Manage PTO and BAU in Project Server

Posted on 2014-08-14
Last Modified: 2014-09-04
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?
Question by:dharmeshchavda
    1 Comment
    LVL 12

    Accepted Solution

    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?



    Featured Post

    How to run any project with ease

    Manage projects of all sizes how you want. Great for personal to-do lists, project milestones, team priorities and launch plans.
    - Combine task lists, docs, spreadsheets, and chat in one
    - View and edit from mobile/offline
    - Cut down on emails

    Join & Write a Comment

    A theme is a collection of property settings that allow you to define the look of pages and controls, and then apply the look consistently across pages in an application. Themes can be made up of a set of elements: skins, style sheets, images, and o…
    Cobalt Digital Marketing began using the Scrum Framework development process in summer 2009.  We hired a consultant to train the teams, observe meetings, and answer questions. He recommended that we begin using one-week sprints for several reason…
    This is Part 3 in a 3-part series on Experts Exchange to discuss error handling in VBA code written for Excel. Part 1 of this series discussed basic error handling code using VBA.…
    Excel styles will make formatting consistent and let you apply and change formatting faster. In this tutorial, you'll learn how to use Excel's built-in styles, how to modify styles, and how to create your own. You'll also learn how to use your custo…

    745 members asked questions and received personalized solutions in the past 7 days.

    Join the community of 500,000 technology professionals and ask your questions.

    Join & Ask a Question

    Need Help in Real-Time?

    Connect with top rated Experts

    18 Experts available now in Live!

    Get 1:1 Help Now