Resource Utilization and Total Effort to Complete a Project Task

Resource utilization is the amount of resource effort it takes, or is expected to take, to complete a task. You can view resource utilization in aggregate, and by resource. With resource utilization, you can:
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Resource utilization is the amount of resource effort it takes, or is expected to take, to complete a task. You can view resource utilization in aggregate, and by resource. With resource utilization, you can:
  • View and edit each task calculated total effort, which is based on the following formula:
    Total Effort = Actuals + Remaining ETC
  • Autoschedule the project.
By default, the Gantt chart displays total effort by task by week for all of the resources that are assigned to that task. You can change the chart configuration to display different variations of task and resource information.
Assign staff to tasks before viewing resource utilization.
View Resource Utilization in Aggregate
Project tasks display data in aggregate. The utilization (Total Effort) is displayed for each task for all of the resources that are assigned to that task.
The blue Gantt bar in the task date cell represents a resource that is allocated to the task. The default period is weekly, always starting with the current week. The colored bars in the Total row at the bottom of the chart indicate total resource allocation (or over-allocation) for each time period. When you scroll over a cell, a note displays that lets you compare total effort with total allocation (Project Aggregate Allocation) for that period. Red in the Total row means that resources are over-allocated.
Resource Utilization Color Coding
By default, the resource utilization color code works as follows:
  • Blue. Indicates the total amount of time staff resources are allocated to each task during the periods displayed. The amount of time indicated by the bar is required to equal to the number in the Total Effort column for that task.
  • Yellow. Resource is allocated at or under availability for that period.
  • Red. Resource is over-allocated. That is, the amount of time booked exceeds availability for that period.
  • Green. Actuals recorded by the resource for that period.
A task name suffixed with a plus sign indicates that the task has child tasks. Click the sign to expand and view the resource utilization for all the child and summary tasks.
Follow these steps:
  1. Open a project.
  2. Click the 
    Tasks
     tab menu and click 
    Resource Utilization
    .
  3. All the resources assigned to the task appear in the list with their utilization.
  4. You can change the values displayed in the Gantt chart.
Edit Resource Utilization
When you adjust the resource utilization fields of project tasks, the graph displays accordingly. For example, if you enter the name of a new task or ID, data in the other cells change to reflect resource utilization for that task. If you change the start or finish dates for a task, the time cells in the graph change to reflect the new dates.
A change to the name or ID of the task is reflected on the list and WBS pages of project tasks, and on the staff assignment pages.
Follow these steps:
  1. Open a project.
  2. Click the
    Tasks
    tab menu and click
    Resource Utilization
    .
  3. Edit the following date fields (the default for both fields is
    today
    ):
    Start:
     Defines the date to start working on the task. A task cannot start before the project start date. If the task has already started or finished, this field is not available.
    Finish:
     Enter the date for completing the task. A task cannot finish after the project finish date. If the task has already finished, the field is not available.
  4. Save the changes.