MS project interchangeable resources

Question

Hi, 

I have a project where I have two employees with different schedules and start dates (from what I understand this precludes me from making a resource pool), but either of them could be assigned to a given set of tasks (although they have to be dedicated to that task if they start it). How can I best set up my resource allocation to have Project assign either one of the resources to a given task, depending on their availability? This is a pretty large project and it seems fiddly to go around manually changing the allocated resources.

From what I gather, if I assign both resources to the task, the task will not be "doable" until both resources are available, and I am back at square one. 

Basically, is it possible to tell Project that either one resource of the other may perform a task and have it assign the available resource between the two (mutually exclusive), without requiring the second resource be available? 

Thanks!

Answer 1

What do you mean by "pretty large project"? How many tasks?

MSP will do a lot but it will not do your job for you, so although you might find it "fiddly" to assign the resources that is what you must do. If you find it very difficult and time consuming it may be that you are doing it the hard way, and you may be unaware of fast, easy ways . There are plenty of fast ways, using copy/paste and fill down. Also, you should use the keyboard as much as possible rather than the mouse.

With regard to your second paragraph, this is not so. For example, if the task has the 24 hour calendar and each of the two resources have calendars so that they are available only 12 hours/day and you assign them both to the task, then each will be assigned in their respective slot. It is very easy to set up a test for this, and confirm it with the task usage view.

With regard to your third paragraph, no you can't.

Answer 2

SpicyDragon,

The number and working schedules of resources has nothing to do with whether you can use a resource pool or not. A resource pool is best used if there is a common core of resources that will be used on various independent projects. However, using a resource pool requires a linked structure and those are subject to corruption so a resource pool should only be used if it makes the most sense.

With regard to your particular issue, Project does NOT assign resources, the user must do that. You can certainly assign both resources to a task and project will schedule their work to coincide with their respective calendars. For example, let's say you have a 5 day task with 40 hours work content. You assign two resources, Bob and Joe. Bob works a normal 8-5 shift but Joe only works 3 days a week, Wed through Friday, normal hours. First Project will split the work such that each resource works 20 hours total. Bob will start on Monday, working 8 hours, Tuesday 8 hours and finish his last 4 hours on Wednesday. Since Joe doesn't start until Wednesday, he will work 8 hours on Wednesday, 8 hours on Thursday and finish his last 4 hours on Friday. If you do not like the default linear spread of work, you can edit the work via either the Task or Resource Usage views.

Hope this helps.

John