MAKE YOUR SCHEDULE REALISTIC BY USING CALENDARS

Transcription

1 1 MAKE YOUR SCHEDULE REALISTIC BY USING CALENDARS Prakash K P, Director of Project Management, Grade Results, Inc.

2 2 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

3 3 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.

4 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

5 What are the three base calendars 5 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.

6 6 What is the difference between a base calendar and a resource calendar?

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. 7 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.

8 8 How to create exceptions and workweek?

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. 9 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.

10 Assign calendar to a resource Contd 10

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. 11

12 Assign calendar to a task Contd 12

13 How do calendars affect the schedule? As we have already discussed, calendar affects the schedule in the following ways: 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.

14 Share calendars with other projects Go to File menu Info Organizer 14

15 Summary MPUG India Chennai: Make Your Schedule Realistic By 15 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.

16 16 Questions?

17 17 Thank You!

18 MPUG India Chennai: Manage Your Team Work With Team Planner 18 MANAGE YOUR TEAM WORK WITH TEAM PLANNER B Sai Prasad, PMP, PMI-SP, MCTS

19 MPUG India Chennai: Manage Your Team Work With Team Planner 19 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

20 MPUG India Chennai: Manage Your Team Work With Team Planner 20 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

21 MPUG India Chennai: Manage Your Team Work With Team Planner 21 Team Planner

22 MPUG India Chennai: Manage Your Team Work With Team Planner 22 What does the colors signify? 1. Black - Late Tasks 2. Dark Blue Progress 3. Blue Auto Scheduled 4. Teal Manually Scheduled

23 MPUG India Chennai: Manage Your Team Work With Team Planner 23 Move a task to a different time

24 MPUG India Chennai: Manage Your Team Work With Team Planner 24 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

25 MPUG India Chennai: Manage Your Team Work With Team Planner 25 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

26 MPUG India Chennai: Manage Your Team Work With Team Planner 26 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

27 MPUG India Chennai: Manage Your Team Work With Team Planner 27 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