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Adjusting Working Time for Individual Resources
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Adjusting Working Time for Individual Resources
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Project uses different types of calendars for different purposes. In 2, Creating a Task List, you modified the project calendar to specify nonworking days for the entire project. In this exercise, you will focus on the resource calendar. A resource calendar controls the working and nonworking times of an individual resource. Project uses resource calendars to determine when work for a specific resource can be scheduled. Resource calendars apply only to work resources (people and equipment), not to material or cost resources. When you initially create resources in a project plan, Project creates a resource calendar for each work resource. The initial working time settings for resource calendars exactly match those of the project calendar, which by default is the Standard base calendar. The Standard base calendar is built into Project and accommodates a default work schedule from 8 A.M. to 5 P.M., Monday through Friday, with an hour off for lunch each day. If all the working times of your resources match the working time of the project calendar, you do not need to edit any resource calendars. However, chances are that some of your resources will need exceptions to the working time in the project calendar such as
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A flex-time work schedule Vacation time Other times when a resource is not available to work on the project, such as time
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Tip If you have a resource who is available to work on your project only part time, you might be tempted to set the working time of the resource in your project to reflect a part-time schedule, such as 8 A.M. to 12 P.M. daily. However, a better approach would be to adjust the availability of the resource as recorded in the Max. Units field to 50%, as you did for the previous exercise for the resource named Sharon Salavaria. Changing the unit availability of the resource keeps the focus on the capacity of the resource to work on the project rather than on the specific times of the day when that work might occur. You set the maximum units for a resource in the Resource Sheet view.
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Changes that you make to the project calendar are reflected automatically in resource calendars derived from the same project calendar. For example, in 2, you specified a nonworking day for a staff morale event, and Project rescheduled all work to skip that day. In this exercise, you specify the working and nonworking times for individual work resources.
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1. On the Project tab, in the Properties group, click Change Working Time.
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The Change Working Time dialog box appears.
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Setting Up Resources
2. In the For calendar box, click Toby Nixon.
Toby Nixon s resource calendar appears in the Change Working Time dialog box. Toby has told you he will not be available to work on Thursday and Friday, January 19 and 20, because he plans to attend a book industry conference.
3. On the Exceptions tab in the Change Working Time dialog box, click in the
first row directly below the Name column heading and type Toby attending a conference. The description for the calendar exception is a handy reminder for you and others who may view the project plan later.
4. Click in the Start field and type or select 1/19/12. 5. Click in the Finish field, type or select 1/20/12, and then press the Enter key.
Tip Alternatively, in the calendar you can first select the date or date range for which you want to create an exception, and then enter the exception name. Project will insert the Start and Finish dates automatically based on your selection, and then press the Enter key. Every work resource calendar is based on the project calendar; the default project calendar is the Standard base calendar.
Adjusting Working Time for Individual Resources
Project will not schedule work for Toby on these dates.
Tip To set up a partial working time exception for a resource, such as a portion of a day when a resource cannot work, click Details. In the Details dialog box, you can also create recurring exceptions to the resource s availability.
To conclude this exercise, you will set up a 4 by 10 work schedule (that is, 4 days per week, 10 hours per day) for a resource.
6. In the For box, click Jun Cao. 7. When prompted to save the resource calendar changes that you made for Toby
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