switch between calendars

[theintern]

I'd like to be able to easily switch between calendars. For example, usually
we run an 8 hour day around here (7am to 4 pm) but if we're slammed with
work, i'd like to be able to switch to a 10 hour day (7am to 6pm) to see how
that changes things. I have a separate 10 hour calendar setup (10hourdays)
but how do i switch to that one? Even if it's not easy, i could make it a
macro; that's fine. I tried playing around with the Tools->Options->Calendar
and the Tools->change working time, but i must be missing a crucial step
somewhere along the way.

thanks
scott

 

[JulieS]

Hello Scott,

If you wish to switch all tasks to the 10 hour day calendar, simply
change the calendar in the Project > Project Information dialog box.

If you want to apply the 10 hour day calendar to only a selection of
tasks, add the Task Calendar field to the table and use the drop-down
to select the calendar you'd like to use.

If you have resources assigned to tasks, you'll need to change their
base calendar to the 10 hour day calendar. See the Resource sheet and
change the information in the base calendar field.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional information
about Microsoft Project

 

[theintern]

Thanks! these definitely help. How does it work for hours then? for
example, if i have a duration of 3 days (which should be 24 hours) and then i
switch to a 10 hour day, does it now take 30 hours to complete the task?
Maybe i should just have duration entered in hours for there to be no
ambiguity? I think that's how my boss wants it anyway.

thanks
scott

 

[JulieS]

Hi Scott,

You're welcome for the help and thanks for the feedback.

The settings in Tools > Options, Calendar where you define the number
of hours per day is merely a "translate" which allows you to specify
durations in days or week. When you enter a 3 day duration task,
project converts that 3 days to 24 hours assuming a day = 8 hours. If
you use a 10 hour per day calendar, the task duration is still 24
hours but because you've allowed more hours per day than 8, the finish
date will move forward.

You can show duration in hours if you wish. To change existing
durations, run the Format_Duration macro at Tools > Macros > Macro.
To change the default for new tasks, change the option on Tools >
Options, Schedule tab.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional information
about Microsoft Project

 

[theintern]

Maybe i already am Can you clarify the difference between the two? i
don't think i've dealt with work yet; i just have a duration column on the
gantt chart

thanks
scott

 

[theintern]

Julie, i'm not quite seeing what you are. I imported tasks using an 8 hour
day, Standard calendar. But if i just go to Tools > Options, Calendar and
change that 8 hours per day to 10 hours per day, 50hrs/week, and 7am to 6pm,
nothing shifts on the gantt chart. If i change the task info to 10hourdays,
the project info to 10hourdays, and the resource base calendar to 10hourdays,
and Tools->Options->calendar to 10hrs/day, and then reimport, still nothing
changes. It seems like i've changed everything to be 10hours per day. what
am i missing?

thanks
scott

 

[JulieS]

Hi Scott,

My comments are inline

I hope this helps.
Julie

Julie, i'm not quite seeing what you are. I imported tasks using an
8 hour
day, Standard calendar.

[Julie] How are you "importing tasks"? If you are copying and pasting
tasks you may very well be picking up constraints by copying and
pasting dates. Why are you importing tasks into other projects?

But if i just go to Tools > Options, Calendar and
change that 8 hours per day to 10 hours per day, 50hrs/week, and 7am
to 6pm,
nothing shifts on the gantt chart.

[Julie] Nope, I didn't say anything about going to Tools > Options,
Calendar tab . Please see FAQ #5 at:
http://project.mvps.org/faqs.htm

If i change the task info to 10hourdays,
the project info to 10hourdays, and the resource base calendar to
10hourdays,
and Tools->Options->calendar to 10hrs/day, and then reimport, still
nothing
changes.

[Julie] Did you create the 10hr day through Tools > Change working
time? Did you set *all* working days to 7:00 am to 6:00 pm? Do you
have resource assigned to the tasks? If you have assigned resources
to the tasks, changing the resource base calendar to the 10hr day
calendar should be enough to alter the finish times. If you don't
have resource assigned to the tasks, changing the project calendar
through Project > Project Information should be enough.


