Resource Leveling with Resource Leveling with Microsoft ProjectMicrosoft Project

PMI Baltimore ChapterPMI Baltimore Chapter

Aberdeen, MDAberdeen, MD

December 8, 2011December 8, 2011

Resource Leveling withResource Leveling withMicrosoft ProjectMicrosoft Project

Resource leveling with Microsoft Project can be confusing and intimidating, often unexpectedly shifting dates and extending a schedule, sometimes by years.  By understanding the principles and options Microsoft Project provides to level resources and predict a schedule, resource leveling is helpful toward realistic and accurate schedules, efficient and reasonable resource allocations, and in some cases even accelerating schedules.  Live examples will show how to determine the number of resources needed, resolve resource over-allocations, and predict finish dates.

Microsoft ProjectMicrosoft Project

Dynamic Scheduling ToolDynamic Scheduling Tool Predicts completion of the project and Predicts completion of the project and

its activitiesits activities– Based on identified tasks, durations, Based on identified tasks, durations,

dependencies, resources availabledependencies, resources available Resource Leveling helps predict Resource Leveling helps predict

schedule based on resources assigned schedule based on resources assigned and their availabilityand their availability

Project Scheduling ConceptsProject Scheduling Concepts TaskTask

– The work to be doneThe work to be done– WBS level should be to an assignment or deliverableWBS level should be to an assignment or deliverable

Summary TaskSummary Task– Roll-up summarization for a set of tasks (subtasks)Roll-up summarization for a set of tasks (subtasks)– WBS hierarchyWBS hierarchy

Dependency (Link)Dependency (Link)– Predecessor and Successor relationships between tasksPredecessor and Successor relationships between tasks

Critical PathCritical Path– Longest sequential path of activities essential to complete the Longest sequential path of activities essential to complete the

projectproject– Determines earliest completion date Determines earliest completion date

Slack or Float TimeSlack or Float Time– The amount of time an activity may be delayed without The amount of time an activity may be delayed without

affecting the project finish dateaffecting the project finish date– Tasks with Zero Slack are Critical Path Tasks with Zero Slack are Critical Path

ConstraintConstraint– Limitation based on a required start or finish dateLimitation based on a required start or finish date– Overrides scheduling engineOverrides scheduling engine

Task Start DatesTask Start Dates– By default, tasks are scheduled from the Project Start DateBy default, tasks are scheduled from the Project Start Date

Project Scheduling ConceptsProject Scheduling Concepts

ResourceResource– People and equipment to do the workPeople and equipment to do the work

Resource PoolResource Pool– Pool of resources available to the projectPool of resources available to the project– Use real names; a name spelled two different Use real names; a name spelled two different

ways is two resources available to workways is two resources available to work AssignmentAssignment

– Resource assigned to a taskResource assigned to a task– Choose resources from pool, rather than typing Choose resources from pool, rather than typing

the namethe name– Try to avoid multiple resources on the same Try to avoid multiple resources on the same

tasktask– No Resources on Summary task (unless No Resources on Summary task (unless

intending to spread to subtasks; do not place intending to spread to subtasks; do not place the same resource on summary and subtask)the same resource on summary and subtask)

Project Scheduling ConceptsProject Scheduling Concepts

OverallocationOverallocation– Resource assigned more work than available Resource assigned more work than available

timetime– Max Units: Total time resource could work on Max Units: Total time resource could work on

the project (set in the Resource Pool)the project (set in the Resource Pool)– Assignment Units: Total time resource will Assignment Units: Total time resource will

work on a specific taskwork on a specific task– Calendars – Project and Resource Work and Calendars – Project and Resource Work and

Non-Workdays, limiting resource’s availabilityNon-Workdays, limiting resource’s availability Resource LevelingResource Leveling

– Resolves resource over- or under-allocations Resolves resource over- or under-allocations by delaying or accelerating tasks; to fix peaks by delaying or accelerating tasks; to fix peaks and valleysand valleys

– Review manually for sanity checkReview manually for sanity check

Project Scheduling ConceptsProject Scheduling Concepts MS Project Data PerspectivesMS Project Data Perspectives

