Schedule Leveling Tips and Tricks MS Project Professional 2010

Schedule Leveling Tips and Tricks

MS Project Professional 2010Lloyd C. Miller III, PMP

Director of Delivery Assurance

2

Agenda

What, Where, When & WhyUnderstanding the OptionsConsidering Different Views / ReportsTips & TricksQuestions / Demonstration (as time

permits)

3

What, Where, When & Why What: (it does and doesn’t do)

• It does not reassign “Tasks” or “Units” and does not change “Work” amounts

• Levels only “Committed”, “Work” and “Generic” resources• Levels “Proposed” resources only if “Level resources with proposed

booking type” option has been selected• Does not level “Material” or “Cost” resources

Material and Cost resources affect only project costs, not the schedule• Start/Finish dates will change due to delays/splits based on

resource availability Where: (it’s used best)

• Primarily used in projects where resources are the most important priority

• Cost and schedule are secondary priorities

4

What, Where, When & Why When: (it’s activated)

• First checks each “Resource” for overallocations• Then, finds “Tasks” associated with overallocations and identifies

which ones can be delayed• Finally, levels based on “Leveling Order” option selected• Does not delay “Tasks” if:

A constraint of “Must Start On” or “Must Finish On” exists A constraint of “As Late As Possible” exists, IF the project is being

scheduled from the “Start” date. A constraint of “As Soon As Possible” exists, IF the project is being

scheduled from the “Finish” date. A “Priority” of 1000 is set (default = 500), meaning do not level this task. An actual start date exists but will split remaining work if “Leveling can

create splits in remaining work” check box is selected in the “Resource Leveling” dialog box (Resource/Level/Leveling Options)

5

What, Where, When & Why Why: (Triple Constraint Impact)

• Minimizes risks/disruptions due to over allocationScope Adjustment: poor quality or scope reductionSchedule: missed deadlines/rework – schedule delaysCost Adjustment: lower productivity to rectify the above risks

• Balances the work of a project based on resource assignmentScope Adjustment: add/remove tasks – resource utilizationSchedule Adjustment: split/delay tasks – resource availabilityCost Adjustment: add/remove/extend resources

• Re-allocates resources to optimum usage without burning out resources

• Scope is defined more precisely, based on actual project limitations

6

Understanding the Options

Max Units Field(Shows on Resource Sheet as “Max Units”)

Booking Type:(Only levels “Committed” resources unless the “Proposed” resource option is selected)

Type:(Only levels “Work” resources)

(Only levels “Generic” resources)

7

Resource Leveling Toolbar (2007 – Gone):

Resource Ribbon now contains Leveling Toolbar Features (2010)

Clear Leveling(entire project or selected tasks)

Levels Selected Tasks(active once 2 or more tasks are

selected)

Levels Tasks for Selected Resources

Levels Entire Project


Let’s look at “Leveling Options”

8

Understanding the OptionsNew in PS2010

Replaces the old “Level Now” button.

This represents new functionality in PS2010

and is used to level “ALL” resources at the

same time.

Let’s discuss each option setting.

9

Automatic vs. Manual:• Automatic - Not Recommended

Levels as soon as there is a change in a task or resourceAssumes “Calculation” option is set to “On” in “Schedule”Typically degrades MS Project performanceWhen applied, will level ALL overallocated resources in ALL open projects

without asking permission• Manual (Default) - Recommended

Levels only when “Level All” or “Level Now” buttons are selectedAssumes “Calculation” option is set to “On” in “Schedule”

• Use to be the old “Automatic Calculation” option in MS Project 2007)

• Note: If the “Calculation” mode is set to “Off” (File/Options/Schedule/Calculation), neither of the above leveling options will work until the “Calculate Project” button (Project/Schedule) is manually selected.


