resource assignments in ms project

• Tactical Project Management

Resource Management Using Microsoft Project

by Andrew Makar · March 31, 2024

I always enjoy reading emails from project managers who implement Microsoft Project techniques.  I received an email from an employee at the United States Central Command asking about using Microsoft Project to track personnel on a military base and monitor resource levels as units deactivate during a base closing. The goal was to measure the total personnel at any given time and track the resources as the base downsized.

Table of Contents

To produce this information, I developed a quick resource management model in Microsoft Project. Since Microsoft Project supports resource assignments and resource pools, developing an ongoing model was relatively easy. This example creates a work breakdown structure (WBS) that comprises teams or units allocated to different tasks.

Develop the WBS

The first step is to develop a WBS that resembles the location hierarchy. I like to think visually before detailing the work in Microsoft Project, so I used Matchware MindView to create a hierarchical WBS (Figure 1).

The base (the top-level WBS deliverable) was divided into regions. Each region was composed of specific buildings, further defined into particular floors. The term “location” could also be used if resources were not assigned to a specific building but to another ambiguous sub-region. The level of detail can be extended to individual offices or cube locations.

Once I had a visual breakdown of the base locations, I exported the model into Microsoft Project. I could have used MindView to assign resources and dates, but I chose to detail the WBS further in Microsoft Project (Figure 2) due to the number of resources that would be added to each location or building.

Set the project start date

As each location is assigned a decommission date, you’ll want to have the correct project start date in Microsoft Project. To set the project start date, go to Project | Project Information (Figure 3) and select the desired Start Date from the drop-down menu.

Define the resource pool

The next step is defining all the resources currently occupying the base. Since this could extend to several hundred or thousand resources, you may want to import them from an Excel extract of a resource management system. Follow these steps to customize the resource sheet:

• Go to View | Resource Sheet.
• Right-click these columns and select Hide: Type, Material Label, Max Units, Standard Rate, Ovt. Rate, Accrue At, and Code.
• Enter a name and a team name in the Resource Name and Group column (Figure 4).

Assign resources to locations

Now, you should switch back to the Gantt Chart view and assign resource names to the specific buildings in the WBS. You can assign resources by selecting the names from the Resource Name column or using the Assign Resource dialog box. Click the task and press [Alt][F10] to display the resource box (Figure 5).

Assign location to decommission dates

With your resources assigned, the next step is to enter the duration of evacuation of the building or select a target finish date. If this is a simple planning scenario where a specific building will be decommissioned, then a Finish date would be chosen. If each building has building dependencies, task predecessors may be used.

It is assumed that all the resources are assigned to the building at the start of the project, so all tasks should have the same Start date. By selecting the decommission date, the Finish date will be populated. Figure 6 depicts the completed schedule with target dates.

Set up the resource graph

The final step in setting up the model is to change the resource graph.

• Go to Window | Split.
• Click the lower window pane and select View | Resource Chart.
• Right-click the Resource Graph and select the Peak Units graph.
• Right-click the Resource Graph and select Bar Styles.
• Under the Selected Resources section (left side), change the Overallocated and Allocated Resources Show As options to Area.
• Under the Resource section (right side), change the Overallocated and Allocated Resources Show As options to Don’t Show.
• Confirm the options are the same as in Figure 7 and click OK.

View the resource management model

You can view the resource ramp-down curve over time with the resources selected and assigned to specific buildings. You can view the resource allocation over time by clicking the magnifying glass in the lower resource graph pane. Selecting multiple resources in the upper pane resource sheet allows you to view the specific resource curve for each resource in the model (Figure 8).

The horizontal axis of the resource curve provides the resource count over time. Over the five months, the graph starts with 23 resources and gradually reduces to zero when the base closes. The horizontal line at the top of the graph represents the original resource level at the start of the project. By adding more resources and filtering on specific team names, project managers can view individual, team, and entire resource pool curves.

