This is post number 2 in my series about incorrect use of Microsoft Project stand alone version. I started this series to get the most commonplace examples out in the world and help people understand Microsoft Project a little better. Once again, the images in these posts are build using the Microsoft Project 2013 Pro edition, but this series can be useful for all versions of the product.
With that said, let’s take a closer look at “capacity as activity”. This flaw is pretty self explanatory once you see the image below:
You are looking at a Gantt chart where 3 people need to work on a document. From the view it is clear that the 3 people need to do things separately. And there’s the problem; “things” isn’t really something you can do.
Project resource planning or allocating should be done on a different level. We need to add our resources using a different view in Ms Project called the Resource sheet.
I added Erik, Dave and John in the resource sheet. Also some additional information like a standard hourly rate and a Base calendar was added.
And now we go back to our Gantt chart view to change the names of the activities and add the resources to these activities. In other words: we are generating assignments for the resources to the tasks.
I have changed the names of the 3 tasks to represent the different actions that need to be taken.
Now I know what the team needs to do. And I can assign my resources appropriately. Using the details view in the views tab I can assign Erik to Write the first draft, and even give a indication on how many hours he needs to work on the task. Speaking about “work” that’s a column I can add in my Gantt view. The results:
That’s it for now. I hope you liked reading the post, leave a comment below and I’ll be sure to reply. Keep an eye open for my next post, this one will be about the Lack of structure and the Work Breakdown Structure.