Review resource workloads

You can review how efficiently your resources (resources: The people, equipment, and material that are used to complete tasks in a project.) are being used in your project and whether you need to make any adjustments. Some resources might be overallocated (overallocation: The result of assigning more tasks to a resource than the resource can accomplish in the working time available.) and other resources might be underallocated (underallocation: Assigning a resource to work fewer hours than the resource has available.).

ShowReview resource allocations in your project

Reviewing how all the resources in your project are allocated (allocation: The percentage of a resource's capacity that is designated for a specific assignment.) provides you the overall picture of resource assignments (assignment: A specific resource that is assigned to a particular task.) throughout the project. It shows you how fully resources are allocated and whether there are any substantial workload disparities that should be balanced.

ShowReview workloads for all resources in the Resource Usage timesheet view

Display the Resource Usage view to see all the resource assignments and allocations in a timesheet. This view (view: The combination of one or more views [Gantt Chart, Resource Sheet, and so on] and if applicable, a table and a filter. Use views to work with information in a variety of formats. There are three types of views: Charts or graphs, Sheets, and Forms.) shows all assignments by resource and shows how these assignments are scheduled over time.

  1. On the View menu, click Resource Usage.
  2. Review the resource names in the table (table: A set of columns that shows specific information about tasks, resources, and assignments in a sheet view.) portion of the Resource Usage view.

Resources shown in red are overallocated according to the time period set in the Resource Leveling dialog box, for example, Day by Day or Week by Week. In the indicator field (indicators field: A field containing a graphical indicator that provides information about the state of an assignment, resource, or task. For example, a check mark indicator shows that a task is completed.) for overallocated resources, an indicator (indicators: Small icons representing information for a task or resource that are displayed in the Indicators field. The Indicators field is located to the right of the ID field and appears in a number of tables.) Resource leveling indicator appears recommending that they be leveled (leveling: Resolving resource conflicts or overallocations by delaying or splitting certain tasks. When Project levels a resource, its selected assignments are distributed and rescheduled.). Check the indicator and review the task assignments to assess whether the overallocation might be acceptable. Resources in black are allocated just at or under full capacity.

  1. Review the task names listed under each resource name in the table portion of the view. These are the resource's assignments. The amount of work on this task assigned to this resource is shown in the timescale (timescale: The time period indicator at the top of the Gantt views, the Resource Graph view, the Task Usage view, and the Resource Usage view. You can customize it to show up to three tiers that can display various time units: top, middle, and bottom.) portion of the view.
  2. Review the resource rows in the timescale portion of the view.

The timescale shows how much work the resource is assigned to for the time period shown in the timescale. Any work shown in red indicates overallocated work for the resource according to the time period set in the Resource Leveling dialog box, for example Day by Day or Week by Week. Reviewing the work amounts themselves can help you assess whether the overallocation might be acceptable or whether you need to make adjustments.

ShowTip

You can zoom in the time period shown in the timescale (for example, you can change the view from days to hours) by clicking Zoom In Button image. Likewise, you can zoom out the time period (for example, you can change the view from days to weeks) by clicking Zoom Out Button image.

ShowReview the percentage that all resources are allocated

Display and modify the Resource Usage view to see all the resource assignments and their percentage of work allocation in a timesheet. This view shows all assignments by resource and shows how fully these resources are allocated on assigned tasks over time.

  1. On the View menu, click Resource Usage.
  2. On the Format menu, click Detail Styles.
  3. In the Available fields list, click Percent Allocation, and then click Show.
  4. Review the timescale (timescale: The time period indicator at the top of the Gantt views, the Resource Graph view, the Task Usage view, and the Resource Usage view. You can customize it to show up to three tiers that can display various time units: top, middle, and bottom.) portion of the view. In the % Alloc. row that you've just added, you can see the percentage of the resource's total available working time (working time: Hours designated in a resource or project calendar during which work can occur.) that's allocated to assignments for the selected time period. In addition, the timescale portion of the view shows the resource's overallocated work and allocation percentage in red. This enables you to pinpoint exactly when the resource becomes overallocated.

ShowReview individual workloads in the Resource Graph bar chart

Display the Resource Graph view to see a bar chart (chart: A view or part of a view that represents project information graphically. For example, the Gantt Chart view consists of a sheet and a chart pane where tasks are represented as horizontal bars.) of an individual resource's workload. This view quickly shows whether the selected resource is overallocated or underallocated for a specific period of time. You can also see the percentage of units (units: The quantity of a resource assigned to a task. The maximum units is the maximum number of units available for the resource. For example, if you have three plumbers, the maximum units is 300 percent or three plumbers working full-time.) allocated for assignments, along with the resource's maximum unit (maximum units: The maximum percentage or number of units that a resource is available to be scheduled for any tasks. The maximum units value indicates the highest capacity at which the resource is available for work; the default value is 100 percent.) availability.