Recommended articles: Microsoft Project Tutorial: How to Track Percent Complete | Finding Late Tasks with Microsoft Project Custom Filters | How to Calculate Earned Value in Microsoft Project

Andrew Makar

Andrew Makar, DMIT, PMP, CSM is an IT director with delivery experience across projects, programs and portfolios in Digital Marketing, Automotive, Software and Financial Management industries. He is an enthusiastic leader who effectively translates project management theory into practical application. His area of interest and practice is in implementing Agile processes and SCRUM techniques to deliver better software to his customers. Find out more about Andrew on andymakar.com and please reach out and connect with Andrew on LinkedIn.

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Create Resource Assignments

Locked lesson.

• Lesson resources Resources
• Quick reference Reference

About this lesson

Learn to add resources to a task and identify how much time each resource will require for that task.

Lesson versions

Multiple versions of this lesson are available, choose the appropriate version for you:

2013 , 2019/365 .

Exercise files

Download this lesson’s related exercise files.

Quick reference

There are two ways to refer to resources in a project schedule. If you are talking about resources , you are referring to the people, generic, or things in the resource sheet . If you are talking about resource assignments , you are referring to assigned resources on a task.

In this lesson, you add resources to a task and identify how much time each resource will require for that task.

Further Discussion

It is very simple to assign resources to tasks by simply selecting the resource names picklist and select the resource(s). Assuming you are using the standard calendar , a resource assignment for a 10-day task will calculate as 80 hours (8 hours a day * 10 days).

Very often, people do not work as many hours as they estimate for the duration. For example, if I ask you to meet with your manager to make an important decision, that meeting might take 2 hours. However, you know your manager is very busy and might even be on vacation for a week, so you will ask the project manager for a total of 10 days in duration . The project manager will create a task in their project schedule for 10 days to make the decision, and then assign you for a total of 2 hours of work.

To assign resources to your project, follow these steps:

• Go to the Gantt chart view.
• Click the View tab, and then select the Details checkbox.
• The task form split view will appear at the bottom of the window.
• Click a task in the Gantt chart view, and then assign one or more resources in the task form .
• Click the OK button and then adjust the Work column for each resource.
• Click the Next button to go to the next task and continue assigning resources.

Note: Rather than click the OK and Next buttons, you can use the Enter (return) key on your keyboard.

