SOP: Resource Planning in Microsoft Project
1. Purpose
The purpose of Resource Planning in Microsoft Project is to:
Plan manpower, materials, equipment, and cost
Prevent overloading workers or machines
Ensure the right resources are available at the right time
Improve schedule accuracy
Control project productivity and budget
2. What is “Resource” in Microsoft Project?
A Resource means anything needed to complete a task.
There are 3 main types:
| Resource Type | Meaning | Example |
|---|---|---|
| Work Resource | Human or machine working | Engineer, Carpenter, Excavator |
| Material Resource | Consumable material | Cement, Sand, Steel |
| Cost Resource | Extra cost item | Transport, Fuel, Permit |
3. Main Principle
Good Resource Planning =
Right Resource
+ Right Quantity
+ Right Time
+ Right Task
= Smooth Project Execution
4. Resource Planning Workflow
1. Create Tasks
↓
2. Create Resources
↓
3. Assign Resources
↓
4. Check Workload
↓
5. Balance Resources
↓
6. Monitor Actual Progress
5. Step-by-Step SOP
STEP 1 — Create Project Tasks
First create all activities:
Example:
Foundation Work
Column Work
Beam Work
Roof Work
Painting
STEP 2 — Open Resource Sheet
In Microsoft Project:
View → Resource Sheet
This is where you create all resources.
STEP 3 — Create Work Resources
Example:
| Resource Name | Type | Max Units | Std Rate |
|---|---|---|---|
| Site Engineer | Work | 100% | $20/hr |
| Carpenter Team | Work | 300% | $15/hr |
| Excavator | Work | 100% | $50/hr |
Meaning of Max Units
| Value | Meaning |
|---|---|
| 100% | 1 person/machine |
| 200% | 2 workers |
| 300% | 3 workers |
STEP 4 — Create Material Resources
Example:
| Resource Name | Type | Material Label |
|---|---|---|
| Cement | Material | Bags |
| Rebar | Material | Tons |
| Sand | Material | m³ |
STEP 5 — Assign Resources to Tasks
Go to:
Task → Assign Resources
Example:
| Task | Resource |
|---|---|
| Excavation | Excavator |
| Formwork | Carpenter Team |
| Rebar Installation | Steel Team |
STEP 6 — Set Duration and Work
Microsoft Project automatically calculates:
Work = Duration × Units
Example:
Work = Duration \times Units
If:
Duration = 5 days
Units = 2 workers
Then:
Total Work = 10 worker-days
7. Resource Loading Concept
Example
Worker A
Monday = 100%
Tuesday = 150%
Wednesday = 200%
This means the worker is overloaded.
8. Resource Overallocation
Meaning
Overallocation happens when:
One resource
is assigned too much work
at the same time.
Microsoft Project shows:
Red person icon
Red indicators
9. How to Fix Overallocated Resources
Method 1 — Resource Leveling
Go to:
Resource → Level Resource
Microsoft Project will:
Delay some tasks
Reduce conflicts
Balance workload
Method 2 — Add More Workers
Example:
Carpenter Team
100% → 300%
Method 3 — Split Tasks
Instead of:
One worker = 10 hours/day
Split into:
Two workers = 5 hours/day
10. Resource Usage View
Go to:
View → Resource Usage
You can see:
Daily workload
Overloaded days
Remaining availability
11. Team Planning Example
House Construction Example
| Task | Resource | Duration |
|---|---|---|
| Excavation | Excavator | 2 days |
| Foundation | Concrete Team | 5 days |
| Rebar Work | Steel Team | 4 days |
| Painting | Painter Team | 3 days |
12. Material Consumption Planning
Example:
| Task | Material | Quantity |
|---|---|---|
| Slab Concrete | Cement | 300 bags |
| Beam Work | Rebar | 2 tons |
This helps:
Procurement planning
Stock control
Delivery scheduling
13. Cost Planning
Microsoft Project can calculate:
Labor Cost
+ Material Cost
+ Equipment Cost
= Total Project Cost
\text{Total Project Cost} = \text{Labor Cost} + \text{Material Cost} + \text{Equipment Cost}
14. Resource Planning Strategy for GC
For a 8AM General Contractor system:
Focus on:
A. Critical Workers
Identify:
Site engineer
Foreman
Skilled workers
B. Shared Equipment
Example:
1 Excavator
used by
3 project zones
Need scheduling coordination.
C. Material Delivery Timing
Avoid:
Too early = storage problem
Too late = schedule delay
15. Best Practice SOP
Daily
Check worker availability
Check equipment usage
Update actual progress
Weekly
Review resource workload
Check overallocations
Update manpower forecast
Monthly
Compare planned vs actual cost
Analyze productivity
Improve future planning
16. Important Microsoft Project Views
| View | Purpose |
|---|---|
| Gantt Chart | Timeline |
| Resource Sheet | Resource database |
| Resource Usage | Workload |
| Team Planner | Visual resource planning |
| Task Usage | Resource by task |
17. Common Mistakes
| Mistake | Result |
|---|---|
| No resource assignment | Fake schedule |
| Too many tasks for one worker | Burnout |
| Ignore material planning | Site delays |
| No actual updates | Wrong forecast |
18. Golden Rule
Tasks tell WHAT to do
Schedule tells WHEN to do
Resources tell WHO and HOW to do
19. Final Construction Management Concept
Strong Schedule
without Resource Planning
=
Weak Execution
But:
Good Resource Planning
=
Stable Site Operation
+ Better Productivity
+ Better Profit
+ Less Delay