It seems like i've changed everything to be 10hours per day. what

 

[theintern]

So if i set Project->Project info to Standard, and then Tools->Change Working
Time to 7am to 6pm for the standard calendar, then the task bars go till 6
pm, regardless what calendar i have the resource on. but if i change Project
info to 10hourdays, it still uses the standard calendar. this thing is just
constantly using the standard calendar.
importing: i have it automatically merging data from an Access table using
an import map
i've stopped messing with Tools->option->calendar. it's set to use a
regular 8 hour day.

i think it can do exactly what i want it to; i'm just having trouble getting
it to do it.

thanks Julie,
scott

Hi Scott,

My comments are inline

I hope this helps.
Julie

Julie, i'm not quite seeing what you are. I imported tasks using an
8 hour
day, Standard calendar.

[Julie] How are you "importing tasks"? If you are copying and pasting
tasks you may very well be picking up constraints by copying and
pasting dates. Why are you importing tasks into other projects?

But if i just go to Tools > Options, Calendar and
change that 8 hours per day to 10 hours per day, 50hrs/week, and 7am
to 6pm,
nothing shifts on the gantt chart.

[Julie] Nope, I didn't say anything about going to Tools > Options,
Calendar tab . Please see FAQ #5 at:
http://project.mvps.org/faqs.htm

If i change the task info to 10hourdays,
the project info to 10hourdays, and the resource base calendar to
10hourdays,
and Tools->Options->calendar to 10hrs/day, and then reimport, still
nothing
changes.

[Julie] Did you create the 10hr day through Tools > Change working
time? Did you set *all* working days to 7:00 am to 6:00 pm? Do you
have resource assigned to the tasks? If you have assigned resources
to the tasks, changing the resource base calendar to the 10hr day
calendar should be enough to alter the finish times. If you don't
have resource assigned to the tasks, changing the project calendar
through Project > Project Information should be enough.


It seems like i've changed everything to be 10hours per day. what

am i missing?

thanks
scott

 

[JulieS]

Hi Scott,

You haven't applied task calendars to every task have you? If you add
the Task Calendar column to the table it should say "none" not the
name of *any* calendar.

When you import information from Access are you bringing over start
and finish dates? If so, you are likely constraining the tasks.

Do any indicators show in the indicator column next to the tasks?
Have you applied any actual data (actual start, actual finish, percent
complete etc) to the tasks? If tasks have any tracking (actual) data,
then changing the calendar will not change them.

Julie

So if i set Project->Project info to Standard, and then
Tools->Change Working
Time to 7am to 6pm for the standard calendar, then the task bars go
till 6
pm, regardless what calendar i have the resource on. but if i
change Project
info to 10hourdays, it still uses the standard calendar. this thing
is just
constantly using the standard calendar.
importing: i have it automatically merging data from an Access table
using
an import map
i've stopped messing with Tools->option->calendar. it's set to use
a
regular 8 hour day.

i think it can do exactly what i want it to; i'm just having trouble
getting
it to do it.

thanks Julie,
scott

Hi Scott,

My comments are inline

I hope this helps.
Julie

Julie, i'm not quite seeing what you are. I imported tasks using
an
8 hour
day, Standard calendar.

[Julie] How are you "importing tasks"? If you are copying and
pasting
tasks you may very well be picking up constraints by copying and
pasting dates. Why are you importing tasks into other projects?

But if i just go to Tools > Options, Calendar and
change that 8 hours per day to 10 hours per day, 50hrs/week, and
7am
to 6pm,
nothing shifts on the gantt chart.

[Julie] Nope, I didn't say anything about going to Tools > Options,
Calendar tab . Please see FAQ #5 at:
http://project.mvps.org/faqs.htm

If i change the task info to 10hourdays,
the project info to 10hourdays, and the resource base calendar to
10hourdays,
and Tools->Options->calendar to 10hrs/day, and then reimport,
still
nothing
changes.