  1. On the View menu, click Resource Graph.
  2. Review the name of the first resource in the Resource Graph view.

If the resource name is red, the resource is overallocated. Resources listed in black are allocated (allocation: The percentage of a resource's capacity that is designated for a specific assignment.) just at or under full capacity.

  1. Review the bar chart to see the level of overallocation and underallocation.

Blue bars (by default) indicate the amount of allocated work that is at or below the resource's maximum unit (maximum units: The maximum percentage or number of units that a resource is available to be scheduled for any tasks. The maximum units value indicates the highest capacity at which the resource is available for work; the default value is 100 percent.) and working time (working time: Hours designated in a resource or project calendar during which work can occur.) availability for that time period. Red bars (by default) indicate that the resource is overallocated according to the time period set in the Resource Leveling dialog box (Day by Day or Week by Week, for example), and show the amount of allocated work that is above the resource's maximum availability for the period.

  1. Review the highest allocation percentages that occur in the time period shown, that is, the peak units (peak units: The highest level at which a resource is scheduled for all assigned tasks during a given period of time. Peak units are expressed as a percentage, number of units, or consumption rate.) for the resource in the time period.

Peak units are listed at the bottom of the graph.

  1. Press PAGE DOWN or use the scroll bar or arrow keys to view the graph for the next resource.

ShowTips

  • You can change the information presented and the colors and patterns used in the Resource Graph. On the Format menu, click Bar Styles.
  • As you assign resources, you can also view a graph of resource overallocations and future availability. While in a task sheet, click Assign Resources Button image. Select the resource whose availability information you want to review, and then click Graphs.
  • To see resource overallocations and availability across projects, from Project Web Access, click Resources, click View Resources, and then click View Availability.
  • You can zoom in the time period shown in the timescale (for example, from days to hours) by clicking Zoom In Button image. Likewise, you can zoom out the time period (for example, you can change the view from days to weeks) by clicking Zoom Out Button image.

ShowReview resource, task, and assignment information in the Resource Allocation combination view

Display the Resource Allocation view to see a combination of the Resource Usage view and the Gantt chart. Use this view to see details about the resources, assignments, and tasks, all in a single view.

  1. On the View menu, click More Views.
  2. Click Resource Allocation and then click Apply.
  3. In the Resource Usage portion of the view, click the name of the resource whose task details you want to view. All tasks assigned to that resource appear in the Gantt Chart in the lower pane, along with all associated task information.
  4. In the Resource Usage portion of the view, click the name of an individual assignment whose task details you want to view. Task information for that assignment appears in the Gantt Chart in the lower pane.

ShowTip

In the Resource Usage portion of the view, you can zoom in the time period shown in the timescale (for example, from days to hours) by clicking Zoom In Button image. Likewise, you can zoom out the time period (for example, you can change the view from days to weeks) by clicking Zoom Out Button image. When you change the timescale for the Resource Usage portion of the view, the timescale for the Gantt Chart also changes to match.

ShowFind resources who are overallocated

Check for overallocated resources if you want to focus on resources who have too much work assigned for the resource time available. Finding overallocations can help you determine whether certain tasks are at risk of being late or if certain resources are at risk of burnout. You can decide whether to level (leveling: Resolving resource conflicts or overallocations by delaying or splitting certain tasks. When Project levels a resource, its selected assignments are distributed and rescheduled.) resources or reassign tasks to other resources.

ShowSee a list of overallocated resources

You can see a list of only those resources that are overallocated by displaying the Resource Sheet or Resource Usage view and filtering (filter: Specifies which task or resource information should be displayed or highlighted in a view. For example, when you apply the Critical filter, only critical tasks are displayed.) for overallocated resources.

  1. On the View menu, click Resource Sheet or Resource Usage.
  2. In the view, click Filter, and then click Overallocated Resources.
  3. To see all resources again, click Filter, and then click All Resources.

