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
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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.
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Using Calendars
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Types of Calendars
• There are four types of calendars in Microsoft
project.
1. Base Calendar
2. Project Calendar
3. Resource Calendar
4. Task Calendar
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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.
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What is the difference between a base
calendar and a resource calendar?
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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.
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How to create exceptions and work-
week?
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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.
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Assign calendar to a resource – Contd…
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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.”
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Assign calendar to a task – Contd…
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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.
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Share calendars with other projects • Go to File menu Info Organizer
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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.
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Questions?
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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
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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
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Team Planner
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Team Planner 21
What does the colors signify?
1. Black - Late Tasks
2. Dark Blue – Progress
3. Blue – Auto Scheduled
4. Teal – Manually Scheduled
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Move a task to a different time
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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
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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
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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
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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
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