How to Update Resource Working Calendars in Microsoft Project?

Microsoft Project is a powerful tool that can help project managers manage their projects more efficiently. One of the critical features of Microsoft Project is the ability to update resource working calendars, which allows project managers to schedule resources accurately. In this article, we will discuss how to update resource working calendars in Microsoft Project and ensure that your project stays on-track.

Understanding Resource Working Calendars

Before we dive into how to update resource working calendars in Microsoft Project, it’s essential to understand what resource working calendars are. A resource calendar is a calendar that defines when a resource is available for work. Microsoft Project uses resource calendars to determine when tasks can be scheduled based on the availability of resources.

Resource calendars take into account any non-working days, such as weekends and holidays, and also define the working hours for each day. By default, resources in Microsoft Project have a standard calendar that assumes they work from 8:00 AM to 5:00 PM with an hour-long lunch break. However, you can customize these calendars to reflect the actual working hours of each resource.

Updating Resource Working Calendars

To update a resource’s working calendar in Microsoft Project, follow these steps:

1. Open the “Resource Sheet” view in Microsoft Project.
2. Select the resource whose calendar you want to update.
3. Click the “Change Working Time” button in the “Properties” group on the “Resource” tab.
4. The “Change Working Time” dialog box will appear. Use this dialog box to make changes to the resource’s working calendar. For example, you can add non-working days or specify working hours for specific days.
5. Once you have made your changes, click the “OK” button to save them.

Changing Non-Working Days

To change non-working days for a resource, follow these steps:

1. Open the “Change Working Time” dialog box.
2. In the “Exceptions” tab, click the “New Exception” button.
3. In the “Name” field, enter a name for the exception, such as “Christmas Day.”
4. Select the start and end dates for the exception.
5. Check the “Nonworking time” checkbox to indicate that this is a non-working day.
6. Click the “OK” button to save the exception.

Changing Working Hours

To change working hours for a resource, follow these steps:

1. Open the “Change Working Time” dialog box.
2. In the “Work Weeks” tab, select the week you want to modify.
3. Click the “Details” button to open the “Working Times” dialog box.
4. Use the “From” and “To” fields to specify the start and end times for the workday.
5. Use the “Hours per day” field to specify how many hours the resource works each day.
6. Click the “OK” button to save the changes.

Tips for Updating Resource Working Calendars

Here are some tips for updating resource working calendars in Microsoft Project:

• Be sure to update resource calendars whenever there are changes to a resource’s availability or working hours. This will ensure that tasks are scheduled correctly.
• Use exceptions to define unusual working patterns, such as vacations or company-wide holidays.
• If you have multiple resources with the same working pattern, you can create a new calendar with those hours and assign it to those resources. This can save time when setting up projects with many resources.

Conclusion

Updating resource working calendars in Microsoft Project is an essential task for project managers who want to ensure their projects run smoothly. By following the steps outlined in this article, you can customize resource calendars to reflect the actual working hours of each resource and ensure that tasks are scheduled accurately. Remember to update resource calendars regularly and use exceptions when necessary. With these tips, you can make the most out of Microsoft Project’s powerful scheduling capabilities.

Related posts

• How to Assign Resource Working Calendars to Resources in Microsoft Project
• What is the difference between resource working calendars and project calendars in Microsoft Project?
• How to Set Up Resource Working Calendars for Part-Time Resources in Microsoft Project