Microsoft Office Tutorials and References
In Depth Information
One big mistake that new users of Project make is to micro-think availability.
Of course, no one actually spends eight hours every day on a single task in
one project. People spend part of their days reading e-mail about company
holidays, chatting with co-workers, and answering phone calls about
nonproject-related stuff (you know — J Lo’s love life, UFOs landing at the UN, the
usual). A resource might spend seven hours on a task one day but only three
the next. Don’t get hung up on a day-by-day resource schedule in estimating
availability. If over the life of a task, the person is pretty much devoted to it,
100 percent availability is a good setting. If that person will put in only, say,
five days of work on a ten-day task, that’s 50 percent availability whether she
works four hours per day for ten days or five full days at any point.
The Availability setting is there to help you spot overbooking of a resource
who might work on multiple tasks at the same time in a project schedule.
To set resource availability, follow these steps:
1. Display Resource Sheet view.
2. Double-click a resource.
The General tab of the Resource Information dialog box appears, as
shown in Figure 8-3.
3. In the Units column (in the Resource Availability area), either click
the arrows to raise or lower the availability in 50 percent increments
or type a number.
For example, type 33 for a resource available one-third of the time, or
400% for a pool of four resources all available full-time. The most
common entry here (the default entry) is 100% for a single resource
working full-time on the task.
4. Click OK to save the setting.
When a resource comes and goes
In addition to being available only a certain percentage of the time on any
task or project, a resource might be available for only a certain period of
time during the life of the task or project. Another scenario might be a
resource that’s available half-time for the first few days of the project and
then full-time for the rest of the project. In that case, you enter a date range
in the Available From and Available To columns of the Resource Availability
area in the Resource Information dialog box (refer to Figure 8-3) to specify
varying availability.
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