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Auto schedule tasks with over-allocated resources

Anonymous
2024-12-09T13:27:13+00:00

I need to manage a project using the Project tool. I can’t seem to get it to automatically adjust the resources assigned to tasks when tasks with the same resources overlap. Here’s a simplified example:

Project Characteristics:

  • No set end date -> The goal is to define the end date based on the total task duration (within certain limits). We have information on the hours each task should take and the start date. Based on these criteria and the resources assigned to each task, we’ll determine the project’s end date and adjust accordingly.
  • 2 tasks (simplified example)
  • 2 resources: “Player 1” and “Player 2,” both dedicated 100% to the project.
    • Schedule: Monday to Thursday, 8:00 AM to 6:00 PM, and Friday, 8:00 AM to 2:30 PM. Spanish public holidays included.
    • The task start dates are fixed.

Task Details:Task 1 - "Breathe"

  • Duration: 100 hours
  • Start date: 12/02/2024 (a "Must Start On" constraint has been added)
  • Assigned resources: Player 1 and Player 2
  • Task configuration:
    • Duration: 6.25 days -> Estimated automatically by Project. I don’t have a days duration limitation, only by hours. The Estimated checkbox is also marked.
    • Schedule mode: Auto Scheduled
    • Resources: Player 1 (100% units) and Player 2 (100% units) -> This indicates that both resources can dedicate 100% of their time to the task, but if it overlaps with others, it should adjust automatically. In this simplified example, manual adjustments are possible, but this won’t be feasible in a real-world scenario with many tasks and resources.
    • Task typeFixed units, and Effort-driven is marked -> The goal is to adjust as needed when resources are added or removed, changing only the task's end date and the hours allocated per resource, not the total hours.

Task 2 - "Complete Mission 1"

  • Duration: 50 hours
  • Start date: 12/02/2024 (a "Must Start On" constraint has been added)
  • Predecessor: Task 1 ("Breathe") with a Start-to-Start dependency.
  • Assigned resource: Player 1
  • Task configuration:
    • Same as Task 1, except it has Task 1 as a predecessor.

The Issue:

Based on the setup, Tasks 1 and 2 will overlap. Both resources will dedicate 9 hours daily to each task, causing "Player 1" to work 9 hours on "Breathe" and 9 hours on "Complete Mission 1" simultaneously. This results in an 18-hour workday, exceeding their 9-hour limit.

Attempted Solution:

I tried to resolve the overlap by leveling resources through "Leveling Options" with the following configuration:

  • Leveling calculations: Automatic
  • Look for overallocations on a: Day-by-day basis
  • Clear leveling values before leveling: Checked
  • Level entire project: Checked
  • Leveling order: Standard (no priorities assigned)
  • Level only within available slack: Not checked
  • Leveling can adjust individual assignments on a task: Checked
  • Leveling can create splits in remaining work: Not checked
  • Level resources with the proposed booking type: Checked
  • Level manually scheduled tasks: Checked (even though all tasks are auto-scheduled)

Desired Outcome:

I need Project to automatically adjust the resource's available time (9 hours) between the daily tasks (in this case, two). It should delay the end dates and assign 4.5 hours to each task. This adjustment must be automatic because, in the real-world scenario, there are many tasks and resources in the project, making 100% manual adjustments unfeasible.

If anyone knows what I might be doing wrong or if my approach is flawed, I’d greatly appreciate the help.

Microsoft 365 and Office | Project | For business | Windows

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  1. Anonymous
    2024-12-09T16:52:53+00:00

    I'm really sorry for the cross-post, I was just trying to solve my problem and tried to ask in every platform available. I don't want to waste your time.

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  2. John Project 49,705 Reputation points Volunteer Moderator
    2024-12-09T16:14:03+00:00

    Dale,

    Foiled once again. This guy cross-posted to the tech community where I posted a response. So I wasted my time but at least our responses drive home the same ideas.

    Update note: This question is answered on the Project Tech Community forum at: https://techcommunity.microsoft.com/discussions/project/auto-schedule-tasks-with-over-allocated-resources/4355530

    John

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  3. Anonymous
    2024-12-09T15:49:48+00:00

    Hello!

    Thank you for your quick response.

    I understand what you're saying. In that case, what should I do to use Project correctly? When a resource has overlapping tasks, should I specify the resource's availability for that task considering that they have another task at the same time?

    • Task 1 - Breathe -> Player 1: 50% units and Player 2: 100% units
    • Task 2 - Complete Mission 1 -> Player 1: 50% units

    How can I control a resource's allocation considering that sometimes it will be able to dedicate 100% of its time to a task, while in other instances when handling multiple tasks simultaneously it may only be able to allocate 50% or less to the same task? This situation implies that the resource's dedication to tasks will be variable and depend on other assignments. Is there any way to automate this? Or should I specify the available hours for that resource each day?

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  5. Dale Howard [MVP] 29,860 Reputation points MVP Volunteer Moderator
    2024-12-09T15:13:50+00:00

    LFMACC --

    The built-in leveling tool in Microsoft Project does not work the way you expect it to work. This tool can only do two things to level resource overallocations:

    1. Delay tasks (or resource assignments on tasks)
    2. Split tasks (or resource assignments on tasks)

    The software NEVER adjusts the working hours assigned to resources, as you suggest in your post. Sorry, but hope this helps.

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