Microsoft Office Tutorials and References
In Depth Information
In Resource Graph view, work is summarized in the Peak Units row, and all
work in the part of the bar graphic that’s above the 100 percent mark is
highlighted. In the Resource Usage view, any overallocated resource has a yellow
diamond with an exclamation point in the Indicator column. The total hours
that the resource is working each day on his or her combined tasks is
summarized on the line that lists the resource’s name.
Deleting or modifying
a resource assignment
So, you discover that poor Henrietta is working 42 hours on Tuesday and 83
hours on Friday. What to do?
You have a few options:
Remove Henrietta from a few tasks to free up some time.
Change Henrietta’s Resource calendar to allow for a longer workday:
for example, 12 hours. Keep in mind that this means a 100-percent
assignment will have Henrietta working 12 hours on any one task in a day.
If you stretch a resource’s workday, you should probably reduce the
resource’s assignments. For example, if someone frequently puts in 16
hours on two tasks in one day (based on an 8-hour calendar) and two 100-
percent assignments, try changing to a 12-hour calendar and 50-percent
assignments (6 hours on each of the two tasks, totaling 12 hours a day).
However, if the person typically works an 8-hour day and 12- or 16-hour
days are the exception, you shouldn’t change the resource’s base calendar
because that will have an effect on all assignments for that resource.
Keep in mind that the two previous options may lengthen the tasks
that the resource is assigned to, regardless of whether you remove
the resource or reduce the resource’s assignment.
Change Henrietta’s availability by upping her assignment units to
more than 100 percent in the Resource Information dialog box. For
example, if you enter 150% as her available units, you’re saying it’s okay
for her to work 12 hours a day, and Project will then consider her fair
game and not overallocated until she exceeds that 12 hours.
Ignore the problem. I don’t mean this facetiously: Sometimes
someone working 14 hours for a day or two during the life of a project is
acceptable, and there’s no need to change the resource’s usual working
allocation to make that overwork indicator go away. (However, consider
telling Henrietta it’s okay to order pizza on the company on those long
workdays — and make sure you don’t let them become the norm.)