SOP: How to Use Resource Leveling Carefully in Microsoft Project
Purpose
Resource Leveling is used to solve resource overallocations (when a person, team, or equipment is assigned more work than they can perform at the same time).
If used incorrectly, Resource Leveling can:
Delay the project unnecessarily
Change task dates unexpectedly
Increase project duration
Create unrealistic schedules
Therefore, Resource Leveling should be used carefully and systematically.
Step 1: Complete the Schedule First
Before leveling resources, make sure you have already:
✅ Defined project scope
✅ Created WBS (Work Breakdown Structure)
✅ Added all tasks
✅ Defined task durations
✅ Linked task relationships
✅ Assigned resources
❌ Do NOT level resources before the schedule is complete.
Step 2: Save a Baseline
Before making any major changes:
Project → Set Baseline → Set Baseline
This creates a snapshot of your original plan.
Benefits:
Compare before and after leveling
Measure schedule changes
Restore planning decisions if necessary
Step 3: Check Resource Overallocations
View Resource Sheet
View → Resource Sheet
Look for:
🔴 Red resource names
These indicate overallocated resources.
Example:
| Resource | Capacity | Assigned |
|---|---|---|
| Engineer | 100% | 250% |
| Supervisor | 100% | 180% |
This means they cannot perform all assigned tasks simultaneously.
Step 4: Use Resource Usage View
View → Resource Usage
This is the best place to understand the problem.
Look for:
Daily workload
Weekly workload
Peak work periods
Ask:
Can the work really happen simultaneously?
Sometimes:
Task A = Site Inspection
Task B = Client Meeting
Task C = BOQ Preparation
All assigned to the same engineer.
Microsoft Project sees a conflict.
You must decide whether:
Assign another engineer
Delay one task
Reduce task effort
Step 5: Try Manual Solutions First
Before automatic leveling:
Option 1: Reassign Resources
Example:
| Task | Old Resource | New Resource |
|---|---|---|
| BOQ | Engineer A | Engineer B |
Option 2: Split Work
Instead of:
Engineer A = 40 hours
Use:
Engineer A = 20 hours
Engineer B = 20 hours
Option 3: Change Task Logic
Sometimes tasks are incorrectly linked.
Review:
Finish-to-Start (FS)
Start-to-Start (SS)
Finish-to-Finish (FF)
Correct relationships often solve resource conflicts.
Step 6: Level Selected Resources First
Avoid:
Resource → Level All
on a large project.
Instead:
Resource → Level Resource
Choose only:
Engineer
Architect
Supervisor
One resource at a time.
Benefits:
✅ Better control
✅ Easier troubleshooting
✅ Fewer schedule surprises
Step 7: Review Leveling Options
Go to:
Resource → Leveling Options
Recommended settings:
Leveling Calculations
Manual
This prevents Microsoft Project from changing dates automatically.
Look For Overallocations
Day by Day
Best for construction schedules.
Leveling Order
Standard
Microsoft Project chooses reasonable adjustments.
Clear Leveling Values Before Leveling
Checked
Removes previous leveling calculations.
Level Only Within Available Slack
Checked (Recommended)
Important!
This prevents critical tasks from being delayed.
Without this setting:
❌ Project completion date may move later.
Step 8: Run Leveling
Start with:
Level Resource
or
Level Selection
Avoid:
Level All
until you understand the impact.
Step 9: Review Critical Path Again
After leveling:
View → Gantt Chart
Format → Critical Tasks
Check:
Has the Critical Path changed?
Has the project finish date moved?
Are critical tasks delayed?
If yes:
Investigate before accepting the changes.
Step 10: Compare Against Baseline
Review:
| Field | Purpose |
|---|---|
| Baseline Start | Original Plan |
| Start | Current Plan |
| Baseline Finish | Original Plan |
| Finish | Current Plan |
Questions:
Did leveling add unnecessary delays?
Is the finish date still acceptable?
Is resource usage now realistic?
Best Practice for Construction Projects
For Sarim's residential construction projects:
Build the complete schedule first.
Save Baseline.
Check Resource Usage View.
Fix major conflicts manually.
Level one resource at a time.
Use "Level Only Within Available Slack."
Review Critical Path after every leveling run.
Never blindly click "Level All."
Compare with Baseline.
Update the schedule weekly and re-level only when necessary.
Golden Rule
Resource Leveling is not a scheduling tool; it is a conflict-resolution tool.
Create the schedule first. Then use Resource Leveling only to solve resource conflicts while protecting your project finish date.