Showing a Project Resource Allocation Plan using OnePager Pro

How to color-code a Microsoft Project plan in OnePager Pro to show tasks with overallocated resources

Overallocation of resources is a serious problem for any project. Successful project managers use OnePager Pro to identify places in their Microsoft Project plans where resources have been overallocated.

OnePager Pro is presentation software for Microsoft Project that creates color-coded project reports, which quickly highlight resourcing problems. Don't have OnePager Pro yet? You can download a free trial and try it out today.

OnePager Pro can help you identify problem spots with project resourcing in a matter of minutes. To run this demo, you'll simply need the template file that we'll use to build our report -- it's called Resource Overallocation.tat. Once you download the OnePager Pro template file by clicking on this link, save it in your file system under Documents > OnePager Pro > Templates.

  1. Start with a Microsoft Project plan. As resources are assigned, Microsoft Project will automatically change the "Overallocated" flag to "Yes" when people or teams get overloaded. We've highlighted this in yellow below:
    Microsoft Project plan showing resource overallocation.
  2. You can choose which tasks you want to import into your OnePager Pro report by placing a "Yes" in the "Flag 20" column, as shown above.
  3. When you are ready to start building your resource allocation report, double-click the OnePager Pro icon on your desktop. From the Start screen that appears, choose New.
    OnePager Pro Start screen.
  4. Choose your Microsoft Project plan as the source file for your OnePager Gantt chart.
    OnePager Pro source file selection.
  5. Once the dialog box expands, find the Starting Template section, click Change..., then BROWSE... and select from your file system the Resource Overallocation.tat template that you downloaded and saved in this folder earlier. This template will quickly and easily highlight tasks that Microsoft Project has marked as overallocated. You can always re-configure your report later, but this will be a good starting point:
    Change your OnePager Pro starting template.
    Pick a template before creating your OnePager Pro project report.
  6. Type in a name for your project report, and pick today’s date as your snapshot date, as shown below:
    OnePager Pro's redesigned import wizard from Microsoft Project makes project reporting easy.
  7. Click the Create New Project View button, and OnePager Pro automatically colors tasks with overallocated resources in red:
    Project resource allocation report created in OnePager Pro shows tasks where resources are overallocated.

Conditional Formatting

Curious how this works? OnePager Pro's project reporting capabilities include conditional formatting for Microsoft Project. This means that OnePager Pro looks at your Microsoft Project plan and assigns colors, shapes, and fonts automatically based on your data. You don't have to spend time color-coding Gantt charts by hand in PowerPoint, or reviewing your Microsoft Project schedules line-by-line.

You can see how OnePager Pro's conditional formatting for Microsoft Project works by going to Home > Project-View Properties > Task Bars and then clicking on the Manage Rules button. This particular example is simple; it assigns a red color when "Overallocated" is true, and assigns a green color otherwise. OnePager Pro's conditional formatting feature is pretty powerful, though, and can be used to apply an unlimited number of style rules to virtually any Microsoft Project column.
OnePager Pro is the only project reporting tool that offers conditional formatting for Microsoft Project.

OnePager is the easiest way to create a color-coded resource allocation report for your project. If you are using Microsoft Project, you already have all the data you need. Just import your project plan into OnePager Pro, and you will have a color-coded resource allocation report in a matter of minutes.

Get started today by downloading a free trial or attending one of our demonstration webinars.

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