 Note   Even without filtering for overallocated resources, you can easily see which resources are overallocated because their names are shown in red in any resource view (resource view: A view that displays resource information. Resource views include the Resource Sheet, the Resource Graph, the Resource Usage, and the resource forms views.). Also, in the Resource Sheet and Resource Usage views, an indicator (indicators: Small icons representing information for a task or resource that are displayed in the Indicators field. The Indicators field is located to the right of the ID field and appears in a number of tables.) Resource leveling indicator appears in the indicator field (indicators field: A field containing a graphical indicator that provides information about the state of an assignment, resource, or task. For example, a check mark indicator shows that a task is completed.) suggesting that overallocated resources be leveled.

ShowSee the list of resources grouped by overallocation

In the Resource Sheet or Resource Usage view, you can group (group: To combine or rearrange tasks or resources in a project according to specific criteria, for example, task duration, priority, resource overallocation, or finish date; do not confuse this with the Group field, which is a resource field.) resources that are overallocated. You can also group resources by their peak units (peak units: The highest level at which a resource is scheduled for all assigned tasks during a given period of time. Peak units are expressed as a percentage, number of units, or consumption rate.), which indicate their maximum percentage allocation on assignments during the project. Reviewing overallocated resources by the extent of their overallocations can help you focus on the most overallocated resources first.

  1. On the View menu, click Resource Sheet or Resource Usage.
  2. On the Project menu, point to Group by, and then click Customize Group By.
  3. In the Field Name box, click Overallocated.
  4. In the Order box, click Ascending or Descending.

If you click Ascending, the group of resources that are not overallocated appears first and the group of overallocated resources appears second.

  1. If you want to do a nested grouping of peak units, click the Then by box, and then click Peak Units.
  2. To save this grouping, click Save. Give the grouping a name, and indicate whether you want the grouping to show in the Group by menu by selecting the Show in menu check box. Click OK to close the Save Group dialog box.

The view is grouped according to your specifications. Any resource with any assignment exceeding 100 percent of peak units any time during the project is grouped under Overallocated: Yes. If you specified a nested grouping of peak units, you might have additional groupings under headings such as Peak: 200%, Peak: 300%, and so on.

  1. To see resources listed in their original order in the Group by box, click No Group.

ShowReview individual overallocations in the Resource Graph bar chart

Display and modify the Resource Graph view to see a bar chart of an individual resource's workload. This view quickly shows whether the selected resource is overallocated for a specific period of time. You can also see the percentage of units (units: The quantity of a resource assigned to a task. The maximum units is the maximum number of units available for the resource. For example, if you have three plumbers, the maximum units is 300 percent or three plumbers working full-time.) allocated for assignments, which shows the extent of any overallocation by time period.

  1. On the View menu, click Resource Graph.

The Resource Graph appears.

  1. On the Format menu, point to Details, and then click Overallocation.
  2. For the selected resource, review the amount of overallocated work shown in the bar chart. Scroll left and right through the timescale (timescale: The time period indicator at the top of the Gantt views, the Resource Graph view, the Task Usage view, and the Resource Usage view. You can customize it to show up to three tiers that can display various time units: top, middle, and bottom.) to see overallocations in different periods of time.
  3. Review the amount of overallocated work for the resource at the bottom of the graph (graph: A view [such as the Resource Graph] that presents schedule information graphically.).
  4. Press PAGE DOWN or use the scroll bar or arrow keys to move to the next overallocated resource.

ShowTips

ShowSee overallocations in the Resource Usage timesheet view

Display and modify the Resource Usage view to see the details for any overallocations, including specific assignments (assignment: A specific resource that is assigned to a particular task.), amount of work, and time periods in which the overallocations are found. This view shows all assignments by resource, and shows how these assignments are scheduled over time. You can also use the Resource Usage view to adjust assignment work amounts to alleviate overallocations.

  1. On the View menu, click Resource Usage.

The Resource Usage view appears.

  1. On the Format menu, point to Details, and then click Overallocation.

The Overalloc. row is added to the timescale (timescale: The time period indicator at the top of the Gantt views, the Resource Graph view, the Task Usage view, and the Resource Usage view. You can customize it to show up to three tiers that can display various time units: top, middle, and bottom.) portion of the view.

  1. Review the amount of work that represents the overallocation for each time period.

ShowTip

You can zoom in the time period shown in the timescale (for example, from days to hours) by clicking Zoom In Button image. Likewise, you can zoom out the time period (for example, you can change the view from days to weeks) by clicking Zoom Out Button image.

ShowFind the next overallocation in a task view

Task views (task view: A view that displays task information. Task views include three task forms; examples include Calendar, Detail Gantt, Gantt Chart, Milestone Rollup, PA_PERT Entry Sheet, Task Entry, Relationship Diagram, Task Sheet, and Task Usage.) don't show overallocations in red the way that resource views do. If you're working in a task view, you can step through each task that has resource overallocations.

