Posted on by raywhite

How to: Use MS Project Resource Allocation

This post will help you understand the Resource Graph in Microsoft Project.  The Resource Graph shows a graphical view of when your employees are scheduled to work.  You should also take a look at the Resource Allocation window in Standard Time.  It has additional options to help view scheduled employee hours.

 

Steps to use the Resource Graph:

  1. Create a new task in a blank Microsoft Project file
  2. Enter 4 hours into the duration column and assign the task to your name
  3. Choose View, Resource Graph
  4. Right-click in the graph, and choose Work from the menu
  5. Notice the blue bar representing the hours you entered (it stops at the “4h” line)
  6. Choose View, Gantt Chart to go back to the task view
  7. Create a second task, enter 5 hours, and assign it to you
  8. Choose View, Resource Graph to see the effect
  9. Notice that the blue bar has a red bar on top (this is the over allocated portion)

The previous steps demonstrate two simple principles: a graphical representation shows when employees are scheduled to work, and over-allocated hours are shown in red.  Standard Time takes this a step farther and shows under-allocated time in yellow.

 

Steps to add another resource:

  1. Choose View, Gantt Chart to see your tasks
  2. Add another task, enter some hours, and assign it to another resource
  3. Choose View, Resource Graph to return to the bar graph
  4. Right-click in the legend, and choose Next Resource
  5. Notice that the bar chart changes to show the hours for your second employee

Standard Time allows you to see groups of employees stacked on top of each other.  This lets you see allocated hours for the entire workgroup.

 

Steps to change working hours for a resource:

  1. Right-click on the legend, and choose Resource Information
  2. Click the Working Time tab
  3. Click in the calendar to select a day
  4. Drag the mouse to select multiple days
  5. Change the working hours at the right side (you are overriding the defaults)
  6. Click OK to return to the Resource Graph
  7. Notice that the bars change to reflect your new working hours

Normally, you’ll leave the working hours at 40, and change the start dates of tasks to reschedule them.

 

We hope this has helped.  Feel free to post comments on additional usage techniques!

–ray