Resources Overallocation is so threatening that even the most optimized project schedule has a hidden threat of resource over-allocation. Your task logic can be perfect, you have proper resources, duration estimates, but when your critical resources are being overloaded, then your project is at risk. The schedule will not work without sufficient manpower or equipment, no matter how well it is designed. Microsoft Project also includes a provision to assist the project managers in recognizing the over-allocated resources and examining the scope of the issue.
In this blog post, you will find the way to explore resource over-allocation using Microsoft Project in order to make a better decision and keep your project running in the right direction.
Why is Resource Over-Allocation a Serious Scheduling Issue?
You can design your activities correctly, connect them with logical requirements, and assign them the correct time to perform. However, it all breaks down in case your resources are supposed to be greater than their ability. Overallocation of resources will lead to:
Missed deadlines because of burnout or other unavoidable time wastes.
Additional costs from overtime, rework, or adding backup resources.
Bottlenecks on the critical path.
Team stress and poor morale.
False project reports that cause mistrust among the stakeholders.
Skilled labor is not available in large numbers in most projects, particularly in construction. When you have your NDE Crew, Project Engineer, or QA Inspector to be at two places at the same time, you are already starting on the wrong foot.
You must be able to diagnose the problem and adjust your schedule, or seek extra resources, before you can adjust your schedule.
How to Identify Resource Over-Allocation in Microsoft Project?
We’ll walk you through this process with Microsoft Project. It is important to be able to see where resources have been stretched too far.
Step1: Open Your Project and switch to the Resource Graph View
Click on the tab View.
Select More Views from the dropdown menu under Gantt Chart.
Choose Resource Graph.
The graph shows the workload of each resource over time.
Step2: Configure the Resource Graph to Show “Work”
The Resource Graph defaults to showing units, costs, or actual hours of work.
Click anywhere on the Resource Graph.
Then click “Work.”
Microsoft Project will now show the number of hours per day that each resource is scheduled to work. This information can be critical in identifying overloads.
Step 3: Show the Split View
Open a separate window to see the tasks and resource loads at once.
Click on the Resource graph with your right-click.
Select “Show Split.”
Microsoft Project displays the task information or another view in the lower pane, such as a Gantt chart or Resource Form. The dual-view allows you to see which tasks are contributing to the Overallocation.
Step 4: Add the Gantt Chart to the Bottom Pane
Switch the Gantt Chart to a lower view for a better understanding of the impact on scheduling.
Right-click in the lower panel.
Choose “Gantt Charts” in the menu.
You can now see the Task Schedule at the bottom and the Resource graph at the top.
Step 5: Find the Resource Over-Allocated
Use the arrow keys or the page button at the bottom-right corner of the graph to navigate through the resources.
Here you can see:
Red bars that indicate overallocation.
Increased work hours beyond the 8-hour standard day.
Key resources such as “NDE Crew 2”, with an abnormal workload.
If your ‘’NDE Crew 2’’ shows 15 hours per day of work, this is a red flag.
Step 6: Adjust the Timescale
The Resource Graph can display the data by default in a weekly format. The graph can hide overloads.
Click on the dates above the Resource graph.
Click Timescale.
Change the bottom tier units to days.
You can now see the daily values of your workload instead of the weekly summary.
Step 7: Analyze the Daily Effort of the Resource
Review the workload of each resource now that you are in daily view:
Red bars show over-allocation.
If you are able to work less than 8 hours per day, or flat bars can be acceptable.
A day that exceeds the Max Units is problematic.
‘’NDE Crew’’ are assigned 3 tasks that overlap over 3 days. The daily workload adds up to 15 hours/day. It is not feasible unless the workers work in two shifts, which was never planned.
Microsoft Project won’t prevent you from making this schedule, but it will warn you in a visual way if you have defined the working time and maximum units correctly.
How Microsoft Project Highlights Over-Allocation?
Microsoft Project flags excessive allocations automatically:
Resource graph with red bars.
The Indicators column has red symbols.
Task Inspector warns of conflicts when they occur.
Visual cues can help you spot problems before they affect your schedule.
The Common Causes for Resource Overallocation
You can fix the problem more effectively if you understand why there is over-allocation.
Manual Assignments: Add resources manually without verifying their availability.
Incorrect Task Logic: Parallel tasks are assigned to the same individual.
The wrong resource calendars: Do not account for part-time or holiday availability.
The max units setting is missing: This does not limit the amount of work that a particular resource can do.
The Ignorance of Resource Leveling.
What You Should Do Before Leveling of Resources?
The result of adding team members or resource levels without proper planning can be disastrous. It is important to:
Identify overallocation of resources.
Determine the tasks that are causing your issue.
Recognize if the allocation is too high, it may be on a critical path.
Examine how the fixing could affect the schedule.
This is the only way to maintain both your budget and timeline is by implementing an effective strategy.
Useful Tips for Investigating Resource Demand
For better precision, always adjust your time scale to days.
Max Units is a field that defines resource capacity.
Prioritize critical resources.
Stakeholder Reports with Documentation and Screenshots.
Use the Task Usage View for deeper analysis.
How Do You Proceed After Identifying Over-Allocations?
You can take several steps once you confirm over-allocation:
Delay non-critical activities to reduce the overlap.
Use alternate or backup resources.
Use resource leveling; it may be either auto or manual.
Divide the task into smaller pieces and assign them.
Change your working schedule or calendar carefully.
Additional resources can be negotiated with the functional manager.
Common Mistakes When Addressing Over-Allocation
Even the most experienced of PMs make mistakes. Be on the lookout for these common mistakes.
The consequences of delaying tasks and not understanding the reasons for overallocation of resources can be more serious. Often, the true reasons can be issues like missing constraints or incorrect calendars, as well as wrong dependencies. Before making any schedule adjustments in Microsoft Project, always investigate the cause.
Automatic resource leveling is a simple solution, but in reality, it could cause your project to be delayed or disrupted by shifting task dates. If left unchecked, it can extend the duration of your project or change its critical path. Always review the impact of leveling on your schedule.
The result of assigning part-time work to full-time members is unrealistic deadlines. Microsoft Project uses accurate settings for Max Units, Working Time, and other parameters to avoid overallocation. Align your resource calendars to actual availability in order to maintain the integrity of schedules.
You can affect the critical path of a project by making any changes to correct over-allocation. Even small adjustments or delays can shift key milestones. Always recalculate the critical path after resolving any resource concerns. This will help you avoid scheduling risks.
Wrapping Up:
Over-allocation of resources is the leading cause of delays in projects across industries. Overallocation can cause even the best-planned and most optimized schedule to fail. Microsoft Project offers powerful tools, such as the Resource Graph and Task Usage View, to identify these problems and fix them early. It is important to make it a regular habit of reviewing workloads, particularly for key resources. This will improve the reliability and performance of your project.
Leopard Project Controls specializes in helping teams resolve scheduling issues that are resource-related. Our experts have over 20 years experience in project control, construction scheduling, and delay analysis. They can help you audit your schedule and recommend leveling strategies and recovery plans. Our consultants can help you manage your resources efficiently, whether your project is managed with Primavera P6 or Microsoft Project.
