January 6, 2023
General
5 minutes
Mae Angeline

What is Resource-Constrained Scheduling? Explained in 5 Minutes

Resource-constrained scheduling is a common buzzword in project management. But what is it, and how do you make it work? Learn in our short guide.

When you're working on a project and don't have enough resources like money, or people, resource-constrained scheduling is just the tool you need.

In this guide, we will discuss what exactly resource-constrained scheduling is, why it's necessary to use such an approach during project management, and the pros and cons associated with it.

Get ready to learn all you need to know about managing resources efficiently through this important technique!

What is resource-constrained scheduling?

Resource-Constrained Scheduling (RCS), also known as resource leveling, is a term used in project management to describe the process of optimizing a schedule focusing on the availability of resources. The key is to acknowledge any limitations on your resources, so that you can create a realistic and practical schedule for your project activities.

In other words, resource-constrained scheduling is used when resources are limited. In contrast to time-constrained scheduling, RCS does not involve hiring a contractor to speed things up.

Why would you need to use resource-constrained scheduling?

Most projects have resource constraints, and so this technique has the potential to help almost all project managers. By gaining insight into potential resource constraints or conflicts early on, the project manager has the opportunity to adjust the schedule or create other solutions, rather than assuming the project will proceed as if there are no limitations.

Here are a few questions to ask yourself before using resource-constrained scheduling.

Are your resources limited?

First, think about the scope of your project and whether you have the resources available to complete it on time and within budget.

If you have scarce resources, resource-constrained scheduling may be your best bet. However, if you have plenty of resources available, you may want to consider other scheduling methods.

Is it a complex project?

Next, consider the complexity of your project. If your project is relatively simple, resource-constrained scheduling may not be necessary. However, if it's a complex, large project, resource-constrained scheduling can help keep everything on track.

This is especially important in large organizations, where hundreds or even thousands of projects may be underway at any given time with limited human resources. When you have a fixed workforce to complete your project, it is best to manage these resources effectively; otherwise, resources may be unavailable when the project needs them the most.

Is there potential for conflict?

The most common reason for using resource-constrained scheduling is to prevent overloading assigned team members. Resource conflicts, where one resource is overloaded with different tasks, can damage productivity: as well as being at risk of burnout, the resource will not work effectively as they keep switching between tasks.

Pros and cons of resource-constrained scheduling

When it comes to resource-constrained scheduling, there are both pros and cons to consider.

On the bright side, following the principles of resource-constrained scheduling, project managers will minimize work overload and overbooking.

However, there are two cons to this technique:

  • It may involve extending the project deadline with resource availability in mind
  • The project will last longer than expected

For this reason, with resource-constrained scheduling, project managers will always need to take a creative approach. Determining how to shift resources to address constraints always requires a high level of agility, resourcefulness, and problem-solving.

How to apply a resource-constrained scheduling technique

If you're like most people, you probably don't think about resource-constrained scheduling until you're in the middle of a project and realize that you don't have enough resources to complete it. But setting up a resource-constrained project schedule before the team starts work is one of the best strategies project managers can use to manage their team's resources effectively.

So how do you go about implementing a resource-constrained scheduling system? Here are six steps to help you get started:

1. Assess your resources

The first step is to take stock of your resources. What do you have available? What limitations or constraints can you identify? Make sure that you have a clear understanding of your resource availability, so you're clear on what you have to work with.

Runn's People Planner provides transparency into everyone's bookings on projects.

2. Set goals and deadlines

Once you have an understanding of your resources, it's time to set goals and deadlines. Think about what needs to be accomplished and when it needs to be done. Make sure that the goals and deadlines are realistic and achievable given the resources that you have available.

Using a resource scheduling tool to determine the critical path of your project will help you to schedule projects effectively. This is because these tools allow you to look at past projects and see how long it took for personnel to complete certain tasks, so you can estimate your project schedule more accurately.

For example, if you are using a resource management tool like Runn that has a Gantt chart feature, you can see how long tasks took to complete, and set up the dependent tasks within your project.

3. Prioritize tasks and assign resources

The next step is to prioritize tasks based on their importance and urgency. This will help you ensure that the most important tasks are completed first and that the team is focused on the most important work.

Once the tasks have been prioritized, the next step is to assign resources to each task. Think about what resources will be needed for each task and who will be responsible for each one. In Runn, you can filter your resources by their skills as well as availability, to ensure you select the most effective resource for each task.

4. Get leveling

As you assign resources to tasks, you'll become aware of the parts of the project that need resources more intensely. This is an opportunity to apply resource leveling to your project, to reduce overload on your resources.

At its simplest, resource leveling means adjusting the start and end points of your project timeline to account for the fact that it will take longer to complete the project objective with your limited resources. If your project deadline is fixed, consider implementing an early-start schedule to get the extra time you need.

If you're working well in advance, you may be able to consider upskilling some of your team to meet the resource requirements of the project, or you may be able to consider recruiting resources with specific in-demand skills.

5. Monitor and adjust

As the project progresses, monitor its progress and make sure that everything is on track. Look for any signs of trouble, and address them as soon as possible.

One of the most important things to remember when you're doing resource-constrained scheduling is to be flexible. Things will inevitably change, and you need to be able to adapt accordingly. Don't get too attached to any one plan; be prepared to change course if necessary.

It's also important to reassess your resources. Are there any changes that need to be made to your resource allocation plan? Are any new resources needed? Make sure that you stay on top of the resources that are available and adjust accordingly if necessary.

6. Review your resource-constrained schedule

Finally, once the project is complete, it's important to review the results and make any adjustments as necessary. Think about what worked well and what could have been done better. This will help you refine your resource-constrained scheduling process for future projects.

Final thoughts

Understanding how resources are limited and ensuring deadlines are met without compromising quality is key to a successful project. With the right approach, resource-constrained schedules can ensure your projects are well-planned and managed.

Remember that resource scheduling approaches are not a one-size-fits-all solution; each project is unique and will require its own customized approach. But with careful planning and execution, resource-constrained scheduling can often help you get the most out of your team and your resources.

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