Need help understanding Resource Units

[BastCat]

I'm new to MS Project and the book I have doesn't explain everything. Idiot question time.

I've two test projects that I've entered. They have a shared resource pool. When in the Resource Allocation View, there's a % number that shows up titles "Units". In the Gantt chart, the same % number shows up after the Resource name.

How is MS Project calculating this "Units" number. It's driving me nuts. Both test projects are complete.

What I really want to see is %time spent on a Task vs %time spent on the Project; and %time spent one a project vs all projects.

 

[JulieInMaine]

My guess is you are working with a customized Resource Allocation view -- as the standard view shows Resource Name and Work. If you hover your mouse over the "Units" field, you'll see the real field name -- likely Assignment Units.

If the Assignment units field has been added, you'll see nothing on the Resource row but will see the units of the resource assigned on each assignment line.

The units is normally the maximum units for the resource unless the user has entered different assignment units or forced a recalculation of assignment units.

To show total assignment units add the Peak Units field to the timescaled portion of the view. It will show the highest total assignment for the time period.

I hope this helps.
Julie

 

[BastCat]

Sorry, Task Entry View.

Yes, I've a duration of 13 days, but only 3.5h Resource1(25%), 6.5h Resourse2(19%), 1h Resource3(6%), and 1h Resource4(13%). They work on many projects at the same time, so I'm trying to figure out how much of their time is on one project as compared to all projects.

So, if 12 days is (13*8)=104 which makes 3.5h = 3.37% of 104, which does not help me.

 

[JulieInMaine]

If you want resource allocation information, I'd look at the Resource Usage view from the resource pool file. The Gantt chart view won't be of much help. You can calculate, outside of Project the % of total project work (I would not use duration) that each resource is performing.

You can add the Percent Allocation field to the timescaled value in Resource Usage to view the percent of max that the resource is assigned. Show one project at a time (do not open the other files) to see % of max for each project.

The Remaining availability field may also add some useful information.

 

[BastCat]

I don't see a Percent Allocation field. Maybe it has a different name?

I've attached what I'm seeing, if it helps.

I'll have to load hundreds of finished projects and do time analysis on them. They will all be complete. The data is coming from another source and they are all broken down into the shown task outline.

 

[JulieInMaine]

The percent allocation field is in the timescaled (right side) portion of the Resource usage view. Right click, choose Detail Style and select the field.

I don't see anything attached.

Julie

 

[BastCat]

Ok, I can't attached stuff from my desktop. I'll have to get permission to join mediafire.

I did as you said and added % Allocation. It is blank. I must be really stupid.

 

[JulieInMaine]

Okay. I'm certain you're not stupid - we just seem to be talking around each other.
Let's start from scratch.
What version of Project?
Are you using Project Server?

You said you are working with a resource pool - when you open the project files, are you opening the pool file?

Are you looking at the Resource Usage view in the pool file?

 

[BastCat]

I'm running version 2007 regular. Not Server, Web, or Professional.

Yes, when I open the test project, I click to open the resource pool. I stay in the project and look at the resource pool, but if I need to make changes, I close everything, then open only the resource pool.

I usually use to views: Task Entry view (split screen with Resource Work selected on the bottom. And Gantt view with Resource Work selected on the bottom. I'm working on two projects trying to get everything set up before I load a ton more projects in.

I really need a better book than the one I have. Can you suggest one?

 

[JulieInMaine]

Hi,

Thanks for the additional information. You should see data on the % Allocation line for resources when viewing the Resource Usage view in the pool file.

I don't know which book you have -- what's the title?

 

[BastCat]

Well, % Allocation is blank, so I guess that we need to figure out why.

As for the book - get ready to laugh - Microsoft® Office Project 2007 All-in-One Desk Reference For Dummies. Someone used it before me. I can ask to buy one book, so I better pick a good one.

 

[JulieInMaine]

Okay. Let me know when you can post your files to a skydrive and I'll take a look. Without seeing the files, I can really only guess.

As far as books:

http://projectserverbooks.com/books/ultimatelearningproject2007.aspx

or

http://www.amazon.com/Special-Using...=sr_1_8?s=books&ie=UTF8&qid=1326916767&sr=1-8

 

[BastCat]

Here is the 1st one. - I hope.

 

[BastCat]

Here is the 2nd one.

This is what really confuses me.

Task | Resource Name | Assmnt Units | Start |Finish
Construction | Person 1 | 6% | 6-6-11 | 6-20-11
Construction | Person 2 | 13% | 6-3-11 | 6-3-11

They both worked 1hr, only Person 2 worked it in 1 day. Person 1 worked two 1/2 hour days.