• 00:04 Now that we've built a resource pool, we can now assign resources.
• 00:09 These resource assignments can be done in a number of different ways.
• 00:14 One way to do it is to come over here to the resource names column,
• 00:18 locate the resource, and choose the resource.
• 00:21 In this case, acquire land can be done by the home owner and we check that box.
• 00:26 You can see over here on the right hand side of the screen,
• 00:30 home owner shows up in the Gantt chart as well.
• 00:33 Now, this is one approach to adding the resource.
• 00:37 But there's a few other approaches that I'm going to cover.
• 00:40 So I'm going to do Ctrl Z, and undo the addition of that resource.
• 00:46 Another method for assigning resources to a task is to locate
• 00:50 the resource tab, and then click the assign resources icon,
• 00:55 which is located in the assignment section.
• 00:59 So click the assign resources button, now a dialog appears, and
• 01:04 you can move this out of the way.
• 01:06 So you can see the resource names column, and
• 01:09 then select a resource, and click the assign button.
• 01:13 You can see I've just assigned this resource to a task.
• 01:17 Now I'm not going to recommend you use this approach either.
• 01:21 So click the close button, and
• 01:24 perform an undo Ctrl Z to remove that resource from the task.
• 01:29 The recommended method for assigning resources to tasks
• 01:34 is to use the split view, also called the details view.
• 01:38 To get there, click the view tab at the top of the page,
• 01:43 locate the split view section, and then click the details checkbox.
• 01:50 Now you can see we have the Gantt chart at the top, and
• 01:54 we have the split view called the task form at the bottom.
• 01:59 So, you'll notice that I have acquire land selected up here, and so
• 02:03 you can see acquire land listed below.
• 02:06 If I click on create architectural design,
• 02:09 you can see the bottom part of the screen adjusts.
• 02:12 So I'll go back up here to acquire land, and
• 02:15 I'm going to choose the resource home owner, and click the OK button.
• 02:21 So what's happened now is I've assigned the home owner to this task.
• 02:25 Microsoft Project by default,
• 02:27 does what I like to refer to as peanut butter spreading.
• 02:32 The number of hours that someone needs to work on a project task,
• 02:36 by the number of days.
• 02:38 So since a home owner is 100% on this 30 day task,
• 02:42 it's saying the home owner is going to spend 240 hours.
• 02:46 Well, actually acquiring the land includes waiting for certain things to happen,
• 02:51 talking to banks, things of that nature.
• 02:54 So it's actually not a whole lot of that person's time, it's actually much less.
• 02:58 So what we're doing is a little bit of what we might call resource leveling,
• 03:04 so that we don't show someone as over extended on a particular task.
• 03:09 So the process that you follow when you're working with your resources
• 03:14 is to ask them, how much time are you going to need to spend on each task?
• 03:18 And so here for acquire lands, the home owner is probably only going to work maybe
• 03:24 over these 30 days, probably only spend three full days worth of their time.
• 03:29 So we just type 24 and that's hours, and that will equate to three days.
• 03:36 Now, we just click the next button, and we can go to the next task.
• 03:41 This create architectural design, well, that will be done by the architect.
• 03:46 The architect will do that task.
• 03:48 We'll click OK, and once again 20 days, full time.
• 03:53 Well, the architect may only need about a smaller portion of that,
• 03:59 so maybe about half, so we can type in 80 hours, 80h, and press Enter.
• 04:05 Pressing Enter is the same thing as pressing the OK button.
• 04:08 And then we can just press an Enter again and go to the next task.
• 04:14 And we'll just continue adding resources as needed.
• 04:19 Now, this acquiring loan piece is going to be done by home owner.
• 04:25 However, the home owner might want some help from the project manager.
• 04:29 I'll choose these two and click the OK button.
• 04:33 And now part of this acquiring the loan over 10 days.
• 04:37 Now, that will include let's say 16 hours, four days of the homeowner
• 04:42 meeting with the bank, going back and forth to offices, signing paperwork.
• 04:47 And then the project manager coordinate everything else, and
• 04:51 the project manager will have 24 hours.
• 04:53 And so I just keep pressing the Enter key until I move to the next one.
• 04:57 Now you'll see here up at the top of the screen under resource names,
• 05:02 we have both resources listed.
• 05:04 And if I stretch out the Gantt chart view, you can see home owner, project manager.
• 05:09 So you can add as many resources as you'd like to each task.
• 05:13 Now the duration for this task has not changed,
• 05:17 because we set this test to be a fixed duration and not effort driven.
• 05:22 And so what this is saying is, I don't care how many hours someone needs to work,
• 05:28 the duration should never change.
• 05:30 So now what we'll do is continue filling out the resources for
• 05:35 each one of these tasks.
• 05:37 After we've assigned all of our resources, you can see there might be these little
• 05:42 red people, and if you mouse over, they're showing as over-allocated.
• 05:47 We'll talk about that in future lessons.
• 05:49 The next step for us is to build what's called a work breakdown structure, and
• 05:54 that's what we'll do in the next lesson.

Lesson notes are only available for subscribers.

PMI, PMP, CAPM and PMBOK are registered marks of the Project Management Institute, Inc.