– Current or Projected, Baseline, ActualCurrent or Projected, Baseline, Actual Start & Finish Dates, Duration, Work, CostStart & Finish Dates, Duration, Work, Cost

Duration FormulaDuration Formula– Duration = Work / ResourcesDuration = Work / Resources

Task TypeTask Type– Fixed Duration, Work, or Units (Resources)Fixed Duration, Work, or Units (Resources)– Effort or Resource Driven; only affects adding or Effort or Resource Driven; only affects adding or

removing resources after initial assignmentremoving resources after initial assignment– 2007 Default Fixed Units, Effort Driven2007 Default Fixed Units, Effort Driven– 2010 Default Fixed Units, Not Effort Driven2010 Default Fixed Units, Not Effort Driven– Guideline: Guideline:

Fixed Units if responsible for resources – workload, Fixed Units if responsible for resources – workload, assignments, predicting completionassignments, predicting completion

Fixed Duration if delegating to another team or vendor that Fixed Duration if delegating to another team or vendor that is responsible to merely deliver within a timebox; note is responsible to merely deliver within a timebox; note Duration can still change based on Actual and Remaining Duration can still change based on Actual and Remaining Work or DurationWork or Duration

Common Mistakes with MS Common Mistakes with MS Project Project

Common Mistakes with MS Common Mistakes with MS ProjectProject

Benefits from Resource LevelingBenefits from Resource Leveling

Balanced resources, reducing Balanced resources, reducing overallocations or overtimeoverallocations or overtime

Validates scheduleValidates schedule Predicts based on information enteredPredicts based on information entered Determine dates or resources neededDetermine dates or resources needed Valuable as a “Sanity Check”: predicts Valuable as a “Sanity Check”: predicts

dates based on durations, links, and dates based on durations, links, and resources assignedresources assigned

MS Project Resource LevelingMS Project Resource Leveling

2007 – Tools, Resource Leveling2007 – Tools, Resource Leveling 2010 – Resource Tab, Level Group2010 – Resource Tab, Level Group Can Level by Entire Project, Selected Can Level by Entire Project, Selected

Tasks, or Resource, and within Date Tasks, or Resource, and within Date RangesRanges

Level frequently, rather than waiting Level frequently, rather than waiting until the entire schedule is doneuntil the entire schedule is done

Develop WBS modularly, by phase or Develop WBS modularly, by phase or sectionsection

MS Project Resource LevelingMS Project Resource Leveling

Honors Links and ConstraintsHonors Links and Constraints Looks for available slack and resourcesLooks for available slack and resources Schedules Longest Duration tasks firstSchedules Longest Duration tasks first Then in ID orderThen in ID order Options allow control over leveling Options allow control over leveling

algorithmalgorithm Priority field can be used to override Priority field can be used to override

and schedule tasks firstand schedule tasks first

Microsoft Project 2007Microsoft Project 2007 Resource LevelingResource Leveling

Microsoft Project 2007Microsoft Project 2007 Resource LevelingResource Leveling

MS Project Resource LevelingMS Project Resource Leveling

DemonstrationDemonstration

Renovation ProjectRenovation Project Update 20 Rooms with New Televisions and Update 20 Rooms with New Televisions and

CabinetsCabinets External vendor procures, builds units, and ships External vendor procures, builds units, and ships

to siteto site Customer pays Vendor for units separately; we Customer pays Vendor for units separately; we

manage resources and labor costmanage resources and labor cost– Customer wants installation done by 3/1, under Customer wants installation done by 3/1, under

$100,000, with $10,000 bonus to finish 5 days early$100,000, with $10,000 bonus to finish 5 days early If Shipments are late, we are not penalizedIf Shipments are late, we are not penalized

Resource Leveling will help us determine:Resource Leveling will help us determine:– How long will it take with our current staff?How long will it take with our current staff?– How many resources are needed to finish in early? How many resources are needed to finish in early? – How much it cost?How much it cost?– When will we finish while executingWhen will we finish while executing

MS Project Resource LevelingMS Project Resource Leveling

Questions?Questions?

Bill GundrumBill Gundrumbgundrum@veasolutions.com

www.cvprojects.comOnline PPM solution with Microsoft Project ReaderOnline PPM solution with Microsoft Project Reader