Set working times, vacations, and holidays for your project

You can use the project calendar to reflect the general working days and hours of your project, as well as regular nonworking times (such as weekends and evenings) and special days off (such as holidays).

You can also control how much a work resource is available to work throughout the life of the project without changing the resource's resource calendar. Availability is reflected by a resource's working time, starting and ending availability dates, and any varying unit availability at different time periods. Microsoft Office Project 2007 uses this information to determine whether a resource is overallocated. Note that working time calendars and resource availability do not apply to material resources.

Tip   The Project Working Times side pane provides an easy way to set the project's working times. On the Project Guide toolbar, click Tasks. Click Define general working times, and then follow the instructions that appear in the side pane.

Note   If you are using Microsoft Office Project Professional 2007 with Microsoft Office Project Web Access, you can only change project and resource calendars with specific permissions granted to you by an administrator.

In this article

Add a vacation day for a resource

Add a holiday to the project calendar

Set the working times for resources or tasks on the project

Change the resource availability without using a calendar

Overview of Project calendars

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Add a vacation day for a resource

  1. On the Tools menu, click Change Working Time.

  2. In the For calendar list, click the resource whose calendar you want to change .

  3. In the Change Working Time dialog box, click the Exceptions tab.

  4. Type a descriptive name for the exception, such as Vacation day, and the start and finish times for the time during which the exception will occur.

  5. If the exception will be repeated throughout a portion of the schedule, click Details.

  6. Under Recurrence pattern, select the frequency from Daily to Yearly, and then select additional details about the recurrence pattern to the right. The details of the recurrence pattern change, depending on whether you want to create a daily, weekly, monthly, or yearly pattern.

    Under Range of recurrence, choose the starting time for the exception by using the Start box, and then select either End after or End by.

  7. If you selected End after, type or select the number of occurrences for the task.

    If you selected End by, type or select the date when you want the recurring task to end.

Any tasks that this resource is assigned to will now be scheduled around the vacation day by, typically, lengthening the number of days that will be needed to complete the task.

Watch this video Demo button

Add vacation to Project calendar image

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Add a holiday to the project calendar

Note   Project 2007 does not include a preset holiday calendar. To add your organization's holidays to a project, you must specify them one at a time on the project calendar. If you plan to use this holiday schedule for multiple projects, consider making the project a template or adding the calendar to the global file or, if you are using Office Project Professional 2007 the enterprise global template .

  1. On the Tools menu, click Change Working Time.

  2. In the For calendar list, click the calendar that you want to change. The project calendar for the current project is followed by (Project Calendar). The default is Standard (Project Calendar). You can also choose 24 Hours or Night Shift.

  3. In the Change Working Time dialog box, click the Exceptions tab.

  4. Type a descriptive name for the exception, such as Company Holiday, and the start and finish times for the time during which the exception will occur.

  5. If the exception will be repeated throughout a portion of the schedule, click Details.

  6. Under Recurrence pattern, select the frequency from Daily to Yearly, and then select additional details about the recurrence pattern to the right. The details of the recurrence pattern change, depending on whether you want to create a daily, weekly, monthly, or yearly pattern.

    Under Range of recurrence, choose the starting time for the exception by using the Start box, and then select either End after or End by.

  7. If you selected End after, type or select the number of occurrences for the task.

    If you selected End by, type or select the date when you want the recurring task to end.

Any tasks scheduled around the holiday will automatically be rescheduled to take into account the non-working time of the holiday.

Watch this video Demo button

Add vacation to Project calendar image

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Set the working times for resources or tasks on the project

The following procedure applies to changing any calendar in your project, including the default standard project, a specific resources calendar, or a task calendar.

Note   Project 2007 does not include a preset holiday calendar. To add your organization's holidays to a project, you must specify them one at a time on the project calendar. If you plan to use this holiday schedule for multiple projects, consider making the project a template or adding the calendar to the global file. If you are using Office Project Professional 2007, ask your server administrator to add them to the enterprise global template.

  1. On the Tools menu, click Change Working Time.

  2. In the For calendar list, click the calendar that you want to change. The project calendar for the current project is followed by (Project Calendar). The default is Standard (Project Calendar). You can also choose 24 Hours or Night Shift.

    Note   If you want to create a new calendar instead of changing the default calendar, click Create New Calendar, type a name for the calendar, and then choose whether you want to create a new base calendar or make a calendar that is based on a copy of another calendar.

    You can use this feature to customize your project calendar to your organization's needs (such as by creating a work week that includes weekend days).

  3. To change the default work week, click the Work Weeks tab.

    To choose an additional work week for a range of days that differ from the default work day, such as a summer schedule for road work or a work week that includes weekend days, in the Working times table, type a descriptive name in the Name column for the work week schedule, such as Road Work, and the start and finish times for the time during which the additional scheduling will occur.

  4. Click the row in the Work Weeks table that indicates the default schedule, and then click Details.

  5. In the Details for dialog box, select in turn each day you want to change from a working day to non-working day, or vice versa, and then select one of the following:

    • Use Default working times for these days      Choose the days that should use the default working times, which are 8:00 A.M. to 12:00 P.M. and 1:00 P.M. to 5:00 P.M., Monday through Friday, and nonworking time on weekends.

