A. Look at the Resource Sheet and Gantt Entry View Sheet to see what and where resources are over allocated.

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1 Microsoft Project Pro Steps to completing Project Pro Assignments PART B. (These instructions include all you need to know about adjusting your project in Microsoft Project Pro 2013 and may include instructions that is not part of your assignment. Check the textbook instructions and schedule instructions for what you need to do for the particular assignment before proceeding.) I. Resource Leveling A. Look at the Resource Sheet and Gantt Entry View Sheet to see what and where resources are over allocated. On the Resource Sheet: Gantt>Resource Sheet. Then you get the Resource Sheet. Those Resource Names in red are those resources considered overallocated. Overallocated results of assigning more tasks to a resource than the resource can accomplish in the working time available.

2 To see which tasks have overallocated resources assigned to them: Gantt>Gantt Chart; making sure you are in the Entry View sheet. Where you see the red people on the Gantt Entry View Sheet represents a task that has overallocated resources assigned to that task. B. How to Level Within Slack. This technique is used to try to delay start of tasks using their slack times available so that resources assigned are free up to work on other tasks. Doing this may or may not eliminate some or all of the overallocated resources and therefore get rid of the red people on the Gantt Sheet. You may also see the durations that you typed in for each task change or double (for our purposes make sure after you level that you change the durations back to their original amounts). NOTE: Always check both the Resource Sheet and Gantt Sheet when working on Resource Leveling. Step 1: Click on Resource Tab: Step 2: Click on Leveling Options. Resource Leveling Box opens up. Step 3: Make sure Manual is checked, Clear Leveling is checked, Entire Project is checked, Check Leveling within slack only. Step 4: Click Level All Step 5: If you see another box come up, Click Skip All. Step 6: Go to your Resource Sheet to see if any of the red Resources are now black. (if nothing changed, do not worry, just means even delaying start of a task that has slack still does not easy the overworking the resources)

3 STEP 2: STEP 3: STEP 4: STEP 5: C. How to Level Outside of Slack. Here using this technique, leveling will extend the duration of the project. You may also see the durations that you typed in for each task change or double (for our purposes make sure after you level that you change the durations back to their original amounts). Leveling may or may not

4 eliminate some or all of the overallocated resources and therefore get rid of the red people on the Gantt Sheet. NOTE: Always check both the Resource Sheet and Gantt Sheet when working on Resource Leveling. Step 1: Click on Resource Tab: Step 2: Click on Leveling Options. Resource Leveling Box opens up. Step 3: Make sure Manual is checked, Clear Leveling is checked, Entire Project is checked, and Check Leveling can adjust individual assignments on a task. Step 4: Click Level All Step 5: If you see another box come up, Click Skip All. Step 6: Go to your Resource Sheet to see if any of the red Resources are now black. (if nothing changed, do not worry, just means leveling and working with existing resource pool will not work in this instance.) II. Assigning additional resources to project to further work to getting rid of overallocation of resources. A. If you are allowed to hire internal teams or individuals then: 1. Go to Resource Sheet and increase the number or percentage under the Max units column. (only where shows an overallocated resource)(see figure below) Note: be careful in increasing the number of internal resources available. You may be limited on how many times you can increase or you may be limited by budget. 2. The software will redistribute after you changed the Max units you have to work with. Do not attempt to change the assigned resources on the Gantt Entry View Sheet. (In the Gantt Entry sheet you are telling the software how many teams or individuals you want assigned to a particular task while on the Resource sheet you are telling the software how many teams or individuals you have available in your resource pool to pull from for the assignments.)

5 B. If you are allowed to hire external teams or individuals: 1. First you have to enter the new resource in the resource sheet under a different name and it will probably have a different Std. Rate. You always want to pay attention to Cost, so you want to hire as few external as possible so start out with 1 or 100%. You can always hire more. EXTERNAL RESOURCE6 1 $110/HR 2. Once you have added the external team or individual to the available resource pool, then go to the Gantt Entry View Sheet and assign it to a task that shows a red person along side of it, making sure your external team matches to internal team (i.e., Marketing to external marketing, Engineer to external engineer, etc.). When you add an external team or individual to a task then decrease the internal team or individual in the same amount (add 1 or 100% external then decrease 1 or 100% of the internal). If that does not make a difference (the red person is still showing) then go back into the same task and try deleting the internal team or individual off completely. Before Assigning External Industrial team: After adding External Industrial to Product Design and deleting Internal Industrial team: 3. At this stage of trying to adjust resources so that no overallocated resources are showing is a trail-and-error steps. Just keep trying, a step at a time. C. If your only options is to only work with the resource pool you have, then you go to the Gantt Entry View Sheet: 1. Decrease the number or percentage of resource assigned to the task. (You are only working with those tasks showing red people on sheet and those resources still in red on Resource Sheet.)

6 2. And/or delete a resource and assume the other resource assigned can do the job alone. 3. Never - delete all the resources assigned to a task. Your duration for the task will change to zero and overall duration of project will change as well. This would indicate you are not doing the task which indicates you cannot complete the project.

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