3.2Overallocation: Auditing & Leveling
The essentials in 30 seconds
- A resource is overallocated when it is asked for more than its capacity over a period (e.g. 150%), flagged in red in Project.
- You spot it via Resource Usage, the Resource Graph or the Team Planner.
- Auditing/leveling shifts tasks to remove the overloads; leveling never reduces the work, it redistributes it.
Running mini-case — Meriem relieves her design team
Meriem, a BTP project manager in Algiers, assigns her engineers to a site's preparation tasks. Resource Usage shows a site supervisor in red: two tasks require him at the same time, he is assigned at 150%. Meriem analyses the cause before acting: it is not a shortage of hands, but two simultaneous tasks on the same person. Rather than launching an automatic audit that might shift the finish, she prefers manual leveling: she moves the least critical task into its float and spreads the other. The red disappears, the finish date does not move. She notes the reflex: analyse the cause before choosing the remedy.
Standalone case for this section: it comes back in the lesson, the diagram, the script and the 48h challenge of section 3.2.
1. Overallocation, that red signal
After assigning resources, a frequent problem appears: overallocation (overload). A resource is overallocated when it is asked for more than its capacity over a period — for example a site supervisor assigned at 150% when he is full time. Project flags it in red in the Resource Usage view, the Resource Graph or the Team Planner.
2. Audit or level
To resolve this, you audit/level the resources (resource leveling). The automatic audit asks Project to shift tasks to eliminate overloads — convenient, but sometimes too 'brutal' if it pushes back the finish. Manual leveling keeps control: Meriem redistributes, replaces or shifts herself, relying on float.
3. Redistribute, not reduce
Key point: leveling never reduces the work — it redistributes it over time. A plan where everyone is at 150% is only a fiction that will collapse during execution. Meriem often prefers controlled manual leveling, even if it means only allowing the automatic audit within float.
🔎 Concrete example — 🔎 Concrete example — Keeping control
Meriem compares two ways to handle a site supervisor's overload:
Same person, two simultaneous tasks -> shift one WITHIN its float.
Auto audit: allow shifting WITHIN float only.
-> 'Clear leveling' to start over if the result does not suit.Reading: the cause is an overlap, not a shortage of staff.
Lesson: controlled manual leveling avoids lengthening the project finish.
Section vocabulary
- Overallocation
- Situation where a resource is assigned beyond its capacity over a period (overload).
Simple example: The site supervisor appears in red at 150%.
What it is not: a resource loaded at 80%, below its capacity.
Reflex: beyond capacity → overallocation.
- Resource Usage
- View detailing each resource's work period by period.
Simple example: Meriem spots the overloads there in red.
What it is not: a simple table of project costs.
Reflex: reveal an overload → Resource Usage.
- Audit/leveling (leveling)
- Resolving overloads by shifting/redistributing tasks, automatically or manually.
Simple example: Meriem shifts a non-critical task to remove the red.
What it is not: adding hours without shifting any task.
Reflex: remove the red → audit/level.
- Team Planner
- Visual view (Professional) showing resource occupancy and allowing tasks to be moved.
Simple example: Meriem drags a task from an overloaded person to another.
What it is not: a static report with no interaction.
Reflex: reorganise visually → Team Planner.
- Manual leveling
- Resolving overloads through controlled adjustments: redistribute, replace, shift yourself.
Simple example: Meriem spreads the task while keeping the finish date.
What it is not: letting the automatic audit shift everything with no control.
Reflex: keep control → manual leveling.
In practice — In practice — Detecting and resolving overallocations
- Open Resource Usage (or the Resource Graph) and spot the resources in red, like Meriem.
- Analyse the cause: two simultaneous tasks on the same person, or an assignment above capacity.
- Test the automatic audit (Resource tab > Level) while observing the proposed shifts.
- Compare with manual leveling: shift within float, reduce an assignment or replace a resource.
Step-by-step script — relieving a resource like Meriem (4 min)
1) Open Resource Usage and spot the red. 2) Analyse the cause (overlap or over-assignment). 3) Choose: automatic audit bounded to float, or manual leveling. 4) Shift the least critical task into its float, reduce an assignment or replace the resource. 5) Check that the finish date has not moved.
Keep this reflex: the auto audit is a starting point; the project manager's judgement does the rest.
Copy-paste template — my overallocation sheet
Detect : Resource Usage / Graph / Team Planner (red)
Cause : overlapping tasks OR over-assignment (> capacity)
Remedy : audit/leveling (shift WITHIN float) or manual leveling
Control : check the impact on the finish date; 'Clear leveling'
Rule : leveling does not reduce work, it REDISTRIBUTES itTwo simultaneous tasks
Meriem shifts the least critical into its float: the red disappears, the finish does not move.
An overly harsh audit
The automatic audit lengthens the finish: Meriem cancels it and switches back to manual leveling bounded to float.
A 150% assignment
Meriem reduces the assignment and spreads the task, rather than adding a useless resource.
A resource replacement
Meriem assigns another available person to the shifted task, via the Team Planner.
✓ Best practices
- Spot the resources in red (overloaded).
- Analyse the cause before acting.
- Often prefer controlled manual leveling.
✗ Common pitfalls
- Leaving resources at 150% (fictional schedule).
- Launching the auto audit without limiting it to float.
- Adding hands without analysing the cause.
Key takeaways
- Overallocation = resource assigned beyond its capacity (flagged in red).
- You spot it via Resource Usage, Resource Graph or Team Planner.
- Auditing/leveling shifts tasks to remove the overloads (auto or manual).
- Leveling never reduces the work: it redistributes it over time.
48h challenge — apply it tomorrow
Like Meriem, open a schedule's Resource Usage and spot a resource in red. Write the probable cause (overlap or over-assignment), then choose the remedy: shifting a task within its float, reducing an assignment or replacing the resource. Finish by checking, in one sentence, that your solution does not push back the finish date.
- I can explain what an overallocation is and how to spot it.
- I distinguish the automatic audit from manual leveling.
- I know that leveling redistributes the work without reducing it.
Frequently asked questions
The automatic audit shifted everything and lengthened my project. How do I keep control?
Bound the audit: in its options, allow shifting only within available float, or limit it to certain resources or periods. Often prefer manual leveling: identify the overload, then choose the best solution (shift a non-critical task, reduce an assignment, replace a resource). You can always cancel with 'Clear leveling'.
Does adding resources always remove an overload?
Not necessarily. Adding a resource helps only if the task can be shared; if the problem comes from two simultaneous tasks on the same person, the solution is to shift one into its float or to reassign. Sometimes, reducing an assignment (100% → 50%) and spreading the task is enough. Analyse the cause before the remedy.
How do you resolve a resource overallocation?