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db8673's avatar
db8673
Copper Contributor
Apr 25, 2023
Solved

How to allocate resources within a group

Hi folks,

 

I have a many months-long project being worked on by a 4-person team. There are hundreds of tasks in this project. I have all the predecessor and successor relationships built and I'm working on assigning resources. My issue is that some of the tasks need to be worked by specific team members, but some of them can be worked by any of the four. I also know that one team member is taking a month-long vacation in the middle of the project and I need to account for that.

 

I previously had created a version where I just created a resource named "Team" and set the max resources to 400%. I can account for the month of vacation easily this way, but this doesn't allow me to assign a specific task to a specific person. Tasks that need to be worked by team member A are thus being scheduled while they are on vacation.

 

I thought about creating individual team member resources in addition to the overall team resource, but that would mean the maximum allocation for the general team resource would fluctuate with time based on how many people are working their own, specific tasks. In other words: I find myself in the situation where team members a, b, c, and d are all working on their own tasks, but then the "Team" resource is also working 4 other tasks at the same time because the "Team" resource doesn't know that a, b, c, and d are already busy...

 

Any thoughts on how I might accomplish what I'm looking to do? Maybe there is a global setting that I could set saying "no more than 4 tasks at a time"? Or is there a way for project to handle individuals as part of a group?

 

Using Project 2019 Professional

 

Thanks in advance for any help!

  • db8673 

    It sounds like you have given good thought to the various options but unfortunately it all boils down to using either a group resource (i.e."Team") or individual resources. Project has no option for an either/or.

     

    I think the best you can do is to use individual resources and then carefully manage assignments. Leveling can help with overallocations but it will not optimize resource usage.

     

    Those are my thoughts, perhaps a colleague will offer other suggestions.

    John

11 Replies

  • John-project's avatar
    John-project
    Silver Contributor

    db8673 

    It sounds like you have given good thought to the various options but unfortunately it all boils down to using either a group resource (i.e."Team") or individual resources. Project has no option for an either/or.

     

    I think the best you can do is to use individual resources and then carefully manage assignments. Leveling can help with overallocations but it will not optimize resource usage.

     

    Those are my thoughts, perhaps a colleague will offer other suggestions.

    John

    • db8673's avatar
      db8673
      Copper Contributor
      Well shucks. Oh well, thank you for the feedback!
      • db8673 --

        As always, John has given you excellent advice, even if it is not what you wanted to hear! HA!

        I have worked with several clients in the past who have faced the same challenge as you. The solution I proposed to them was a methodology that works like this:

        1. Tasks that are more than 30 days in the future should be staffed with Generic resources. The 30-day window is flexible, according to the needs of your organization. You might make it 60 days or even 90 days if that works better.

        2. EVERY task that is 30 days or less from today (or the window you select) should be staffed with named resources.

        This methodology offers the best of both worlds, but it means the PM absolutely MUST be updated the project schedule every week to get an accurate forecast of resource needs.

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