SOP: Using Resource Leveling in Microsoft Project

What is Resource Leveling?

Resource Leveling is a Microsoft Project feature that automatically resolves resource conflicts by delaying tasks when the same resource is assigned to multiple tasks at the same time.

Example

Suppose:

Task	Resource	Start
Brick Wall A	Mason Team	1 Jun
Brick Wall B	Mason Team	1 Jun
Brick Wall C	Mason Team	1 Jun

Since there is only one Mason Team, Microsoft Project identifies an overload.

After Resource Leveling:

Task	Resource	Start
Brick Wall A	Mason Team	1 Jun
Brick Wall B	Mason Team	3 Jun
Brick Wall C	Mason Team	5 Jun

The resource is no longer overloaded.

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Step 1: Verify Task Logic First

Before leveling, ensure:

• All tasks have correct durations.

• All predecessors are linked properly.

• Resources are assigned correctly.

• Calendars are set correctly.

Never use Resource Leveling to fix a bad schedule.

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Step 2: Save a Baseline Copy

Before making major changes:

File → Save As

Create:

SPH_Schedule_Before_Leveling

This gives you a backup if the results are not satisfactory.

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Step 3: Review Resource Overallocations

Go to:

View → Resource Sheet

Look for:

🔴 Red resource names

These indicate overloaded resources.

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Step 4: Identify the Exact Conflict

Go to:

View → Resource Usage

Expand the resource.

Example:

Mason Team
   Brick Wall A
   Brick Wall B
   Brick Wall C

You can now see:

• Which tasks overlap

• Which dates are overloaded

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Step 5: Open Leveling Options

Go to:

Resource → Leveling Options

Recommended settings:

Setting	Value
Leveling Calculations	Manual
Look for Overallocations	Day by Day
Leveling Order	Standard
Clear Leveling Values Before Leveling	✓
Level Entire Project	✓
Leveling Can Adjust Individual Assignments	✓
Leveling Can Create Splits	✗ (for construction)

For construction schedules, avoid splitting tasks initially because it can create confusing stop-start activities.

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Step 6: Level One Resource First

Instead of clicking Level All, use:

Resource → Level Resource

Select:

Mason Team

Then click:

Level Now

Review the result.

This is safer than leveling the entire project.

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Step 7: Review the Gantt Chart

Check:

• Did the task move?

• Is the sequence still logical?

• Did project completion move too much?

If leveling creates unrealistic delays:

Resource → Clear Leveling

and revise your resource assignments.

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Step 8: Level All Resources

Once satisfied:

Resource → Level All

Microsoft Project will remove all remaining overallocations.

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Step 9: Check Critical Path

After leveling:

View → Gantt Chart

Enable:

Format → Critical Tasks

Review critical activities.

A task that becomes critical after leveling may now control the project completion date.

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Step 10: Review Total Project Duration

Compare:

Before leveling:

28 days

After leveling:

34 days

Ask:

• Is the longer duration realistic?

• Can another crew be added?

• Can work be resequenced?

Sometimes adding another crew is cheaper than extending the project.

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Best Practice for 8AM Contractor

For residential projects:

1. Create the schedule.

2. Link all tasks correctly.

3. Assign resources.

4. Check red overallocations.

5. Use Resource Leveling.

6. Review Critical Path.

7. Optimize manpower if the completion date becomes too long.

8. Save Baseline only after the schedule is realistic and balanced.

Golden Rule

Resource Leveling solves manpower conflicts, but it may increase project duration. Always check the project finish date after leveling.

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