Defining the Project Calendar Project Management Help

Project uses several different types of calendars to reflect when resources are available to work on a project. All projects that you create are assigned a calendar by Project. The project calendar reflects the general working hours for the project. The calendar

contains the number of hours per day that will be spent on the project and the days of the week when the work will occur. In the project calendar, you can exclude holidays and other days in which no work will be done, and set realistic expectations of how much time will be devoted to the project.

If you have a wide variation of how much time will be available from different resources, you can create additional calendars that can be assigned to specific tasks and particular resources.

Setting the Standard Calendar

In the Change Working Time dialog box, you can make changes to the default calendar settings to reflect when work will occur on the project, ,The standard calendar is set for a 40-hour week: Monday through Friday, from 8:00 a.m. to 5:00 p.m.

WIth one hour for lunch. No holidays are represented in the Standard calendar. If this does not represent your standard schedule, you can change the settings for the standard calendar or any of the calendars used in Project.

To change the calendar settings, click Tools> Change Working Time. This opens the Change Working Time dialog box, shown in Figure 6.4.

~ In the Change Working Time dialog box, you can make changes to the default calendar settings to reflect when work will occur on the project

In the Change Working Time dialog box, you can make changes to the default calendar settings to reflect when work will occur on the project

The Change Working Time dialog box displays the calendar you chose in the Project Information dialog box. We selected the Standard calendar, so it is the calendar that displays in Figure 6.4. Days that appear in the calendar in white are default working days. Days that are shaded are nonworking days.

In the calendar in Figure 6.4, Monday through Friday are working days, and Saturday and Sunday are nonworking days. Before you change the working times for particular dates, let’s review the default working hours for the Standard calendar.

Changing the Default Calendar Options

To change the default working hours for the standard calendar, click the Options button in the Change Working Time dialog box. This opens the Calendar page of the Options dialog box, shown in Figure 6.5.

IZ13!ZIDIII On the Calendar page of the Options dialog box, you can change the default working hours of the Standard calendar

On the Calendar page of the Options dialog box, you can change the default working hours of the Standard calendar

In the Calendar options, you can change the day the week starts on and the month the fiscal year starts in. If the fiscal year starts in any month besides January and there by extends over two years, you can designate how you want Project to refer to the year.

Click the Use-Starting Year for FY Numbering check box if you want Project to label the year using the starting year. Clear the check box if you want Project to use the ending year as the year label. If your default workday differs from the 8 a.m. to 5 p.m, day displayed here, enter new start and end times ~n the appropriate boxes .

Defining Days, Weeks, and Months

The most important Calendar options are  the options that determine how you define a workday, week, and month. Microsoft
Project makes all of its duration and other tirne calculations based on minutes, and then uses the values entered in the Calendar options to convert the minutes into day, week, and month units.
. Because of this, it is vitally important that you tell Project how to define these time intervals.

Enter the hours available per day, the hours available per week, and the days available per month for the typical resource that will be involved with the project. Although you can change these values after you entertasks into a project, the changes you make here will also change task durations. For example, let’s say you set the Days Per Month to 31 and the Hours Per Week to ‘:to. If you schedule a task with a duration of two months that begins June 9,

Project will set the Finish date to September 4, three calendar months away. This is because two months is equivalent to 62 days in this scenario, and 62 days at five days per week results in 12.4 weeks, or just about three calendar months.

If you meant for the duration to be two calendar months, then the days per month must reflect the actual number of work days per month, which in this case is only 20 (eight hours per day and 4’0 hours per week).

Setting the Working Times as the Default If you plan to use the same Calendar settings in future projects, you can set the options as the default Calendar settings by clicking the Set as Default button on the Calendar options . When you finish setting Calendar options, click the OK button to save the changes and return to the Set Working Times dialog box.

Posted on November 26, 2015 in Building a New Project

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