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The Project Managers Guide to Microsoft Project 2019 pp 207–264 Cite as

Managing Project Resources and Assignments

• Gus Cicala 2  
• First Online: 30 April 2020

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Understanding and Using Resource Graph View in MS Project

The Microsoft Project software tool comes with a number of view options, which, at a high level, can be thought of as Task Views and Resource Views. While views such as Gantt Chart, Team Planner, Resource or Task Sheet, Resource or Task Form, Resource or Task Usage are well used by project managers, many management practitioners often overlook the Resource Graph view or use it less frequently.

As I have ongoing opportunities to interact with MS Project practitioners, I’ve realized that this view is not all that well understood. As a result, its usage is limited; however, in practice, this can be a very useful view if one can learn a little about it. In this article, we will discuss various ways to launch it, formatting options, a plethora of data representations, and other usages of this view.

Let’s begin with the launching options of Resource Graph view.

Launching the Resource Graph

The Resource Graph view can be launched in many ways.

You can go to the Views tab à Resource Views group à Other Views, and, from there, choose Resource Graph view.

You can also launch this view by going to the Views tab > Split group, and enabling the Details checkbox . Then, from the available dropdown menu, select Resource Graph for the Details Pane.

A third way to launch the Resource Graph view is by going to the Assign Resources dialog box, and clicking on the Graph button.

The Assign Resources dialog box can be opened by going to Resource Tab > Assignments group and using the Assign Resources command. Do note that for the Graph button to be activated, some work resources should be available in the project!

Formatting the Resource Graph

The Resource Graph view primarily pulls data and values from task assignments. In other words, you need to have both tasks and resources assigned for such to populate the Resource Graph view.

By default, when you launch the Resource Graph, the below comes up as shown.

As you can see in the screenshot, we have just one resource (Resource 1) assigned to one task (Task 1).

With the launch of this view, the Resource Graph Tools menu has been activated, as well as the Format tab enabled. In fact, this tab, has three groupings of tools: Format, Navigate, and Data. Do note that the graph, by default, uses Peak Units for graphical data representation. There can be others, as well, which we will see shortly.

An important functionality available under the Format grouping is the Bar Styles command , which you can use to unleash the power of this view. Bar styles can be opened by going to the Format tab > Format group, and clicking on Bar Styles.

Bar styles shown clearly indicate blue colored bars for the allocation and deep red colored bars for overallocation. Bar styles are important, so that you can visualize and interpret various possible usages of the Resource Graph.

Let’s interpret the dialog box shown above:

• It’s divided into three parts or sections – top, middle, and bottom. The top part has styles for overallocation, the middle styles for allocation, and the bottom styles for proposed booking.
• The left side of this dialog box refers to the group data or the selected/filtered group of resources, whereas the right side defines one selected resource.
• In the bottom section, we also have three options to show value, show availability line, and define the desired bar overlap.

Do note that the bar style is contextually sensitive, and depending on the data selected under Data Group > Graph: …, some parts may be disabled. For example:

• If you select Graph: Cost under the Data group, the top section will show the resource cost, but the middle section will be disabled. This is because when considering the cost aspect, there is only allocation, no overallocation.

The style of the bar shown in the above figure is vertical. There can be others as well, such as Area, Step, Line, and Step Line . You may also choose not to display a bar style in any one of the aforementioned three sections for a single resource or a group of resources.

Key Points about Resource Graph

To operate within this view effectively and efficiently, you need to understand certain key points. They are explained in the video [duration: 5m 12s], which I’ve prepared in support of this article. For the best experience, you may want to go full-screen in HD mode and plug-in your earphones.

With these fundamentals in mind, let me explain a bit more about the graphical data representation of the Resource graph.

Resource Graph Data Representation

The Resource Graph view’s data representation is driven by measurement chosen under Graph: command within the Data group under the Format tab as shown below:

As we have seen earlier, by default, the Peak Units will be chosen, but you can switch among the data/measurements, as per your need. For example:

• Work is the amount of work assigned. The unit will be taken from the Global settings of MS Project.
• Cost is the cost of assignments. This unit also will be taken from the Global settings of MS Project.
• Peak Units are the largest percentage of effort (peak) assigned to a resource within a time period. Do note that Peak Units refer to the effort assigned, not the work assigned.
• Overallocation refers to the work overallocation of the resource.
• Cumulative Work is the total amount of work assigned till date.
• Remaining Availability is the effort remaining, i.e., still available for assignment. This unit will also be taken from the Global settings of MS Project.

