Creating a new calendar

The Standard calendar may not work for your project under all circumstances. You may find that all members of a specific group of resources work on the same calendar, but their calendar is different from the Standard calendar. For a group such as this, you can create a special resource calendar.

You use calendars to manage task schedules. You can also modify the calendars of resources to mark time when the resources aren't available. In Chapter 4, you read more about task calendars. In Chapter 5, you find out more about resource calendars.

For example, suppose that you run a print shop and each project that you complete requires you to use the printing press, but the press requires cleaning and maintenance each week for two hours on Thursday afternoon. To make sure that each printing project considers the maintenance requirement of the printing press, you can create a Press calendar that considers the need to shut the press down for cleaning and maintenance. Then you can assign the Press calendar to the Press Time task that you create for each project.

Note As previously mentioned, if you're using Project Standard, everything you're about to read works automatically. However, if you're using Project Professional, you can create your own base calendars (for both projects and tasks) if you're working offline and storing the project locally and not in the Project Server database. If you store the project in the Project Server database, you can create base calendars only if the administrator has given you the rights to do so. Also, the privilege to create base calendars doesn't permit you to change the Standard calendar.

To create a new, project-wide calendar, choose ToolsOChange Working Time to display the Change Working Time dialog box, as shown in Figure 3-7.

Figure 3-7: By default, Project displays the settings for Standard (Project Calendar) in the Change Working Time dialog box.

If other calendars exist, you see them listed in the For list box. You can create a custom calendar by clicking the New button. Project then displays the Create New Base Calendar dialog box, as shown in Figure 3-8.

Create New Base Calendar

u

Name: ¡Copy of Standard)

C Create new base calendar

(f Mate a copy ci | Standard

j*] taJendar

L

OK | Cancel

Figure 3-8: From the Create New Base Calendar dialog box, you can create a copy of an existing calendar or you can create a new Standard calendar.

To model your calendar on an existing calendar, select the existing calendar from the Make a copy of drop-down box. Provide a name for the new calendar in the Name box.

Tip By default. Project suggests that you copy the calendar that you were viewing when you chose the New button. In particular, I suggest that you make a copy of * the Standard calendar rather than modifying it. That way, you can always use the original Standard calendar if you need it.

Click OK to create the new calendar, and then make changes to it in the Change Working Time dialog box. To change the working hours for a particular day, make sure that you use the For list box to select the calendar that you want to change, and then make your changes. The Legend panel on the left side of the dialog box identifies Working, Nonworking, Edited working hours, and edits to a day of the week or an individual day on the current calendar.

Note To select contiguous days on the calendar in the Select Dates section, click the first day. Then press Shift as you click the last day that you want to select. To select noncontiguous days, press Ctrl as you click each day that you want to select. Scroll up to see an earlier month; scroll down to see a later month. To select all Sundays, for example, click the letter that corresponds to the day. Project selects all Sundays in all months.

In the Set selected date(s) to section, make the necessary changes in the From and To text boxes, or use the Set selected date(s) to option buttons. Because you set an exception to the regular schedule, the dates (or days) that you selected appear underscored in the calendar. In Figure 3-9, May 26 is not using the default calendar. Even if you don't select a particular date, you can tell that the day contains nonstandard working hours by comparing the shading for the date to the legend.

Tip You don't need to select the Nondefault working time option button if you're changing the hours for a particular day. Although the dialog box continues to show ' that the Use default option is selected. Project automatically selects the Nondefault working time option button.

Tip Reselecting a date and clicking the Use default option button returns the date to its originally scheduled time on that date. Therefore, clicking the Use default * option button for Sundays means "don't schedule work on Sundays."

Figure 3-9: Project marks exceptions to the typical schedule with an underscore.
Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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