Ihab Saad – MS Project session 2 Calendars
AI: Summary ©
The speaker explains how to modify and schedule a project, including using calendars and scheduling different work days. They also explain how to designate certain days as nonwork and add new calendars. The speaker provides guidance on creating a new calendar for work days, assigning activity to certain work days, and modifying an existing calendar. They provide guidance on how to assign a calendar to certain work days and how to modify an existing one.
AI: Summary ©
All right, welcome to the second lecture in Microsoft Project. And
basically, in this lecture, we're going to learn about calendars.
What are calendars? How can we modify calendars? How can we add
calendars? How do we assign different calendars to different
activities and schedule the project accordingly. So basically,
a calendar shows how many work days do we have per week, what are
the working times, and so on and so forth. And then if we have any
holidays, or if any, if we have any non work days, whether they
are regular non work days, like, for example, Easter or the Fourth
of July or Labor Day and stuff like that, or if we have any
particular non work days for that particular project. So for
example, we're going to have a shutdown of a certain plant, or
we're going to have maintenance on certain equipment and things like
that, so we're not going to have work during that time.
The other issue is how to make a non work day a working day. So for
example, Saturdays and Sundays are usually non work days. What if we
have to work on a certain Saturday or a certain Sunday to allow for
the project to finish on time and things of that sort? So the first
thing that we're going to do is learn about calendars, and in
order to do that, we are going to go to project
and we are going to go to Change Working times.
So under Change Working time you have, you can see here that we
have a calendar, a standard calendar. I have gone already and
added a couple of non work days and so on. So the calendar shows
that we have five work days per week, Monday through Friday, and
then Saturday and Sunday are the non work days or the weekend. Here
at the bottom, we have something called exceptions. And here you
have the legend on the on the side that shows what's a working day,
what's non working and so on. And then here we have the exceptions,
if I want to designate a certain day as an exception, so if it is a
working day and I want to make it a non work day, or the opposite,
if it's a non work day and I want to make it a working day. So for
example, here we have Independence Day, the Fourth of July. I have
already added that, and the way to do that is quite simple. Let's say
I want to designate
april 11 as a non work day.
So I'm going to go here, and I'm going to call it
non work.
Of course, we have to give a certain reason for that, and I'm
going to enter the date,
which is, in this case, april 11. And now it has been designated as
a non work day. It's that simple,
if I go down, as you can see now, it has been shaded so it shows
that this is a an exception day, becoming a non work day.
The other way around is, if I want to make a Saturday, for example, a
working day, I can do the same thing here,
and I can call this
receiving
equipment,
if certain equipment is going to arrive on site on that day, and I
need someone to be there to receive that equipment. So now
that particular Saturday has been designated as a work day, which is
the exception from being a non work day.
Okay.
Now if I want to add a new calendar, let's say for my
calendar right now is a five workday per week. Let's say I want
to add another calendar, and I'm going to call it I am going to
create a new calendar
and I'm going to call it six day.
Basically this calendar is going to be a six working day per week,
and I'm going to make an exact copy of my standard calendar.
Instead of adding all the holidays and the non work days and so on,
I'm just going to make a copy, and then I'm going to modify that as
well. So I'm going to go to, okay, make a copy of standard Okay,
make changes? Yes, because we have not closed standard. So now it has
created a new calendar called six day. What I want to do now? I want
to designate Saturdays. All Saturdays as being work days. So
let's say the site works six days per week and the office works five
days a week. So any activity related to the site, I'm going to
assign it to this calendar six day, and any activity related to
the office or to certain other trades outside, I'm going to
assign to the five work day. So what I have to do now, instead of
going through every Saturday and designating it as a next.
Option. There's another easier way of doing that. I'm going to go to
work weeks,
and
I'm going to click here.
I'm going to click on options.
Now this shows here, the week starts on Monday, and the times of
work and hours per week and so on and so forth.
Now I'm going to go on Saturday. Click on Saturday. I
and I'm going to click on details.
Now it shows the seven days of the week. I'm going to click on
Saturday. So
this is going to apply from now on to all Saturdays in this calendar.
And I'm going to click on Set days to these specific working times, I
want to designate what is going to be the working time on Saturdays.
So we're going to make it a regular work day. So we're going
to start at 8am
two
is going to be
12.
Let's go back here, 8am
to
12. We're
going to make that PM,
and then after lunch, we're going to start at 1pm
two,
5pm
and hit OK.
And now, as you can see, all Saturdays became work days. So
this is the second thing that we new thing that we've learned today
we learned so far about how to modify an existing calendar, which
is the standard calendar, and then how to add non work days, and how
to convert a non work day into a working day. And then we learned
about how to add a new calendar, the six work day calendar, and how
to
assign, basically Saturdays as a working day. Now we're going to go
to OK,
and basically
I'll go now to task.
And what I want to do is assign Calendar Number two, the six
workday calendar, to certain activities. So whichever
activities are going to follow that calendar, they have to be
assigned to that calendar. Let's say I'm going to go to excavation
and site leveling.
This activity here, this task, and I'm going to click on information,
and
if I go to Advanced,
it's going to show me calendar. Which calendar is this activity
going to follow? I'm going to call the six day calendar
and hit OK,
and now it's going to show here, under the task indicators, that
this activity has been assigned to the calendar six day. So the
calendar six days assigned to the task.
Now that we've done that, we can do that to other activities as
well and so on. So basically, this is the end of the second lesson on
how to modify calendars and how to assign different calendars to
different activities. Well, see you next time in the next lesson.