When you initially create resources in a project plan, Project
creates a resource calendar for each work resource. The initial
working time settings for resource calendars exactly match those of
the project calendar, which by default is the Standard base calendar. The Standard base
calendar is built into Project and accommodates a default work
schedule from 8 A.M. to 5 P.M., Monday through Friday, with an hour
off for lunch each day. If all the working times of your resources
match the working time of the project calendar, you do not need to
edit any resource calendars. However, chances are that some of your
resources will need exceptions to the working time in the project
calendar—such asTip
If you have a resource who is available to work on your
project only part time, you might be tempted to set the working time
of the resource in your project to reflect a part-time schedule,
such as 8 A.M. to 12 P.M. daily. However, a better approach would be
to adjust the availability of the resource as recorded in the Max.
Units field to 50%, as you did for the previous exercise for the
resource named Sharon Salavaria. Changing the unit availability of
the resource keeps the focus on the capacity of the resource to work
on the project rather than on the specific times of the day when
that work might occur. You set the maximum units for a resource in
the Resource Sheet view.
Changes that you make to the project calendar are reflected
automatically in resource calendars derived from the same project
calendar.
In this exercise, you specify the working and nonworking times
for individual work resources. -
On the Project tab, in
the Properties group, click
Change Working Time.
The Change Working Time dialog box appears. -
In the For
calendar box, click Toby
Nixon.
Toby Nixon’s resource calendar appears in the Change Working
Time dialog box. Toby has told you he will not be available to
work on Thursday and Friday, January 19 and 20, because he plans
to attend a book industry conference. -
On the Exceptions tab in
the Change Working Time dialog
box, click in the first row directly below the Name column heading and type Toby attending a conference.
The description for the calendar exception is a handy
reminder for you and others who may view the project plan
later. -
Click in the Start field
and type or select 1/19/12. -
Click in the Finish
field, type or select 1/20/12,
and then press the Enter key. Tip
Alternatively, in the calendar you can first select the
date or date range for which you want to create an exception,
and then enter the exception name. Project will insert the Start
and Finish dates automatically based on your selection, and then
press the Enter key.
Project will not schedule work for Toby on these
dates. Tip
To set up a partial working time exception for a resource,
such as a portion of a day when a resource cannot work, click
Details. In the Details dialog box, you can also create
recurring exceptions to the resource’s availability.
To conclude this exercise, you will set up a "4 by 10" work
schedule (that is, 4 days per week, 10 hours per day) for a
resource. -
In the For box, click
Jun Cao. -
When prompted to save the resource calendar changes that you
made for Toby Nixon, click Yes. -
Click the Work Weeks tab
in the Change Working Time
dialog box. -
Click [Default] directly
under the Name column heading,
and then click Details.
Next, you will modify the default working week days and
times for Jun Cao. -
Under Selected Day(s),
select Monday through Thursday.
These are the weekdays Jun can normally work. -
Click Set day(s) to these specific
working times.
Next you’ll modify Jun’s regular daily schedule for the days
she normally works. -
In row 2, click 5:00 PM
and replace it with 7:00 PM,
and then press Enter.
Finally, you will mark Friday as a nonworking day for
Jun. -
Click Friday. -
Click Set days to nonworking
time.
Now Project can schedule work for Jun as late as 7 P.M.
every Monday through Thursday, but it will not schedule work for
her on Fridays. -
Click OK to close the
Details dialog box.
You can see in the calendar in the Change Working Time
dialog box that Fridays (as well as Saturdays and Sundays) are
marked as nonworking days for Jun Cao. -
Click OK to close the
Change Working Time dialog
box.
Because you have not yet assigned these resources to tasks,
you don’t see the scheduling effect of their nonworking time
settings.
Tip
If you find that you must edit several resource calendars
in a similar way (to handle a night shift, for example), it may
be easier to assign a different base calendar to a resource or
collection of resources. This is more efficient than editing
individual calendars, and it allows you to make project-wide
adjustments to a single base calendar if needed. For example, if
your project includes a day shift and a night shift, you can
apply the Night Shift base calendar to those resources who work
the night shift. You change a base calendar in the Change
Working Time dialog box. For collections of resources, you can
select a specific base calendar directly in the Base Calendar
column on the Entry table in the Resource Sheet view.
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