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10. On the View tab, in the Zoom group, in the Timescale box, click Days.
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Project adjusts the timescale to its previous setting.
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11. Click the plus sign next to Carole s name in the Resource Name column.
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Project expands the Resource Usage view to show Carole s individual assignments.
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12. Scroll the Resource Usage view horizontally to the right to see Carole s assignments
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the week of April 15. Carole s total work that Monday, April 16, is 9 hours. This is formatted red, indicating the overallocation.
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Fine-Tuning the Project Plan
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These two assignments make up the 9 hours to work scheduled for Monday.
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Carole has two assignments on April 16: eight hours on the Content edit task and the one-hour task Editorial staff meeting 2 (one instance of a recurring task). These two tasks have been scheduled at times that overlap between the hours of 8 A.M. and 9 A.M. (If you want to observe this, adjust the timescale to display hours.) This is a real overallocation: Carole probably cannot complete both tasks simultaneously. However, it is a relatively minor overallocation given the scope of the project, and you don t need to be too concerned about resolving this level of overallocation. However, there are other, more serious overallocations in the schedule that you will remedy later in this chapter.
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13. Click the minus sign next to Carole s name in the Resource Name column.
Here are a few other things to keep in mind when viewing resource allocation:
A quick way to navigate to resource overallocations in the Resource Usage view is
to use the Next Overallocation button on the Resources tab in the Level group.
By default, the Resource Usage view displays the Usage table; however, you can
display different tables. On the View tab, in the Data group, click Table and then click the table you want displayed.
By default, the Resource Usage view displays work values in the timescaled grid.
However, you can display additional assignment values, such as cost and remaining availability. To do this, on the Format tab, in the Details group, click the value that you want displayed.
Resolving Resource Overallocations Manually
Instead of using the Timescale box on the View tab to change the timescale, you
can click the Zoom In and Zoom Out buttons on the status bar. However, this method might not produce the exact level of detail that you want.
To see allocations for each resource graphed against a timescale, you can
display the Resource Graph: on the View tab, in the Resource Views group, click OtherViews and then click Resource Graph. Use the arrow keys or horizontal scroll bar to switch between resources in this view.
Project Professional users can use the Team Planner view to see assignments per
resource in a simpler format. For more information about the Team Planner view, see 9, Fine-Tuning Assignment Details.
Resolving Resource Overallocations Manually
In this section and the next, you will continue to focus on resource allocation how the task assignments you have made affect the workloads of the work resources of the project. In this section, you will manually edit an assignment to resolve a resource overallocation. In the next section, you will automatically resolve resource overallocations. Editing an assignment manually is just one way to resolve a resource overallocation. Other solutions include the following:
Replace the overallocated resource with another resource using the Replace button
in the Assign Resources dialog box.
Reduce the value in the Units field in the Assignment Information or Assign
Resources dialog box.
Assign an additional resource to the task so that both resources share the work. Add leveling delay to an assignment manually.
If the overallocation is not too severe (such as assigning 9 hours of work in a normal 8-hour workday), you can often leave the overallocation in the project plan. In this exercise, you will use the Resource Usage view to examine one overallocated resource s assignments and edit the assignment to eliminate the overallocation.
1. On the View tab, in the Zoom group, in the Timescale box, click Weeks.
At the weekly setting, you can more easily spot overallocations that may need to be addressed. Assigned work well over 40 hours per week for a full-time resource could be a serious problem.
10
Fine-Tuning the Project Plan
Note that several names appear in red. These are overallocated resources.
2. Horizontally scroll the usage view to the right to examine the more severe
overallocations per week. You see several cases of minor overallocation, such as 41 hours per week, and some cases of overallocations where the total work is less than 40 hours per week. Note the more severe overallocations that affect Hany Morcos and Jane Dow starting the week of August 19.
These overallocations are severe enough that they merit more investigation. You ll begin with Hany s overallocation of 52 hours the week of August 19.
3. Click the plus sign next to Hany s name in the Resource Name column.
Next, you d like to get a better look at the tasks that are overallocating Hany this week.
4. On the View tab, in the Zoom group, in the Timescale box, click Days. 5. Horizontally scroll the usage view to display the August 19 timeframe.
At the daily setting, you can see that Hany is overallocated on Monday and Tuesday, August 20 and 21.
Resolving Resource Overallocations Manually
You decide to reduce Hany s work on both the Proof and review and the Create mockup tasks.
6. In the timephased grid of the Resource Usage view, select Hany s assignment of
8 hours on Monday, August 20, on the task Proof and review.
7. Type 4h, and then press the Tab key. 8. With Hany s 8-hour assignment on the same task for Tuesday, August 21, selected,
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