This video demonstrates how to define a special work week that applies to a specific time period within a calendar. IT shows how to create an additional work week and specify its start and end dates.
- [Instructor] Suppose your company's work schedule is different during different periods of the year. Perhaps a half day on Fridays during the winter, so employees get a head start to the ski slopes. You can define additional work weeks that span specific time periods in a calendar. Before we set up a work week, let's take a look at one of the tasks in the project. In this case, it's task 30, unit testing. This task has a duration of 1.78 weeks.
It starts on February 5th, at 8 a.m., and finishes February 15th at 5 p.m. The reason we're looking at this task, is because it's going to be affected by this winter work week we're going to create. Well let's go ahead and create that work week. I'm going to head to the Project tab and click change working time. We want to set this work week up in the standard calendar. That's already selected in the for calendar box.
I'm going to go ahead and click the work week's tab. We have our default work week. We're going to click the blank name cell in the 2nd row. I'm going to call it "Winter 2018." Now, I click the start cell, and let's say that we're going to start this on December 18th. And I'll put in 2017. And I press Tab.
Then, it's going to finish on March 23rd, and that's in 2018. I type that in the finish cell, and press Tab. We also have to change the working times and days. With the winter 2018 work week selected, I'm going to click the Details button. That opens up the details for winter 2018 dialogue box. The only thing we have to change is Friday. I select Friday in the list of days, and Project selects the option, use times from default work week for these days.
But that means the table isn't editable. Instead, select "set days to these specific working times." I'm going to click the gray cell for the 2nd row, because I want to delete this row. Once I click the cell and the entire row is selected on the keyboard I can press Delete to delete that 2nd row. Now I'm going to change the To cell, and I'm going to change that to 12:30 p.m.
I type that in the To cell, and press Tab. Click OK to save the work week. If you look at the calendar, you can see that the days within that work week are shaded in a light yellow, and the dates are underlined. That means that there is a special work week for that time period. And if I choose one of the Fridays, the working times show up as 8 a.m. to 12:30 p.m.
Well let's click OK to save the standard calendar with this new work week. Keep in mind, you don't change calendar options because of these special work weeks. The calendar options need to work with the default work week to convert hours into days and weeks for your typical work week. In addition, if you plan to do the same schedule the next year, you would have to create another work week, and set its start and finish dates for that following year.
Now, let's take a look at our task, unit testing. The duration is still 1.78 weeks, but if you look at the start and finish, now the finish is a little bit later. It's February 16th, at 11:30 a.m. To look at this in a little bit more detail, let's head to the View tab, and click the Task Usage button. In the Task Usage, we've got unit testing up at the top of the table. I want to see the times over on the right side of the screen.
I'm going to head up and click the Task tab, and then go over to the right side to the Editing section, and click Scroll to Task. To see the hours, I'm going to point at the vertical divider between the table and the timescale and drag to the left. And I'm also going to click the scroll bar, I'm also going to select the horizontal scroll bar and move so I can see the start date for the task. We've got 9 hour days Monday through Thursday, but because we're in that winter work week, Friday is only 4 and a half hours, and then it goes back to 9 hours, Monday through Thursday, for the following week.
Now all we have to do is go back to the Gant chart, and we're ready to go. That's how you create a work week for temporary changes to the work schedule.
Next, Bonnie explains how to create shift calendars by setting work schedules for specific tasks and assigning schedules to resources. Then learn how to fine-tune project, task, and resource calendars, including biweekly schedules. Last, she covers working with multiple calendars, including copying and sharing custom calendars with all Project files and integrating multiple projects with different calendars into a single master Project file.
Note: This course was designed in collaboration with John Riopel.
- Setting up your organization's calendar, including nonworking periods
- Coordinating calendars
- Creating a new shift calendar
- Assigning calendars to resources
- Customizing project, task, and resource calendars
- Working with multiple calendars in a master Project file