How to create a link between a task and a recurring meeting?

[Triasp]

I have a Board that only meets twice a month (every 1st and 3rd Thursday), so
I created a recurring task. However, I do not want my project to come up at
every Board meeting. I want my project to be on the agenda of the next
available Board meeting after a certain task has been completed.

For instance, Task A was scheduled to be on the 11/4 meeting, but the
timeframe changed so that Task A is not scheduled to be completed until 11/7.
I wanted Task A to be scheduled on the 11/18 meeting, instead of the 11/4
meeting.

I tried doing a Finish to Start link between Task A and the Board meetings,
and Project scheduled the Board meeting on the day that Task A is scheduled
to be completed on (11/7), instead of the next schedule meeting (11/18).

In Project, is there a way to tell the calendar to do this?

Thanks

 

[DonL]

Triasp,

Create a new calendar that shows only working time for the board meeting
schedule and assign it to the board meeting task(s), keeping your
finish-to-start relationship with Task A.

Hope this helps!

 

[Triasp]

Don,

It did work, but for only one task. I tried duplicating it and the result
was that it scheduled a board meeting 3 months afterthe one that wanted.

I created a base calendar for three different types of meetings (BOC WS, PC,
BOC) and for each meeting I created a task. I assigned the proper base
calendar for each meeting type. I wanted Task A to be completed before the
BOC WS. I linked the two and had to put a lag time of 1 day. With this lag
time, it assigned the correct BOC WS date. If I changed the duration of Task
A, the BOC WS date was still correct. If I changed the lag time to 2 days,
it assigned the correct date for the next available BOC WS date.

Now the problem. I wanted the BOC WS date to occur prior to the PC date. I
created a link between the BOC WS date and the PC date. Without a lag time,
the PC date was assigned the BOC WS date. When I assigned a lag time of 1
day, Project 2003 assigned me a PC date 3 months in the future.

For instance, I started with a Task A (4 weeks) that ended on 2/24/06. The
next available BOC WS date was on 3/7/06. The PC meets on the 4th Tuesday of
every month, in this case it would be on 3/28/06. I linked the two meetings,
I was assinged the 6/27/05 PC meeting, not the 3/28/05 PC meeting.

Tiras

 

[DonL]

Tiras,

Generally, the dates get pushed because a task cannot be completed (fully)
within the given time frame of the calendar you set the task to. If you drill
down in the Task Usage view the the "hour" level, you can see whether this is
the case.

You might also want to check your calendars for each meeting type to be sure
the meeting times were set up correctly for the time period in question (you
only mentioned that you verified that the correct calendar was assigned to
the task ).

Hope this helps!

 

[Triasp]

Don,

I used the default working time and it removed the problem. I tried using
the a non-default working time for the meetings because two of the three
meetings start at 5 or after 5 and the third may or may not end at 5. They
were not scheduled for 8 hours, so Project said that 8 hours required I
intended to keep track of how many overtime hours these night meetings would
result in. I am doing planning for a project that will occur next year. I
was stumped with this question, so I have not entered any resources as of
yet. I am new to Project. I now need to go back and try to figure out how
to get the overtime for these meetings. Currently, my main focus is to get
the overall schedule planned.

Thanks for your help.