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Manage PTO and BAU in Project Server

I am looking for better way to manage vacation (PTO) and BAU (% of resource time is always blocked for other administrative work) in Project Server.

Can i have resource on project server blocked % of time for BAU or if the person is not available on certain days?

we are currently creating a project plan where we assign resource for certain % which is administrative nightmare.

Also, for PTO we have another calendar; however, resources are just over used instead of being non available.  

Any help?
1 Solution
Dr. Thomas HenkelmannDirector Consulting ServicesCommented:
not sure how you approached this so far but maybe a few recommendations can help you.

1. BAU
If you don't need time tracking for these activities then I would just reduce the availability per resource in general i.e. adjust the "Max Units" to the real project availability. As example a person doing 20% BAU overall is setup with 80% max units in the resource pool. Also every assignment to tasks per default then only uses 80% for the assigned units.

2. Available on certain days
You can adjust the calendar with the Standard working time, better even define different calendars in the WebApp Server Settings e.g. "Mon-Wed" with working days only on Monday, Tuesday and Wednesday. Then assign this calendar to the resources that only work during these 3 days. In combination with 1. this will show as 3 x 80% x 8h = 19.2h / week availability.

3. Vacation
Two options here: adjust the calendar to zero availability during the resource's vacation - automatically shifts tasks in the projects! Nice but needs training and understanding of the project leaders.  
Second option: create a vacation project, create vacation task per resource and assign them with their max units and time phased e.g. week 2 and 3 in August. This will lead to an overallocation (your example above?) that needs to be resolved by the affected project leaders - they need to manually shift their tasks during this vacation period.

Does this make sense?


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