1 Resource keeps getting over allocated when it isn't!!

[zlehmann]

Hi there,

I'm hoping you guys can help me with a very confusing problem I am having with one of my resources. I have this resource assigned to a 3 month long task, in which she only needs to work 8 hours. The program divides her time up and she's working less than half an hour a day.

But project is saying she's over allocated the whole time!

I've made sure she's on a schedule just like everyone else I have, doesn't seem to matter, still red warnings everywhere. I even tried just deleting the resource and recreating it. I don't understand why every other resource I've assigned to the task works fine, it's just this one that is a problem.

The other funny thing about it is if I go into levelling options and set it to a week by week option, it resolves the problem, but I don't want it set to week by week.

Anyone have any ideas as to what might be happening?

 

[JulieInMaine]

Hello,

What is the resource's max units set at? Given your scenario, her assignment units should be 5% -- is her max at 5% or less?

Overallocation is when the resources assignment units (Peak) exceeds the max units. If this really is the only task the resource is assigned to, the only way she can be overallocated is if her peak is greater than max.

Add the peak units field to the Resource Usage view and see what that value is. Overallocation disappearing when you set leveling calculation to "weeks" indicates that she must be assigned to another task -- perhaps a recurring weekly meeting? -- that is causing the overallocation.

I hope this helps.

Julie

 

[zlehmann]

Thanks Julie!

I went into the resource sheet and added the Max Units column and the Peak column. Her Max Units is set to 100% just like all my other resources, and her Peak is at 4%.

I'm really confused, She's working less than 1 hour a day spread out over a few months, I don't understand how she can be overallocated, especially if she's not book on another task!!

Again when I'm in the Team Planner window, her name is red and only the weekends appear red. Which is odd to me since she is set to the standard calendar like everyone else.

 

[PDQBach]

@zlehmann:

Tools > Options > View-tab and set "date format" to one of the displays that includes the time.

View > Resource Usage

Set the Timescale so that the Bottom Tier is set to Days and Count is set to 1. See, for this resource, which day(s) are in red. Note, too, the Start (which now displays the time) and the Finish (also displaying the time).

View > Gantt and insert the Task Calendar column just to confirm that the task is using "none" as the calendar.

@Julie
Are you the Julie (Microsoft Project MVP)?

 

[JulieInMaine]

Hello zlehmann,

Do you have SP-1 installed? I seem to vaguely remember there being an issue with resources showing as overallocated when they weren't.

Also double click on the resource name and make sure nothing interesting is going on in her availability. Sometimes resource's availability gets contoured and this can cause issues.

@PDQBach - yes. One and the same Do we know each other?

 

[JulieInMaine]

Ah, I think I may have discovered the root of your issue. I'm guessing a couple of things:

You have the long duration task set as elapsed duration -- for example the duration is "30emons" and this is why you have work for the resource on the weekend.

Elapsed duration tasks are one of the exceptions to the rule that resource calendars over ride project calendars. When you express duration in "e" anything (edays, ehours, eweeks, emons) you are using a 24 hour clock 7 days per week and no non-working time.

Project is correctly marking the resource as overallocated because you have scheduled the resource to work on weekends and her calendar doesn't allow weekend work.

Am I close?

Julie

 

[zlehmann]

Thanks for the responses!

Still can't get it to work though. First off I'm running SP3 so I don't think that bug is the issue.

Secondly I made sure all the calendars are set to none, and viewed the resource usage menu, and sure enough there are days on the weekend that are getting hours for some reason.

I couldn't figure out where the settings for elapsed duration would be. Could you give me a hint?

 

[JulieInMaine]

Hi Zlehmann,

What version of Project are you using? I assumed you were using Project 2010 but if you have SP-3 installed -- you must be using Project 2003. However, your mention of "Team Planner" tells me Project 2010.

Elapsed duration tasks will show in the duration field with an "e" showing before the duration measurement.

Have you modified the resource calendar to allow working time on weekends? Is it Actual work you are seeing on weekends or just work?

Julie

 

[zlehmann]

Sorry, it is running on some version of Windows 7, I'm connecting remotely to the computer that uses it so I'm always confusing my systems.

It is project 2010. I don't have any elapsed duration tasks scheduled and the resource calendar is standard, no working on weekend. I'm looking at work, not actual work (haven't had progress inputs yet).

