MSP01 - Calendar

Microsoft Project
INTRODUCTION
o MSP is a Project Management Software program
developed and sold by Microsoft since 1988.
o MSP is a powerful tool designed to assist the project
manager to
1. Create plans at the level of detail that’s right for your project.
Work with summary data initially, or shift to a more detailed
approach when it’s convenient.
2. Manage tasks, costs, work, and resources at whatever level of
detail is appropriate for your project’s needs.
3. Track and manage your plan throughout the life of the
project.
4. Collaborate and share data with others in your organization
What it looks like
What it looks like
In the hands of a
Scheduler
DEFAULT VIEW
ENTRY TABLE GANTT CHART
Quick access toolbar Tabs Group
Ribbons
Command
View Bar
Task is
entered here Length of a bar on
Task mode has to be along with the gantt chart is
kept automatically its duration. the projection of
scheduled for the duration of the
automatic calculation corresponding task.
Of the start and end Without giving a
dates of a task. relationship
between tasks
there will be no
sequence in
The project and
MSP will assume
the same start
dates for all tasks.
Finish to start CPM diagram
relationship
MSP course breakdown
1. Calendars
2. Tasks, Relationships & Developing a schedule
3. WBS
4. Baselines and Project Update
(followed by an example on “Tracking”)
5. Constraints
6. Resource Defining and Assigning
CALENDARS
o Calendars are the primary means by which you control when
each task and resource can be scheduled for work in Project.
o Calendars are used to define the working and non-working
time for a specific project.
o There are 4 different types of calendars in Microsoft Project:
1) Base
2) Project
3) Task
4) Resource
CALENDARS
o Base calendars are used almost like a template for project, task, and
resource calendars. Three default base calendars are already set up in
Project: Standard, 24 Hours, and Night Shift.
o Project, resource, and task calendars use a base calendar as a template,

and then are modified to reflect the unique working days and hours for
individual projects, resources, or tasks. These unique calendars are
particularly helpful when accounting for things like a leave of absence, shift
work, or tasks that are completed by equipment that runs throughout
nights and weekends.
o These calendars all stack together to frame how work is scheduled on a

project.
The calendar is
represented in
the Gantt chart.
Creating a new Calendar
1. Go to project bar > Properties Group > click change working time. This will
open the Change working time Dialog Box
2. Click Create New calendar
3. IF you want to begin with a default calendar click Create new base calendar
4. Else, if you want to create a new calendar based on an existing calendar, clic
Make a copy of, and the click the calendar name in the calendar box.
5. In the Name box > type a name for your new base calendar.
6. Click OK
Changing workweeks
1. Select the Workweeks tab option in the Change Working time
dialog box and click details.
2. Select the days of the week which you want to set to a working
time and select the option set day(s) to these specific times.
Modify working times according to the requirement.
3. Similarly select the days which you want to be non working and
select the option Set days to non working times.
Exceptions
1. If any of the days don’t follow the working times as specified in the
workweek tab you can modify them in the Exceptions tab .
2. National holidays like Republic day, Independence day, Gandhi Jayanti

etc. can be set in the Exceptions tab.
Go to Exceptions tab in the Change working time dialog box > select
the date of your Exception and Name it > press Enter > set yearly
recurrence pattern by clicking the Details
3. Monthly holidays like 3rd Saturday or a particular date which you want
to be non working can also be set in this tab
Select any day or date which you want as a non-working day and name
it > set the monthly recurrence pattern by clicking Details
Default Working Hours
o If you plan to change the working hours form the project’s default, it is
essential to set them up correctly before entering any task duration.
o These changes are only supposed to be made according to the working hours
of your project calendar.
Never to be done according to your task calendar .
o To change the working hours from a project’s default

1. Go to change working time dialog box > options
2. In option > schedule tab > calendar option for this project
Options can Change these
alternatively
Be accessed from according to
the file tab your project
calendar.
Assigning the calendar to the
project.
1. To reflect the newly created calendar on the Gantt chart :
Right click on the Gantt chart > Non working time > Select your Calendar > OK
2. To assign the Calendar to a project :

Project > Properties group > Project Information > Assign the calendar to your
project
3. You can also select the start date for your project in the Project Information
dialog box
o Before assigning the calendar to the project, Default working hours

according to your project calendar must be set and all the durations for
the tasks must be entered after assigning the calendar to the project.
Project
start
date Select the
calendar
you want to
assign to
your project
1
Create a new calendar 6 days as working days,

8pm-5pm as working hours and break from 12
pm-1 pm. Holidays are New year , Republic day ,
Independence day, Gandhi Jayanti , Christmas.
2
Create a 3 alternate day project calendar with 8

hrs as working time. Display it on the Gantt
chart and apply it on the project.
3.
i. Create a new base calendar that has 6

working days per week and 10 hrs of working
time with a break of 1 hr in between.
ii. The calendar should also include holidays on
the third Saturday of the month while all
other Saturdays should be half days
iii. Assign the new base calendar as the Project
calendar and view it on the gantt chart

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Microsoft Project

o Project, resource, and task calendars use a base calendar as a template,

o These calendars all stack together to frame how work is scheduled on a

2. National holidays like Republic day, Independence day, Gandhi Jayanti

o To change the working hours from a project’s default

2. To assign the Calendar to a project :

o Before assigning the calendar to the project, Default working hours

Create a new calendar 6 days as working days,

Create a 3 alternate day project calendar with 8

i. Create a new base calendar that has 6

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