 

[JulieInMaine]

I'm afraid I don't understand from the PDF files. I'm not sure what the question is regarding the first attachment. You have tasks split -- I'm guessing through the recording of actual work and skipping days. This is expected.

The second attachment does not show Person 1 working two 1/2 hour days and doesn't show the dates you report. The Construction-PC task has completely different assignment units and dates. Did you attached the correct file?

I really cannot tell anything from a pdf file -- can you attach the project files?

 

[BastCat]

OK. They normally are linked to a resource pool, but I linked them for posting here.

This is the situation. We will be switching to MS Project. But 1st I have to input 6 months of finished projects and demonstrate how the program works and prepare various analysis reports on the projects.

Every Project Manager works on several projects at once, so they may do an hour here and an hour there, not 8 hrs a day. They coordinate with and keep track of the people who do the actual work.

I need to show how much of their time is spent (%, $ and hourly) on:
1) A task compared to the whole project
2) A task (estimating) compared to that task (estimating) in other projects
3) A project compared to other projects in it's class (not defined here)
4) A project compared to all projects

I hope this is all the info you need.

 

[JulieInMaine]

I understand these are sample projects and are not representative - but a couple of quick comments:
Do not put tasks in your resource pool file.
When viewing the pool file "Test Project One" and looking at the Resource Usage view, I see % Allocations on the Resource line without problem. I'm not sure why you were not seeing this information before. The % Allocation shows where there are assignments, so click on the Resource's name and then use the Scroll to Task button on the Task tab to quickly view the assignments for the selected resource. If you zoom out to show weekly or monthly, this may also help with the % data you were seeking. Bear in mind that % Allocation is % of Max units. So if you have resources at 100% max units it's pretty straight forward. If you have them at 50% max -- and % Allocation shows 100% - it means 100% of 50%.

To get the information that you are seeking, you're likely going to have to take the data out of Project as you cannot refer to different tasks or resources with custom fields.

To address each issue:
Resource time spent on a task compared to the whole project
Create a custom filter in the Resource Usage view to group first by Name and then group the assignments by Project. With the work field visible, this will show total work for the resource (on the Resource group), total work for Project (on the Project assignment line) and then each task in each project underneath. Add the Cost field to the Usage table and that should also give a cost comparison.

A task (estimating) compared to that task (estimating) in other projects.
To compare estimates against actuals you'll need to save a baseline to capture work, duration, and cost estimates. Then track actuals to get the comparison.

If you want to compare tasks across projects, again, a custom group will be needed grouping assignments in the Resource Usage view. The trick is going to be that the tasks have to have the same name in each project and I think that is a low probability unless you work with a standard template for the creation of all projects.

A project compared to other projects in its class (not defined here)
If you use a text field to hold "class" a custom group should show you that information.

A project compared to all projects.
Again, group the Resource Usage view by Name and then group the assignments by Project.

I hope this helps.

I also suggest investing in some good hands on training with MS Project. It is not an intuitive tool and using it correctly will aide greatly in reduction of aggravation and in the generation of meaningful accurate data for management.

 

[BastCat]

First, a quick note, the resource pool for my actual project is an separate file with not task in it.

Real live-person training would be nice, but I'm not getting that anytime soon.

I get the % Allocation. 1hr is 13%, 2hrs is 25%, ...

I still don't get Assignment units. HOW is Project calculating this number. I've spent days trying to figure it out.

I've attached a PP that circles the numbers in question.

 

[JulieInMaine]

I understand the tasks in the pool file -- no trouble.

As to assignment units - what you are seeing in the Assignment Units field added to the Task Usage view (top) as well as visible in the Task Form (bottom) is the highest assignment units throughout the assignment. My guess is initially the resources were assigned at 50%. However, due to actuals being recorded you now see the 13%, 0%, etc.

The % Allocation is % of max. So if you resource's maximum units are 100%, for one day the highest was 13% of the 100%. If the resource's max units is 50%, it is 13% of 50%. From looking at the 50% = 4 hours, I'm guessing the resource's max. units are 100%.

Try zooming out the right side of the Task Usage view until you are seeing weeks. For the first week of the task, Resource 1 worked a total of 1 hour in the 40 hours. The Percent allocation should show 3% (1/40 = .025). Resource 2 worked 7 hours in 40 and the % Allocation should show 18 % (7/40 = .175).

To look at a Resource's allocation - look at the Resource usage view.