Usages of Resource Graph

The Resource Graph can be used as a visual display and can really help you to solve a number of problems with regard to scheduling, costing, resource assignment, resource leveling, etc. I will cover five ways to use the Resource Graph view now.

Usage – 1: Checking Resource Availability

The availability of a resource can be checked before you assign a resource to a task. This is very useful as you launch the Resource Graph view from Assign Resources option (as we saw earlier) and see displayed the remaining availability of a particular resource.

As shown above, the availability of the resource is shown with vertical blue bars . If the resource is fully occupied, blue bars won’t be available for those respective days.

With this application, you will also easily see the current resource(s) working on a selected task above in the Gantt Chart view and can determine what others can be allocated.

Usage – 2: Viewing Proposed Booking

You might be wondering about the purple bars in the previous figure. As indicated in the graph, these show proposed booking.

Resources, when added to MS Project, can be either committed (this is the default) or proposed. Committed resources are ones which are definitely available, whereas proposed resources refer to those for which you unsure of availability.

Now, for the same resource (Satya Dash) in the previous figure, I can double-click on the resource and change it to proposed by going to the General tab of the opened Resource Information Dialog box.

The graph in the timescale portion of the view will change, as shown below.

As you can see, the vertical purple bars are now changed to blue , and the availability is also shown. This can be reconfirmed by changing the Remaining Availability in the bottom right part of the legend section to Work . You have to use the Graph: option under the Format tab to switch to work data in the Graph. It’s shown in the below figure.

Usage – 3: Checking Overallocated Resources

As you may have noticed in the previous figure, a red colored coding has appeared in the legend section of the Resource Graph.  This, as informed by the indicator column, is for overallocation.

However, the current resource assigned to the task of “PRD Approval” is not overallocated. Rather, there is an overallocation indicator ( red person icon ) in the indicator column for the task, “PRD Preparation,” – the task just above with Task ID 4.

You may be wondering how will you know why, when, and which resource(s) is/are overallocated for the concerned task?

In this case, the concerned task is “PRD Preparation.” To know more, we will change the top panel of the split view to Resource Usage view, while keeping the bottom half as it is. The split Resource Usage view with the Resource Graph view is shown below.

The resource assigned to the PRD Preparation task (John Robinson) is clearly highlighted as red, which means this resource is overallocated. This is also reflected in the Resource Graph view in the bottom pane.

I’ve changed the data part of the Resource Graph to display Peak Units , which informs the highest assigned resource units (in terms of effort) within a time period. You can switch to other options, and corresponding values with indications for overallocations will display.

For example, in the below figure, instead of Peak Units, now we’re looking at Overallocation data for the Resource Graph in the bottom pane, and it’s showing the only overallocation in hours.

Usage – 4: Adjusting Critical Resources

There is another very useful scenario for which the Resource Graph can be used. To compress the schedule of the project, it’s natural for a project manager to look at the critical path and the critical tasks. There are many ways to look this data, such as using Tracking Gantt view or formatting options in Gantt chart . The problem lies in that with these views, you really won’t know which resources are free and if they can be employed in critical activities.

In such cases, it’s useful to bring up the Resource Graph view in the bottom half of the Gantt Chart view and see first if a resource is available for the concerned tasks. One such scenario is shown below.

While the resource (Mohan M R) is occupied with the “Design and Develop Backend – 1” task, he is actually also available for “PRD Preparation” and “PRD Approval” tasks. This is shown with the Remaining Availability data view of the Resource Graph and highlighted with the blue color in the bottom pane of the split view.

