2007 AACE International Transactions
PS.17
Artificial Resource Loading for Schedule Review
Albert Joseph Kuhn PSP
any times I have been asked to review a sched-
M ule which has no resource loading. This is usu-
ally because of contract specifications which
have omitted this requirement. In some
instances the requirement for a cost loaded schedule has been
included. It may be that the specification writer assumed that a
cost loaded schedule would also be resource loaded as that is
one method for determining costs. Unfortunately, this is not the
case and the schedule submitter will not give information that
is not required by contract.
Why is it important to have a resource loaded schedule?
• Resource loading is critical to evaluating both network
logic and task durations
• Resource loading affects logic when too many tasks requir-
ing the same craft or discipline are occurring at the same
time. And,
• Resource loading affects duration because addition or sub-
traction of resources will directly impact task completion
time.
When I have to review a non-resource loaded schedule, I use
a method that I have developed for producing an “artificial”
resource loaded schedule.
This procedure relies on one important assumption. That
is: planners will diagram logic and assign task durations
based on resource loading, even if they do not use the com-
puter program to store this information. If they don’t, this
method will show the lack of planning as a graphical presenta-
tion for all to review.
There are actually two methods, one for Primavera 3.1 and
another for Microsoft project 3000. In theory, the method(s)
should work for other versions and similar software.
Please note that the examples described here are for con-
struction schedules. These methods may be used for other
(i.e., engineering) schedules with certain adjustments, most
notably the use of individual resources instead of crews.
For P3, the process begins with copying the submittal file into
a test file.
The first step is to add a task code for what I call “type of
work.” Each craft to be monitored is entered and multiple crafts
assigned to a task are entered as a “combination: code (i.e. MEP
- combining electrical, mechanical (HVAC), and plumbing).
PS.17.1
Additional codes can be added at any time directly into the “col-
umn” view.
The next step is to add a resource code for each craft into the
resource table.
It is strongly recommended that the unit be “crew”. This
eliminates much time wasted defining the exact number of
people assigned to the task and is far more efficient when
adjusting assignments.
Usually, the best way to assign resources to individual tasks is
to sort all tasks by activity description. This should group simi-
lar tasks together so that the “fill down” feature of P3 can be
used to assign the code. If more than one resource is assigned to
a task, then the “combination” code should be used.
Now that the preliminary steps have been completed, it is
time to use the “global change” feature of P3 to actually assign
the resources.
It is always good practice to back up your file before using
this feature.
In the “change” tab at the “then” line, enter “RES” for data
item; AD for criteria; and the resource code for data item/value.
On the next line, enter UPT (units per time period) in the data
item; EQ for criteria; and the number 1 for data item/value.
In the “selection” tab, enter type of work EQ activity code.
What is being said is: select each task with a code that
matches the resource which is being added and add that
resource with one crew assigned for each day of work.
(Please note: This example assumes a “per day” setup. If the
schedule setup is” per hour”, then the number 8 should be
entered).
Do a Trial Run Before Making the Change Permanent
The next step is to set up the reporting views. The resource
group should be added to the standard view in the “organize”
screen. This will allow the adjustment of number of crews to
take place directly in the view. To do this, the resource field and
units per time period field need to be added to the column
view.
The Filter Should Select the Task Code That is Being
Reported
The resource profile is set for: units, histogram, with a time
interval of days. There, the resource code is selected. You now
have a view consisting of tasks selected by type of work
 2007 AACE International Transactions

Figure 1—P3 View

(resource) at the top and a graph selected by resource on the • Use VIEW to enter, change and review allocations
bottom. instantaneously.
The resultant view should look like Figure 1. • Use results to commence dialogue with the schedule
Now, by reviewing the task descriptions, the task durations originator.
and the number of crews assigned, educated changes can be
made to the crew assignments. This will create a more realistic
graph. Any changes can be seen instantaneously on the graph USING THIS METHOD
below, WITH MICROSOFT PROJECT (3000)
The final step is to present this information the schedule orig-
inator. (Please note that so far no logic or task duration has been As with any software application or version, the problem is
changed.) The questions for the originator are: finding out how to accomplish the same results you had with the
initial software (P3) using the features of the new software (MS
• Does this curve reflect the originators plan? Project). There is some give and take; however, the time need-
a. Accurately? ed to produce meaningful results is about the same.
b. Somewhat? As with P3, the process begins with copying the submittal file
c. Not at all? into a test file.
In MS Project, go to the “resource sheet” view. Enter each
• If not at all, Why? resource crew that is to be monitored.
a. This curve is directly proportional to the layout of Then set up a “table” with the columnar information needed.
the schedule. (Remember at the beginning, it was This should include; ID, NAME, DURATION, START, and
noted that the schedule planner should lay out the FINISH.
schedule with resources considered, whether or not Name this table: artificial resource loading” (or some other
resource loading was required by contract specifica- unique description).
tion.) Next, set up a “view” with the same name. The view will
include; the bar chart screen (usually the Gantt), the table (with
• Can the originator fine tune the submitted schedule by the same name), “no group”, and “all tasks.” (Filtering is option-
using this method? al.)
Eliminate summary tasks by removing the “check” on the
• If so, supply the method, not the data, so the originator is view screen of the “OPTIONS” menu.
responsible for the results. Sorting the file by “NAME” (Important: do not keep the “out-
line structure”) will give the data ready for resource loading,
Points to remember for using this method with P3: The drop down menu in the resource field will give the selec-
tions available. Assign the correct resource and use the “fill
• Use TASK coding to set up the global resource ADD. down” feature of MS Project to assign the same resource to the
• Use CREWS as resource unit. other similar tasks.

PS.17.2
 2007 AACE International Transactions

Figure 2—MS Project View

After completing the resource assignments, go to the resource a. This curve is directly proportional to the layout of
graph view and select the resource to review. the schedule.
Adjusting the resource allocation is a two step process in MS
Project. The addition or subtraction of crews is done by “split- • Can the originator fine tune the submitted schedule by
ting” the screen onto the bar chart at the top and the resource using this method?
table at the bottom. By adjusting the “percentage units” in the
table, you can add or subtracts crews in one half ½ intervals. • If so, supply the method, not the data, so the originator is
While there are other methods such as the “Task Usage” view responsible for the results.
or the “resource usage” view which can be used, the “split
screen method” is considered more efficient.
You can then switch the bottom screen to the resource graph
view to see the results.
Note that the P3 (figure 1) and MS Project (figure 2) views
are very similar.
Note: Before discussing the results with the schedule origi- Albert Joseph Kuhn PSP
nator, you may want to export your resource curve informa- Principal
tion to Excel to use the graphic options of that program. Kuhn Consulting
Using the same criteria as with P3 above, discuss the results 149 Stonegate Lane
with the schedule originator and attempt to get their input. Hanover, MA 02339, US
The questions for the originator are: Phone: +1.781.826.9517
Email: al.kuhn@kuhnconsult.com
• Does this curve reflect the originators plan?
a. Accurately?
b. Somewhat?
c. Not at all?

• If not at all, Why?

PS.17.3