We need to be able to plan resources within project for the web and the ability to get an overview over all projects in our portfolio including a view if someone is overbooked etc.
This is something we’re thinking about – but we’d love more feedback from you.
Can you share specific scenarios that you need for resourcing? What information do you need to be successful? What actions do you take as a result of this information?
Please share detailed scenarios for us to understand what you need, this will be very helpful to us as we improve Project!
My colleagues travel to the external sites when working on projects, so we need to plan carefully that projects must not overlap, as they can't be in two places at once.
Currently, resource allocation is done in excel, with example attached.
People are on top, projects at the bottom.
If we could do the same as this excel + set tasks to people (on management level), and then the guys would be able to see their own timelines (where&what to do) in a mobile app (since they are travelling a lot), that would be like heaven.
Darin Werner commented
I use Excel and manually enter the times that resources are scheduled to a task so I can see when they are double booked or when they have some free time.
Sebastian Gomez commented
I currently use google sheets to tell me how many tasks a resource have on a day please find an example attached. I blurred some sensitive information. This allows me to see if they're or they're not overloaded. Something like this would be VERY useful.
Please consider the resource management capabilities of the solution as developed by Projectum. Their app is called Team Planner.
- Available hours per resource to allocate (%)
- Working hours per day (can differ per country)
- Out of the box PowerBI reports:
- Allocated vs Actual vs Base capacity
- Across Projects per resource
- Requested versus Allocated by role or department
- Compare requests vs allocations vs actuals
- Free capacity per department/resource
- Reporting over- and under allocated resources
- Support for administrative projects (vacation, training)...
- Overview of all allocations per resource (monthly view)
- Project manager vs Resource manager view on the same data
- Work in hours and FTE
Automatic capacity calculations
Precise capacity based on organizational and individual work profiles
Working on project and resource level
KPI’s on projects and resources
hi MS Project team,
Specific scenario is you have shared resources that are already booked to other projects, vacations, etc. Each resource has its own calendar. When I as a Project Manager plan that a task needs 24 hours effort to be completed and allocate a resource that would have only 5 hours avaiable to work per day, the MS Project should be smart enough to understand the resource specific calendar / time avaiability and to plan the days accordingly. In this case, MS Project would automatically allocated 4.8 days of that resource to proceed with the 20 hours work instead of regular 3 days in case the resource would have 8h/day avaiable.
In summary, MS Project should be able to connect with Outlook Calendar for example, so that the Outlook could tell MS Project how much avaiable time MS Project could get from that resource to plan the activities.
Need to have the possibility to see the load of the team vs. the capacity, the planned capacity and by that to be able to create and update the roadmap with appropriate miles stone dates.
Definitely needed on the web - need the ability to see resource allocation by Program and Project level for all who are assigned.
Jamal Wilson commented
I need to be able to track the following:
availability - the number of hours a resource is able to work (hours per week over time)
Allocation - the number of hours a resource is able to work on a specific project. (estimated at project level, based on start and finish dates of resource on the project and % of time allocated to the project)
Assignment - the number of hours planned to complete each task (we have this already - great job)
Actuals - the number of hours of work that have been completed at the task level (we have this already - great job)
adding the other two items, as well as time-phased data (date table w/ day, month, quarter, year as a dimension table to the model and exposing via the odata feed) would resolve the resource management concerns and allow users to develop what ever resource management reports/dashboards they needed.
Lawrence S commented
I want to be able to see tasks that I assigned to other users assembled in one location across multiple projects that may actually be related. In Teams I have several channels and each channel has a different planner. Ideally this would be done in Web Project and I could tie them all together to see how all the different aspects of the project are doing.
I really want to be able to track all assignments I have assigned, that I need to follow up on, and am responsible to get done on time. Part of this request might be a manager type assignment where I have a task to follow up on tasks that I have assigned. Right now that is hard to track in either planner or Web Project. A customizable dashboard (across all projects with filtering) might help with this too.
Craig knox commented
I don't understand the admin's inquiry. Why was this an essential feature in the desktop? That is the answer to your question. It's still the same essential feature with the same use.
Users are forced to bounce between two or three platforms that all have different features and none of them are great.