10

Look for overallocations on a Day by Day basis: (Default)• Establishes the point you want leveling to intervene• Week by Week is Recommended smallest interval• Time periods are based on settings within individual resource

calendars first and then “Max Units” (Resource Sheet or Resource Information)

Clear leveling values before leveling: (Default-Checked)• All leveling delays previously entered (automatic/manual) are

cleared before the next leveling actionClear the box if using Automatic Leveling to improve performance,

otherwise Recommend leaving checked.If “Priority” options were changed to “1000”, then leveling changes will

not change back to original settings (More discussion later)


11

Level entire project: (Default)• Levels all tasks in a project over the entire project duration

Level – From/To:• Levels only those tasks within the From/To range• Use to be Primary way to do task selection for leveling

New PS2010 “Task Inspector” offers new task capabilities without jumping to this menu area (Discussed later)

• For large project schedules, this option is Recommended, but this is a personal preference


12

Leveling Order: (Three Options)• Standard (Default)

Task RelationshipSlackStart DatePriorityConstraint

• ID OnlyTask ID

• Same as left most column – bottom up leveling

• Always starts with the higher ID number

Leveling Order:• Priority, Standard (Recommended)PriorityTask RelationshipsSlackStart DateConstraint

The above option forces MS Project to first consider the “Priority” number --- easiest method to control leveling function on a task-by-task basis --- let’s look closer.


13

More on Priorities Priorities are used to restrict/focus leveling activities Priority Range: 0 (lowest) to 1000 (highest) Priority Default for Tasks: 500 Priorities Set to 1000:

• No resources will be leveled• No splits or leveling delays will be applied• Used for critical tasks you never want to change w/leveling• Used to “lock in” leveling changes you like during the leveling

process Priorities Set to 100:

• Tasks that have more flexibility as to start/finish dates• MS Project will focus change to these tasks first

14

Level only within available slack (Default-not checked)• Used if you do not want to push out the project finish date• Assumes slack exists – if it doesn’t few or no changes may occur• Recommend first pass with this box checked• If little effect, may need to add resources, cut scope, extend time

line Leveling can adjust individual assignments on a task

(Default-checked)• Allows leveling to adjust a resource working on a task

independently of other resources working on the same task• May create problems based on the task & type/sequence of work• Default setting is Recommended


15

Leveling can create splits in remaining work (Default-checked)• Allows splits to tasks based on remaining work & resource availability• Affects tasks that have not started AND those that have• Default setting is Recommended

Level resources with the proposed booking type (Default-not checked)• Leveling is normally not applied to “proposed” resources only

“committed”• Proposed resources are “tentative” resources that have not yet been

authorized• Proposed resources are different than “Committed” resources• Default setting is Recommended


16

Level manually scheduled tasks (Default-Checked)• Allows leveling to change “Manually” scheduled tasks• No Recommended setting --- personal preference

Help:• Launches Internet help from Microsoft Project 2010 General Help Site

Clear Leveling…:• Clears all manual and tool generated Leveling Delays• Can use “Undo” to reverse mistakes

Level All:• Replaces the MS Project 2007 “Level Now” button (moved to new

location in 2010)• Levels ALL overallocated resources in selected and ALL open MS

Project files• Gives MS Project full control of all leveling functions --- Not

Recommended


17

OK:• Sets any changed options for later use

Cancel:• Closes the Leveling Information Box ignoring any selected changes


18

“Level Resource” Option• Changed in MS Project 2010

Level Now:• Use with manual leveling of resources• Will level resources by delaying/splitting tasks or resource

assignments• New to MS Project 2010, can be used with both task and resource

views.• Allows you to choose all or selected resources


19

“Burning Man” Indicator (All new in MS Project 2010)• Right click to activate the “Task Inspector” sidepane• Use “Repair Options” section to resolve resource overallocations:

“Reschedule Task” button – delays the task to the first available time period that resolves the overallocation

“Team Planner” button – activates that new view in MS Project 2010


20

TEAM PLANNER• New Resource view in MS Project 2010 (Professional only) --- views are

customizable• Analyzes resource assignment information in a graphical display• Shows all resources in the project team, along with assigned and unassigned

tasks • Multiple panes:

Upper Left: Resources w/ Unscheduled Tasks for a resource immediately to the rightUpper Right: Gantt Chart - Assigned Tasks by resourceLower Left: Unassigned tasks sorted by Task IDLower Right: Gantt Chart – current schedule of unassigned tasks

• Uses special color codes to reflect information (RED lines indicate overallocated resources)

• Can use standard leveling tools or drag and drop methods by moving tasks or adding resources

• If you drag a task to a new time period, MS Project will force a SNET constraint that can only be manually removed.