    • Set days to nonworking time      Choose the days on which no work can be scheduled. For example, if no one in your organization works on a Friday, select Friday, and then select Set days to nonworking time.

    • Set days to these specific working times      To set the working times for the selected days throughout the schedule, type the times that you want work to start in the From boxes and the times you want work to end in the To boxes. For example, if people in your organization work on a Saturday, select Saturday, and then select Set day(s) to these specific working times.

Note   

  • If you are using Office Project Professional 2007 to make changes to schedule information for an enterprise resource, you must first check out the resource. You can also update the changes to the resource calendars by using Microsoft Office Project Server 2007.

  • Working time calendars do not apply to material resources.

  • Task and resource calendars override the project calendar. Therefore, you can choose vacation time for different resources whose calendars are based on the same project calendar. At the same time, if you need to make the same change to everyone's calendar, such as a holiday, you can apply the project calendar rather than make changes to each resource calendar.

  • The Resource Working Times side pane provides an easy way to set working times for resources. On the Project Guide toolbar, click Resources. Click Define general working times for resources, and then follow the instructions that appear in the side pane.

  • You can use the working hours in the project calendar to help accommodate work on nonproject tasks. If team members realistically can spend only six hours per day on project tasks, with the other two hours spent on meetings and administrative tasks, you can reflect this by indicating resource availability of six hours per day in the project calendar.

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Change the resource availability without using a calendar

You can make changes to a resource's availability without changing that resource's calendar. This is useful if you know that a resource will be available to work for a certain amount of time on a specific task, but you don't want to change the resource's availability for other tasks in the project.

If you are using Office Project Professional 2007 to make changes to schedule information for an enterprise resource, you must first check out the resource. You can also update the changes to the resource calendars by using Project Server 2007.

  1. On the View menu, click Resource Sheet.

  2. In the Resource Name field, select the resource whose start and end dates you want to enter.

  3. Click Resource Information Button image, and then click the General tab.

  4. In the Available From field, enter the resource's start date on the project.

  5. In the Available To field, enter the resource's finish date on the project.

  6. In the Units field, type the number of maximum units that this resource is available during this period of time.

    You can enter maximum units as a percentage (for example, 50%, 100%, or 300%), or as a decimal (for example, 0.5, 1, or 3).

    • To adjust the assignment of a single resource to full-time effort, in the Units field for the resource you want, type or select 100%.

    • To adjust the assignment of a single resource to part-time effort, type or select a percentage less than 100 to reflect the level of part-time effort that this resource will be working. For example, if the resource will be working on this task half-time, type 50%.

    • To adjust the unit assignment of a group of multiple resources, type a percentage that represents the level of effort for this group of resources. For example, if the resource group is Operators, there are three resources in this group, and you want to assign all of them full-time, type 300%.

Note   

  • Although the Resource Availability table in the Resource Information dialog box changes a resource's maximum units over the life of the project, it does not change the resource rates over time. You can enter different rates for a resource in a cost rate table.

  • The Resource Availability table adjusts the maximum unit availability throughout a project, and work contours adjust the varying levels of work throughout a specific assignment.

  • You can enter a date in the Available To field without entering a date in the Available From field.

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Overview of Project calendars

Project 2007 uses the following types of calendars to determine resource availability and the way that tasks are scheduled:

  • Project calendar     This is the calendar that is used to designate the default work schedule for all tasks in a project.

  • Resource calendar     For each resource that you enter, Project 2007 creates individual resource calendars based on the settings in the Standard calendar. You can modify those calendars by clicking Change Working Time on the General tab of the Resource Information dialog box. You can also create and assign resource calendars for individual resources or resource groups to indicate specific working hours. For example, you can assign a resource to the swing shift or night shift. You can edit the resources' calendars to indicate nonworking time, such as vacations and leaves of absence.

    Note   If you are using Microsoft Office Project Professional 2007, you must first check out the resource.

  • Task calendar    Tasks are scheduled based on the working times in the project calendar. However, you can customize the working times from the project calendar in a task calendar if you have tasks that need to be completed at different times, especially tasks that are independent of resources. A task calendar is especially useful for equipment that runs and completes tasks throughout nights or weekends, which are designated as nonworking time in the project calendar.

  • Base calendar    A base calendar is used as a template that the project calendar, resource calendar, and task calendar are based on. Project 2007 provides three base calendars:

    • Standard (8:00 A.M. to 5:00 P.M. weekdays, with an hour off for lunch)

    • 24 Hours

    • Night Shift

      Note   If you are using Microsoft Office Project Professional 2007 with Project Server, you cannot directly edit the project calendar, nor can you set any nonworking times, such as vacation times. In this case, the project calendar is defined by the enterprise global template. Only someone with administrative privileges (for example, your server administrator) can check out and change items in the enterprise global template.

      Tip   If you set up the same calendar each time that you create a new project, consider saving a completed project as a template or adding the calendar to the global file.

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Applies To: Project 2007



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