Note that both of these tasks are also critical tasks. This is shown with a light red color in the Gantt Chart view at the top of the split.

You may be wondering if the concerned resource can now be utilized in these critical tasks to compress the project schedule. The answer is yes! The PM can analyze this scenario and reduce the schedule from here.

Usage – 5: Knowing the Cost Distribution Over Project Life Cycle

With the Resource Graph view, you can see the total cost distribution of a project over its life cycle. This can be shown by enabling a group of resources and using the Cost data from the Graph: command under the Format tab.

As shown, we have the cost distribution of the project over its life cycle, which is low during the initial stages, goes-up in the middle. and tapers off towards the end of the project.

You can also show the cost of a specific resource along with the total project life cycle cost as shown below.

The Resource Graph view is a powerful feature in MS Project, and I hope with this article has given you a fair understanding about the usage of this view.

References:

[1] Online Course: MS Project Live Lessons , by Satya Narayan Dash

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Importing multiple resource assignments and hours worked to tasks from Excel to Project Professional 2013

I have a very complex project with 5000 tasks. I have multiple resources (23) to be assigned to each task with varying hours worked within each task. I have all task and resouce data in Excel and would like to import into Project. My Excel document shows all tasks vertically in column A, with resources horizontally and each resources hours per task. I can easily transpose to make the resources vertically in column A with tasks horizontally spread out. 

Assigning resources manually per task is time consuming. Not every resource is assigned to each task, and each resource has varying hours within a task.  Example- task 1 may have R1 30 hours, R2 10 hours, R3 5 hours, with the resources working concurrently, for no more than the highest number of hours assigned for this task, (30 hours). Task 2 may have R1 15 hours, R2 10 hours, again concurrent, and total task 2 duration is 15 hours.  

How can I import these resources as described from Excel? Or am I stuck with opening the Assign Resources window for each individual task and manually assigning resources and units?

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• Microsoft Agent |

Hi Cvbanks,

You may check if articles below can achieve your requirement:

Import Excel data into Project

Importing Resources from Excel into MS PROJECT 2013

Import Excel Into Microsoft Project

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• Article Author

Yes unfortunately that's right, what you want to do can't be done with a single import using an import map. You could run multiple imports and merge the data each time but with 23 resources that's a lot of importing.

The best way to implement your process is with VBA. I have a macro for importing data from Excel to Project but as presently written it isn't set up to do multiple assignments per task, however, it could be modified to do that.

Okay, let me know if you want to try the VBA process.

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Resource ID (assignment field)

Data Type     Integer

Entry Type     Calculated

Description     The Resource ID field contains the identifier number that Project assigns to each resource. The Resource ID indicates the position of the resource in relation to other resources.

How Calculated     As you add resources, Project automatically assigns the next number in the sequence of resources as listed. This becomes the Resource ID.

Best Uses     The only view that the Resource ID field appears in is the Task Form. It also appears in the Assignment Mapping dialog box, which you can use when importing or exporting assignment dates.

Example     You want to export assignment dates to a Microsoft Excel workbook. You use the Save As command to export your assignments as an Excel workbook, following the instructions in the Export Wizard.

Remarks     To export the Resource ID field to another program, in the Save As dialog box select the name of the file format to which you are exporting (for example, Access Database or Excel Workbook). Then follow the instructions in the Export Wizard.

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Assignments object (Project)

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Contains a collection of Assignment objects for a task or resource.

Using the Assignment Object

Use Assignments ( index ), where index is the assignment index number, to return a single Assignment object. The following example displays the name of the first resource assigned to the specified task.

Using the Assignments Collection

Use the Assignments property to return an Assignments collection. The following example displays all the resources assigned to the specified task.

Use the Add method to add an Assignment object to the Assignments collection. The following example adds a resource identified by the number 212 as a new assignment for the specified task.

Project Object Model

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