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How to Vary Resource Allocation in a Microsoft Project Task
Question details
The user needs to assign different daily work levels (hours) to a resource over the duration of a single task, rather than applying a single overall allocation percentage.
- Product
- Microsoft Project
- Device & OS
- Desktop
- Scenario
- Customizing the daily effort and work hours of a resource for a specific project task to reflect uneven workloads.
- Observed behavior
- Changing the allocation percentage for the latter part of a fixed-duration task automatically sets the first part of the task to 0%. The user is unable to easily contour the work using basic percentage edits.
Ensure that your task is configured properly (e.g., avoid strict fixed-duration constraints if they interfere with workload recalculations). Using the timephased grid is the most accurate way to contour work.
Edit Timephased Work in the Task Usage View
The most reliable method to vary daily resource allocation is to switch to the Task Usage view and manually enter the specific work hours for each day.
By using the Task Usage view, you can bypass the limitations of overall allocation percentages. This allows you to create a "Manual" work contour, dictating exactly how many hours a resource works on specific days.
Navigate to the 'View' tab on the main ribbon and select 'Task Usage' to display your project's tasks along with their assigned resources.
On the right side of the screen in the timephased grid, right-click on the detail column. Ensure that 'Work' is checked so that the daily work hours row becomes visible.
Make sure the resource is initially assigned to the task at a 100% allocation to establish the baseline workload.
Click into the individual daily cells in the timephased grid. Type in the customized hours for each period (for example, enter 4 hours for the first 15 days, and leave 8 hours for the remaining days). Microsoft Project will automatically recalculate the total work based on your custom entries.
Modify Allocation in the Resource Usage View
You can also view the workload from the resource's perspective and adjust the daily hours assigned to specific tasks.
Manage Projects Efficiently with WPS Office
While Microsoft Project is a specialized tool for complex tracking, everyday project management can easily be handled using spreadsheets. WPS Office offers a powerful, lightweight, and free alternative that lets you create Gantt charts and track resource allocation without the steep learning curve.
Frequently Asked Questions
Why does changing the percentage on a fixed-duration task set earlier days to 0%?
When you change the overall allocation percentage for the latter part of a fixed-duration task, Microsoft Project attempts to recalculate the remaining assignment, which can inadvertently zero out previous days. To avoid this, manually contour the daily hours in the timephased grid instead of changing the overall unit percentage.
How do I show the timephased Work grid if it is not visible?
In either the Task Usage or Resource Usage view, right-click anywhere on the right-hand grid (the timephased area) and select 'Work' from the context menu to display the row for daily work hours.
What does 'contouring' mean in Microsoft Project?
Contouring refers to the specific pattern of how work is distributed over the duration of a task assignment. By manually editing daily hours in the Task Usage view, you change the distribution from a 'Flat' contour (evenly distributed) to a 'Manual' contour.