Chris Hovey commented
I love the simplicity of Project for the Web, but it is critically missing the ability to do resource capacity planning. I really like the view PWA creates for resource capacity planning (the bar graph that shows team capacity vs project bookings across all projects). For me, each resource needs to be able to be tagged to an organisational department, as capacity planning is often managed by departments. Then a dashboard is needed that consumes scheduling data from all projects in Project for the Web (and possibly legacy projects in PWA), and compares it to the capacity of each resource to do work (based on a personal calendar). As with PWA, would be great to view either by week, month, quarter, etc... A shortcut for now might be just to allow PWA to consume data from Project for the Web and reuse the existing resource capacity management functionality of PWA?
Asana has a great resource management/scheduling tool that would be great if Microsoft can create a similar process. See link below.
I agree with Michael's comment below
"What information do you need to be successful?"
Project Managers and PMO Managers need to know what are the most time-consuming projects or tasks across all projects in a portfolio. Also important: who is overallocated and underallocated, who can take additional tasks.
"What actions do you take as a result of this information?"
Managers would be able to allocate tasks more efficiently, and they would also be able to identify potential issues and challenges
"What information do you need to be successful?"
Project Managers and PMO Managers need to know what are the most time-consuming projects or tasks across all projects in a portfolio. Also important: who is overallocated, who can take additional tasks.
"What actions do you take as a result of this information?"
Managers would be able to allocate tasks more efficiently, and they would also be able to identify potential issues and challenges.
Andrew Cartwright commented
Agree with a lot of the comments.
I run a function with operational resources that also do project engineering. It would be good for them or a resource manager/PMO manager to ringfence a percentage of their time for operations, so that they can't get overbooked with project work.
Overall, my scenario is that people have lots of work to do, and whilst multiple project managers might try and have the resources do work on projects at the same time, we need to see where people are double-booked or coming close to full utilisation.
Capacity planning for skillsets is required in order to compare the pipeline of change (resource profiles) with the current in flight allocations/assignments.
Being able to apply generic costs and link these back to financial account codes or funding areas would also be helpful for budget forecasting etc. It would also be useful to be able to control who can see the cost data via permission group - something like tasks; resources; cost; all.
The ability to tag resources as permanent or contractor is required.
Ability to connect to 3rd party systems to bring in scheduled annual leave etc. for resource availability.
In my organization our project teams include Engineers, Technicians, factory employees, equipment builders, and general contractors. New equipment is generally worked on during weekdays. Modifications are made during weekends and holidays. Engineering determines the scope and plans the high level schedule with an estimated head count. Those details are then given to the other groups for review and assigning specific people to the tasks. We need the ability to schedule jobs on weekdays or weekends with a headcount per group. Then let the managers of those groups assign people from their resource pool. Right now P4W has none of this capability as far as I can tell.
Completely agree with this. One of the interactions that seemed to be intuitive (until it wasn't actually a feature!) was the ability to set the duration separately to the effort required. For example, a task that needs to be completed within 3 days, but only requires 3 hrs effort to complete.
It would be ideal if the users/resources had a 'Me' area on P4W where they could input their specific details for resource mgt, i.e. working pattern, subject matter expertise, line manager/resource manager etc. this could then feed a new area on the PBI template that deals with resource requests and conflicts in activity identified.
many more ideas, but sabotaged by the kids!
Paul Doyle commented
With the resource planning improvements, for Professional Services firms it would be great to be able to assign a charge out rate (per day and per hour) for every resource and for generic resources, and also assign an internal cost for each resource, including generic resources, both hourly and day rate. This would enhance financials and profitability analysis.... and the value of Project for the Web!
kevin taylor commented
I definitely agree this would be a huge benefit to our organization! Currently we are relying on using Wicresofts Oneplan tool which is nice but does not meet all of our needs.
We'd like to be able to view resource demand and capacity across users within the groups, with the correct permissions, that are using the Project for the Web tool. This could be a nice UI that highlights using colors the ones over or under allocated within the tool itself.
With the data we'd be able to tell if the users are being overbooked on projects in the tool across teams and spread the load equally to members who may have extra capacity.