How to Set Fixed-Duration Tasks Below 100% Allocation in Microsoft Project
Question details
The user needs to schedule fixed-duration tasks in Microsoft Project where resources are allocated at less than 100% capacity.
- Product
- Microsoft Project
- Device & OS
- not provided
- Scenario
- Scheduling tasks that require only a few hours per week, meaning resources are not dedicated full-time to the task.
- Observed behavior
- Calculating resource allocation accurately for fixed-duration tasks that involve part-time or intermittent work.
Ensure you have the correct view open in Microsoft Project and that your task types are already set to Fixed Duration before adjusting resource allocations.
Adjust Resource Assignment Units for Linear Work
Use this method if the part-time work is spread evenly across the entire duration of the task.
When a resource works a consistent number of hours each day over the task's duration, you can simply adjust their assignment units. This tells Microsoft Project to spread their total effort evenly.
Double-click the specific task in the Gantt Chart view to open the Task Information dialog box.
Navigate to the 'Advanced' tab and ensure the Task Type dropdown is set to 'Fixed Duration'.
Go to the 'Resources' tab and change the 'Units' field to the desired percentage (e.g., 25% or 50%) for the assigned resource, then click OK.
Manually Enter Hours for Intermittent Work
Use this approach when work is not spread evenly, such as a few hours on one day followed by no work on another.
Manage Projects Efficiently with WPS Spreadsheet
While Microsoft Project is great for complex scheduling, WPS Office provides a free, lightweight, and highly compatible alternative for everyday project tracking and Gantt charts using Spreadsheets.
- 1. Download and Install: Download WPS Office Free from the official website and install it on your computer.
- 2. Open a Project Template: Open WPS Spreadsheet, navigate to the Templates section, and search for 'Gantt Chart' or 'Project Tracker'.
- 3. Customize Your Schedule: Input your project tasks, adjust timelines, and allocate resources easily within the familiar spreadsheet interface.
Frequently Asked Questions
Why does Microsoft Project change my task duration when I assign a resource?
This typically happens if your task type is set to 'Fixed Work' or 'Fixed Units' and Effort-Driven scheduling is enabled. To prevent duration changes, always set the task type to 'Fixed Duration' before assigning resources.
What is the difference between Task Usage and Resource Usage views?
Task Usage groups data by tasks, showing which resources are assigned to each task and their allocated hours. Resource Usage groups data by resources, showing all the tasks a specific person is assigned to and their total workload over time.
Can I assign a resource at 0% allocation in Microsoft Project?
Yes, you can assign a resource at 0% allocation. This is often used for milestone approvals or to assign a person responsible for a task without actively allocating work hours to them.