  1. While in any task view such as the Gantt Chart or Network Diagram, on the View menu, point to Toolbars, and then click Resource Management.
  2. On the Resource Management toolbar (toolbar: A bar with buttons and options used to carry out commands. To display a toolbar, point to Toolbars on the View menu, and then click the toolbar you want. To see more buttons, click Toolbar Options at the end of the toolbar.), click Go To Next Overallocation Button image.

ShowPrint the Overallocated Resources report

You can print a report (report: A format in which you can print schedule information that is appropriate for the intended recipients. You can use the predefined reports provided by Project or create custom reports.) that lists all overallocated resources in the project.

  1. On the View menu, click Reports.
  2. In the Reports dialog box, click Assignments, and then click Select.
  3. Click Overallocated Resources, and then click Select.

The report is sent to the printer.

ShowFind resources with available time

You might need to find resources in the project with available time if you have other resources who are overallocated and you want to look for resources with available time so you can distribute the workload more evenly. This is also useful if there are additional unassigned tasks and you want to find out who's available to take on more work.

ShowFind resources with available time using the Resource Graph bar chart

Display and modify the Resource Graph view to see a bar chart of an individual resource's workload. You can review information about one underallocated resource at a time in the Resource Graph view. You can see the amount of available work by time period.

  1. On the View menu, click Resource Graph.

The Resource Graph appears.

  1. On the Format menu, point to Details, and then click Work Availability.
  2. For the selected resource, review the amount of available work shown in the bar chart. Scroll through the timescale (timescale: The time period indicator at the top of the Gantt views, the Resource Graph view, the Task Usage view, and the Resource Usage view. You can customize it to show up to three tiers that can display various time units: top, middle, and bottom.) to see underallocations at different periods of time.
  3. Review the amount of available time for the resource at the bottom of the graph (graph: A view [such as the Resource Graph] that presents schedule information graphically.).
  4. Press PAGE DOWN or use the scroll bar or arrow keys to move to the next resource with available time.

ShowTip

You can zoom in the time period shown in the timescale (for example, from days to hours) by clicking Zoom In Button image. Likewise, you can zoom out the time period (for example, you can change the view from days to weeks) by clicking Zoom Out Button image.

ShowFind resources with available time in the Resource Usage timesheet view

Display and modify the Resource Usage view to see the amount of time (hours, days, or weeks) that a resource is available for additional assignments (assignment: A specific resource that is assigned to a particular task.). You can also use this view to redistribute work from overallocated resources to underallocated ones.

  1. On the View menu, click Resource Usage.

The Resource Usage view appears.

  1. On the Format menu, point to Details, and then click Remaining Availability.
  2. In the Rem. Avail. (remaining availability) row, review the amount of work that represents remaining availability, or underallocation, for each time period.

ShowTip

You can zoom in the time period shown in the timescale (timescale: The time period indicator at the top of the Gantt views, the Resource Graph view, the Task Usage view, and the Resource Usage view. You can customize it to show up to three tiers that can display various time units: top, middle, and bottom.) (for example, from days to hours) by clicking Zoom In Button image. Likewise, you can zoom out the time period (for example, you can change the view from days to weeks) by clicking Zoom Out Button image.

 Note   In many resource views, overallocated resources are shown in red. This overallocation flag is based on the time period set in the Resource Leveling dialog box, for example, Day by Day or Week by Week. In resource sheets, the indicator field (indicators field: A field containing a graphical indicator that provides information about the state of an assignment, resource, or task. For example, a check mark indicator shows that a task is completed.) for overallocated resources also includes the Resource leveling indicator indicator (indicators: Small icons representing information for a task or resource that are displayed in the Indicators field. The Indicators field is located to the right of the ID field and appears in a number of tables.), which recommends that the resource be leveled (leveling: Resolving resource conflicts or overallocations by delaying or splitting certain tasks. When Project levels a resource, its selected assignments are distributed and rescheduled.). Check the indicator and review the task assignments to assess whether the overallocation might be acceptable. For example, suppose two tasks have a duration of four hours and start and finish at the same time. If you assign both tasks to Bob, he is technically overallocated, because during that four-hour span of the two tasks, Bob is working at 200¬†percent. However, if leveling is set to a day-by-day basis, Bob would not need to be leveled, because during the day's time, he doesn't exceed his total eight-hour capacity to work.

 
 
Applies to:
Project 2003