MAKE YOUR SCHEDULE REALISTIC BY USING CALENDARS - MPUG · •Calendars determine the standard working time and non working time, such as weekends and holidays, for the project

MAKE YOUR SCHEDULE REALISTIC

BY USING CALENDARS

Prakash K P,

Director of Project Management,

Grade Results, Inc.

1 MPUG India Chennai: Make Your Schedule Realistic By

Using Calendars

Learning Objectives

• At the end of this session, you will be able to do

the following tasks in Microsoft Project 2010:

1. Define Calendars

2. Explain the different types of calendars

3. Create exceptions and work-weeks

4. Apply calendars at project, resource and tasks

5. Explain how calendars schedules tasks

6. Share calendars with other projects


Using Calendars

Calendars

• We can't prepare a proper/realistic schedule in

MS Project without understanding how calendars

work. Calendars control when work is allowed to

happen, so it's very important to set them up

properly before we start planning our tasks.

• Calendars determine the standard working time

and non working time, such as weekends and

holidays, for the project.


Using Calendars

MPUG India Chennai: Make Your Schedule Realistic By

Using Calendars 4

Types of Calendars

• There are four types of calendars in Microsoft

project.

1. Base Calendar

2. Project Calendar

3. Resource Calendar

4. Task Calendar


Using Calendars 5

What are the three base calendars

included in MS Project and the default

values of each?

• Standard – This is a default base calendar, Monday to Friday, 8 to 5, lunch noon to 1. This is the default base calendar used for the project, for tasks and for resources.

• Night Shift - 11 PM to 8 AM, five days a week, lunch 3 AM to 4 AM.

• 24 Hours – Work never stops here. Typically used for projects in a manufacturing situation, midnight until midnight 7 days a week.


Using Calendars 6

What is the difference between a base

calendar and a resource calendar?


Using Calendars 7

Overview of Applying Calendars • By default, tasks are scheduled based on the project

calendar. You can create a task calendar to have an unique exceptions for working time and non-working time.

• The following order shows how the project calculates when the resource and task are schedule to work by using the calendars

• Project Calendar Resource Calendar Task Calendar

• If a task has no resources and no task calendar, it is scheduled according to the project calendar.

• If a task has resources assigned and no task calendar, it is scheduled according to the resource calendar.

• If the resource does not have a resource calendar, the project calendar is used.


Using Calendars 8

How to create exceptions and work-

week?


Using Calendars 9

Assign calendar to a resource • As we all know, the standard calendar is the default base

calendar. The base calendar is applied to all resources

as you add them. You can assign a different base

calendar to the resource, or you can modify the

individual's resource calendar.

• On the Resource menu, click Team Planner

Resource Sheet

• In the Resource Name field, select the resource to which

you want to assign a calendar.

• Click Resource Information Button image, click the

General tab, and then click Change Working Time.

• In the Base calendar list, select the calendar that you

want to assign to the resource.


Using Calendars 10

Assign calendar to a resource – Contd…


Using Calendars 11

Assign calendar to a task • Go to Gantt Chart view.

• In the Task Name field, select the task to which you want

to assign a calendar.

• Click Task-Information, and then click the Advanced

tab.

• In the Calendar list, select the calendar that you want to

use for the task.

• If you don't want the resource calendar to change the

scheduling of the task, select the check box "Scheduling

ignores resource calendars.”


Using Calendars 12

Assign calendar to a task – Contd…


Using Calendars 13

How do calendars affect the schedule?

• As we have already discussed, calendar affects the

schedule in the following ways:

1. When you create a task, the project calendar

schedules the task.

2. When you add a resource to a task, the resource

calendar controls the scheduling of the task.

3. When you add a task calendar to a task and set the

calendar setting to Scheduling ignores resource

calendars in the Task Information box, the task

calendar controls the scheduling and will ignore the

schedule of any resources assigned to the task.


Using Calendars 14

Share calendars with other projects • Go to File menu Info Organizer


Using Calendars 15


Using Calendars 15

Summary

• Let’s take a quick summary of what we have learned

today.

1. About calendars and their types.

2. Creating Exceptions and New Calendars.

3. Changing working time in Project.

4. Assigning a calendar to a resource and task.

5. How do calendars affect the schedule?

6. Sharing calendars with other projects.


Using Calendars 16

Questions?


Using Calendars 17

Thank You!

MANAGE YOUR TEAM WORK

WITH TEAM PLANNER

B Sai Prasad, PMP, PMI-SP, MCTS

18 MPUG India Chennai: Manage Your Team Work With

Team Planner

Learning Objectives

• Project Managers have always struggled with seeing clearly and quickly what their team is doing at any given point in time.

• A new feature for Project 2010 Professional – Team Planner – gives managers more visibility and control over their work.

• At the end of this session, you will be able to do the following tasks. 1. View your team’s work with Team Planner

2. Move a task to a different time in the schedule

3. Fine-tune your schedule with Team Planner view

4. Customize your team planner view

19 MPUG India Chennai: Manage Your Team Work With

Team Planner

View Team Work

1. On the Ribbon, click the View tab

2. In the Resource Views group, click Team

Planner. The Team Planner appears.

3. One row is displayed for each resource.

4. On the left, resource names appear and on the

right all tasks that is assigned to a resource

appear.

5. Tasks that are not assigned to anyone appear

at the bottom

MPUG India Chennai: Manage Your Team Work With

Team Planner 20

Team Planner


Team Planner 21

What does the colors signify?

1. Black - Late Tasks

2. Dark Blue – Progress

3. Blue – Auto Scheduled

4. Teal – Manually Scheduled


Team Planner 22

Move a task to a different time


Team Planner 23

Team Planner : Other Uses

1. View non-working time

2. Rollup task information to see less or more

3. Select multiple items

4. Move items using the keyboard

5. Get quick information about tasks


Team Planner 24

Fine-tune your schedule

• Most of these actions can be done in Gantt Chart but you will find that Team Planner is straight forward

1. Change how tasks are scheduled

2. Resolve overallocations automatically

3. Inactivate a task

4. Reassign a task

5. Change task information

6. Split the view

7. Change the working time of a resource


Team Planner 25

Customize the Team Planner

1. Change the color of the Team Planner bars

2. Expand the height of rows to show more text

3. View more or less details

4. Change the appearance of non-working time

5. Group / Filter / Sort Quickly

6. Hide unnecessary columns


Team Planner 26

Summary

Team Planner is a new view in Project 2010 Professional that gives greater visibility into and control over team’s work

Assigned work will be on the top and unassigned work will be on the bottom

You can move a task in horizontal or vertical direction to resolve overallocation, assign work

You can fine tune your schedule by changing its parameters

You can make your view attractive by using the Format ribbon


Team Planner 27

Documents

MAKE YOUR SCHEDULE REALISTIC BY USING CALENDARS - MPUG · •Calendars determine the standard working time and non working time, such as weekends and holidays, for the project