2010 to try to optimize resource/capacity management in a team; some team members are overallocated during some days and I want to level off the allocation on all days so everyone is relatively even.  

I currently have multiple resources (let's say 3) assigned to their respective tasks but they can also help with the other people's tasks.  For example: Sally has 10 tasks, Martha has 15 tasks, and Dave has 7 tasks.  However Sally can help with some of Martha's tasks and Dave's as well.   In my Gantt Chart, I have Task Owners (Sally, Martha and Dave)  and also another column with Resource names, so if Martha can help Sally with a specific task,the Resource Names would be:  Sally, Martha.  And the Task owner would be: Sally.

The Gantt Chart is quite complicated as a lot of tasks are predecessors to others and they are all linked.

How can I optimize this schedule? Your help would be greatly appreciated!

Thank you!

Answer 1

Are you using resource leveling?

See Resource tab, leveling options.

There you will see a drop down box which enables you to select the leveling "resolution".

As Rod says, try it first at week-by-week, then maybe day-by-day if necessary.

Turn off all of the other checkboxes and see if there is an acceptable solution without them.

Click level all.

Leveling delays tasks to remove resource over-allocation.

You can see how much each task got delayed by inserting the leveling delay field as a column in the entry table.

If you are not using the resource leveling functionality, and you are trying to "even up" everyone's work manually, then it will become increasingly difficult and perhaps impossible.

Best to let the software do the work.

Answer 2

Firstly, leveling day by day is a lot of work and unless there is a significant consequence, level resource on a weekly basis.

So, if you have 30h a week for one of your resources (other 10h+ is admin and support activities) then look at the Resource Usage view and make sure there are only 30h per week. If one week has 35h and the ones either side have 25 then let the resource time manage their way out of the work blip.

Schedules change so much weekly that leveling day by day is rarely worthwhile.

Answer 3

Hi Rod,

I'm really new to Microsoft Project.  Ashamed to say I'm not sure what you mean by leveling day by day?  I'm mapping out monthly tasks done by each individual.  Every task is mapped based on hours needed for completion with strict due dates. 

Thank you so much for your help!

Jac

Answer 4

Thank you all for your help!

Jac