1. Define resource availabilities (the resource pool)

In Microsoft Project, resource availabilities must be defined in the Resource Sheet before they can be assigned to tasks, so this must be step 1. Later, adjustments may be made based on the resources that are actually committed to work on your project.

2. Define resource requirements for each task

Resources and the quantity needed are assigned to each schedule task. Partial resource assignments are often made for many of the tasks. This means that a resource is working part-time on the task (e.g. 50% means working half-time on the task).

3. Aggregate total resource requirements across time

Once resources are assigned to tasks in a schedule model, we know the timing of the requirements based on the dates calculated from CPM. We are then able to sum up a total requirement for each type of resource during various time windows.

4. Compare availability to requirement

Once requirements and availabilities are known, we are able to compare them to find any gaps. There may be time periods where there is more requirement than availability (overloads) and time periods where there is more availability than requirement (underloads). Overloads will cause tasks not to be performed when they are planned and may cause our schedule to slip. Underloads mean there are resources with no tasks to do, therefore resources are not being effectively utilized and money is being wasted.

5. Level and modify availabilities where possible

We will try to resource level our work as much as possible. This is typically done by considering delaying tasks that have positive Total Slack.

After the resources have been leveled as much as is practical with the resources that are committed to your project, there may still be gaps. You may try to negotiate for additional resources complete the project on time.

6. Assess schedule impact and adjust the plan

If you have obtained all of the resource that you can can for the project and there are still overallocations, you must determine the impact to the scheduled dates of your tasks and determine the effect on the completion date of the project. This information should be communicated to the Sponsor, customer, and other key stakeholders.

We will cover each of these steps in detail in the following lessons.