Understanding the OptionsSeparate

Presentation needed on full

use of this view

21

Considering Different Views Resource Usage View: (Resource/View/Resource Usage)

• Overallocated Resource appear in RED• Customize to include appropriate fields: Work, Overallocation, Remaining

Availability• Can use with various “Split” views to manage change more effectively

22

Considering Different Views Resource Graph:

• Displays resource utilization , one resource at a time• Default view: Peak Units Format Others: Format Data Graphs

Single Resource(Red = Over allocated)

% Allocation

Max Resource Units Available

Over Allocation

TimescaleWork Units

23

Considering Different Views Resource Allocation View: (When selecting be sure you are in a

resource view)• Split View: Resource Usage & Leveling Gantt• Displays all resources w/all assigned tasks (more details available)• Leveling Gantt shows tasks of selected resource

24

Considering Different Views Gantt Chart & Resource Graph:

• Task data tables and Resource Overallocations data in a split view

25

Considering Different Views Resource Form w/ Resource Sheet:

• Displays details about the resource selected in the Resource Sheet• Another way to manage resources

Resource Sheet

Resource Form

26

Considering Different Reports Use reports for meetings (Projects/Reports/Assignments)

• Not everyone has access to or knows MS Project• Great for meeting use

Resource Management MeetingsTeam Status MeetingsManagement ReportingProject Review MeetingsAnd more

Run Assignment Related reports within MS Project• Who Does What When Report• Overallocated Resources Report

Run Workload reports within MS Project• Resource Usage Report

Run Visual Reports (Projects/Visual Reports/Assignments)• Resource Availability Report (MS Visio)• Resource Work Availability Report (MS Excel Chart)• Resource Work Summary Report (MS Excel Chart)• And more

27

Considering Different Reports Overallocated Resources report:

• Displays only overallocated resource information• If no overallocated resources – no report is generated

28

Considering Different Reports Resource Work Summary Visual Report:

• Uses an MS Excel column chart to show work and availability to each resource in a project

29

TipWays to level overallocated resources in MS Project 2010:

•Substitute an available resource for the overallocated resource• Increase the availability of overallocated resources (45 hrs per week vs. 40 hrs)

•Schedule overtime for the overallocated resources•Manually delay tasks with overallocated resources•Delay the start of a resource assignment on a task•Adjust project schedule using Task Constraints to eliminate resource assignment conflicts

•Split tasks by interrupting work on task to make resources available for other assignments

•Adjust dependencies and add Lag time•Add resources to an Effort Driven task to shorten the duration of the task•Look for potential overlapping work opportunities and adjust appropriately

•Negotiate with the Project Sponsor or Customer to delay the finish date of the project or to reduce the project’s scope

•USE THE BUILT-IN LEVELING TOOLS IN MS PROJECT 2010TRICK: Using the leveling tool in Project is LAST because of complexity --- First try the other listed techniques on over allocated tasks

30

Task Views vs. Resources Views: • Remember task views, prior to MS Project 2010, do not show over

allocated resources but new in MS Project 2010 you now have that ability

TRICK: Insure the “Indicator” column is visible in the selected Task viewLocate the RED “Burning Man” indicator and “right click” for options to manage overallocated resourcesUse the “Task Inspector” sidepane to select the best options:

* Reschedule Task* Team Planner (new in MS Project 2010)

Tip

31

Tip So you level and you like what you see, but your

concerned that you may clear the “leveling delay” either manually or automatically and loose the changes leveling made. Can you protect this data?

TRICK: Change the priority to 1000 on all changed tasks you like!

Once a task is subsequently set with a priority 1000 (meaning do not level), if you click “Clear Leveling” in the Resource Leveling dialog box, the leveling delay or split is not removed.

32

Tip What is the fastest way to see what leveling has done

to my project schedule.

TRICK: Use the “Leveling Gantt” View

The Leveling Gantt view will show you the results of leveling as well as how much delay leveling has added to tasks.

33

Tip How can I better manage overallocations in projects

that have 500+ tasks?

TRICK: Use “Filtering”

• In a resource view like “Resource Usage”, click “View”, “Filter For”, “Overallocated Resources”.

• Once you identify a resource, you can switch back to a task view like the “Gantt Chart”, click “View”, “Filter For”, “Using Resource” and select from the listed resource names to see their tasks

• Manage the resource using the “Burning Man” option (discussed earlier

34

Tips

After leveling check other possible impacts:• Finish Date• Total Project Costs• Scope Changes• Obtain Formal approval for all leveling changes

35

Questions / Demonstration

Documents

Schedule Leveling Tips and Tricks MS Project Professional 2010