I'm totally stumped. I don't know why it would allocate resources to the weekend this way!

 

[JulieInMaine]

Okay. Do you have any task calendars assigned to the task? Have you manually modified the work? Is the task manually scheduled?

You may be able to upload the file to this forum and I'll take a look.

Julie

 

[zlehmann]

Hmm yeah It's private stuff for the company, they don't want me to post it here.

I don't have any task calendars assigned. I entered the work in hours manually but didn't do anything after that. The subtasks are all manually scheduled but the summary tasks are all automatic.

 

[JulieInMaine]

Well -- I'm stumped. Without seeing the file, I really can't make more better guesses I'm afraid. I've tried experimenting with manually scheduled tasks and I cannot schedule work manually for the weekend.

Sorry I can't be of more help -- but no combination of events as you describe has the resource overallocated.

If the resource's max units are 100% and there are no gaps in the allocation segments (double click on the resource to view "Resource Availability" then I truly do not know what is causing the issue.

Julie

 

[zlehmann]

Ok I'm posting this anyway because I trust you guys, and this is driving me crazy.

So I'm less worried about the overallocated resources at this point, It would be nice to fix but it's not absolutely critical. It IS critical that the actual cost column calculates correctly which it is not doing.

When I try to set the % comp. fields on certain tasks it just doesn't calculate correctly. I think it may have something to do with me not setting up the baseline properly, or not updating the baseline or something.

Julie if you could take a look I would be eternally grateful! I need some serious pro advice. No one in my office uses Project, and they assigned me this task with no experience myself so it has been more than a little frustrating lol.

Thanks again!

 

[JulieInMaine]

Hi,

I've downloaded the file. which resource is the one causing the issue?

The actual costs have little to do with the baseline. the actual costs are based upon the actual work multiplied by the resource rate cost. using % complete would not be my suggestion. Try applying the Tracking table and use Actual and Remaining work or Actual and remaining duration along with the Actual Start date. You've also switched off the option "Actual Costs are calculated by Project" in Project Options - Schedule. With that choice switched off -- project will not calculate actual costs -- it assumes you wish to enter them.

I do see Actual work on July 31, 2011 which is a Sunday. That seems to show as the Overallocation for the few resources whose peak units are less than max units.

A couple of other comments -- you've assigned your resources to a custom calendar -- but your project calendar is still "Standard". While resource calendars do over-ride project calendars -- if everyone is working on the custom calendar -- set the project calendar to the same.

I hope this helps.

Julie

 

[zlehmann]

JulieInMaine is my hero!

That's pretty embarrassing that I set that option off and then spent hours trying to figure out why it wasn't calculating :blush:.

Oddly enough it still didn't calculate the actual work values until I changed the project calendar to the one all the resources were set to.

The scheduled hours on Saturdays is still an issue. I don't understand why it would set any hours to the weekend when the calendar explicitly tells it not to? Do you have any ideas for what might be causing that to happen?

I understand that using the percent complete is not the ideal way to set this up, but unfortunately the way the company tracks it's billable time, this is the only way I can get any kind of reasonable estimate without spending days sifting through unorganized excel files.

p.s. whereabouts in Maine are you? I went to college up near Waterville, and my girlfriend's parents live in South Berwick. I love it up there!

 

[JulieInMaine]

The hours on Saturday are coming from Actual work -- supplied by tracking. Usually Project will not schedule work during non-working time. However, actual work over rides scheduled work. So, somehow actual work was entered in to the Saturday.

You're welcome for the assistance. I am in Portland about 1.5 hours south of Waterville but north east of South Berwick.

Julie

 

[zlehmann]

Ok so an update on this.

I found out that the Field Tech position I have was somehow scheduled for a night shift. I fixed that, but it didn't change how their work is distributed through the course of the project. I tried leveling him as well but that didn't seem to do anything.

Is there any other suggestions for having Project recalculate the distribution of someone's assigned work hours?

 

[JulieInMaine]

Changing a resource's calendar after actuals have been recorded won't change anything.

At this point the overallocation is really not work paying any attention to. Set the leveling calculation to Week by week.

Resource leveling will not ever redistribute work. It merely delays assignments until peak is less than or equal to max.

Julie