HKSM

A schedule analysis technique that adjusts activities and assignments so resource demand fits available capacity. It typically uses resource leveling and resource smoothing to resolve overallocations and balance utilization while respecting constraints.

Key Points

• Combines resource leveling and resource smoothing to balance demand with capacity.
• Used during schedule development and control to resolve overallocations and uneven workloads.
• Relies on resource calendars, skills, priorities, and constraints to guide adjustments.
• Resource leveling can change activity start/finish dates, critical path, and project end date.
• Resource smoothing keeps the end date within constraints by using available float without altering the critical path.
• Software tools assist, but professional judgment and stakeholder agreement are essential.

Purpose of Analysis

The goal is to create a feasible schedule that aligns resource demand with actual availability while honoring scope, time, and cost constraints. It reduces burnout risk, limits context switching, and improves throughput by resolving overallocations. It also clarifies trade-offs among time, cost, and resource limits so stakeholders can make informed decisions.

Method Steps

• 1) Profile availability: Confirm calendars, working hours, skills, and any resource limits or policies.
• 2) Detect conflicts: Identify overallocations and peaks via histograms, utilization reports, or tool alerts.
• 3) Select approach: Choose leveling to remove conflicts even if dates slip, or smoothing to stay within end-date constraints using float.
• 4) Adjust the model: Shift activities, modify assignments, split tasks, or change sequences within dependencies and constraints.
• 5) Recalculate schedule: Recompute critical path/criticality, floats, and utilization metrics.
• 6) Assess impacts: Evaluate effects on milestones, cost, risk, and stakeholder commitments; propose options.
• 7) Approve and baseline: If changes are material, raise change requests and update baselines per governance.
• 8) Communicate and monitor: Share the plan, implement, and track utilization to ensure benefits persist.

Inputs Needed

• Activity list, logic relationships, and estimated durations/effort.
• Resource requirements per activity and skill sets needed.
• Resource calendars, availability constraints, and organizational policies.
• Schedule model data (network, constraints, leads/lags) and current baseline (if any).
• Priorities, deadlines, and scope or quality constraints.
• Cost rates, budget limits, and risk register items related to capacity.

Outputs Produced

• Updated schedule model with adjusted start/finish dates and sequences.
• Revised resource assignments, utilization profiles, and histograms.
• Updated resource and project calendars.
• Change requests for baseline updates, budget/cost changes, or scope trade-offs.
• Updated risk register and assumptions log reflecting capacity-related risks.
• Communications to stakeholders summarizing impacts and decisions.

Interpretation Tips

• Use leveling when overallocations must be eliminated even if the finish date slips; expect critical path changes.
• Use smoothing when the finish date is fixed; limit changes to activities with available float.
• Check utilization targets (for example, 70–85% for knowledge workers) to avoid burnout and inefficiency.
• Watch float consumption—smoothing can quietly erode schedule flexibility.
• Reassess cost and risk impacts; overtime, additional hires, or sequence changes may shift the trade space.
• Iterate after scope or dependency changes; optimization is not a one-time action.

Example

A project shows two engineers allocated at 140% for three weeks while the project deadline is firm. The team first attempts smoothing by moving non-critical tasks within available float and redistributing work to equally skilled team members, bringing each engineer under 100% without changing the finish date. One task remains overallocated; the team then levels by delaying that task into the next sprint and secures stakeholder approval for a minor milestone shift.

Pitfalls

• Relying on tool defaults without reviewing dependencies, calendars, and priorities.
• Over-leveling that extends the schedule more than necessary due to overly strict constraints.
• Excessive smoothing that consumes all float and leaves no contingency.
• Ignoring skill fit and learning curves when reassigning work.
• Failing to consider cost impacts of overtime, contractors, or sequence changes.
• Poor stakeholder communication about trade-offs and approvals.

PMP Example Question

A schedule review shows multiple activities overallocated to the same specialist next month. The project end date is fixed by contract. What should the project manager do first?

1. Apply resource leveling across the schedule.
2. Fast-track by overlapping more activities.
3. Use resource smoothing to adjust non-critical activities within available float.
4. Crash the schedule by adding overtime to the specialist.

Correct Answer: C — Use resource smoothing to adjust non-critical activities within available float.

Explanation: With a fixed end date, smoothing is the preferred first step because it balances workload by consuming float without changing the project finish date. Leveling can delay the end date, while fast-tracking or crashing increase risk and cost.