[Julie] Did you create the 10hr day through Tools > Change working
time? Did you set *all* working days to 7:00 am to 6:00 pm? Do
you
have resource assigned to the tasks? If you have assigned
resources
to the tasks, changing the resource base calendar to the 10hr day
calendar should be enough to alter the finish times. If you don't
have resource assigned to the tasks, changing the project calendar
through Project > Project Information should be enough.


It seems like i've changed everything to be 10hours per day. what

am i missing?

thanks
scott

:

Hi Scott,

You're welcome for the help and thanks for the feedback.

The settings in Tools > Options, Calendar where you define the
number
of hours per day is merely a "translate" which allows you to
specify
durations in days or week. When you enter a 3 day duration
task,
project converts that 3 days to 24 hours assuming a day = 8
hours.
If
you use a 10 hour per day calendar, the task duration is still
24
hours but because you've allowed more hours per day than 8, the
finish
date will move forward.

You can show duration in hours if you wish. To change existing
durations, run the Format_Duration macro at Tools > Macros >
Macro.
To change the default for new tasks, change the option on Tools

Options, Schedule tab.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information
about Microsoft Project

message
Thanks! these definitely help. How does it work for hours
then?
for
example, if i have a duration of 3 days (which should be 24
hours)
and then i
switch to a 10 hour day, does it now take 30 hours to complete
the
task?
Maybe i should just have duration entered in hours for there
to
be
no
ambiguity? I think that's how my boss wants it anyway.

thanks
scott

:

Hello Scott,

If you wish to switch all tasks to the 10 hour day calendar,
simply
change the calendar in the Project > Project Information
dialog
box.

If you want to apply the 10 hour day calendar to only a
selection
of
tasks, add the Task Calendar field to the table and use the
drop-down
to select the calendar you'd like to use.

If you have resources assigned to tasks, you'll need to
change
their
base calendar to the 10 hour day calendar. See the Resource
sheet
and
change the information in the base calendar field.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information
about Microsoft Project

message
I'd like to be able to easily switch between calendars.
For
example, usually
we run an 8 hour day around here (7am to 4 pm) but if we're
slammed
with
work, i'd like to be able to switch to a 10 hour day (7am
to
6pm)
to
see how
that changes things. I have a separate 10 hour calendar
setup
(10hourdays)
but how do i switch to that one? Even if it's not easy, i
could
make it a
macro; that's fine. I tried playing around with the
Tools->Options->Calendar
and the Tools->change working time, but i must be missing a
crucial
step
somewhere along the way.

thanks
scott

 

[theintern]

interesting. yeah, i'm importing Task Name, Deadline, Resource Initials,
Duration, Date1, and Actual Start. so that actual start means this isn't
going to work?

In in the Gantt chart view, task calendars all say "none."

All the tasks have constraints of SNET.

It seems like there should be a way for this to work. I'm only constraining
when it starts, not when it finishes.

So where should i go from here?

thanks
scott

Hi Scott,

You haven't applied task calendars to every task have you? If you add
the Task Calendar column to the table it should say "none" not the
name of *any* calendar.

When you import information from Access are you bringing over start
and finish dates? If so, you are likely constraining the tasks.

Do any indicators show in the indicator column next to the tasks?
Have you applied any actual data (actual start, actual finish, percent
complete etc) to the tasks? If tasks have any tracking (actual) data,
then changing the calendar will not change them.

Julie

So if i set Project->Project info to Standard, and then
Tools->Change Working
Time to 7am to 6pm for the standard calendar, then the task bars go
till 6
pm, regardless what calendar i have the resource on. but if i
change Project
info to 10hourdays, it still uses the standard calendar. this thing
is just
constantly using the standard calendar.
importing: i have it automatically merging data from an Access table
using
an import map
i've stopped messing with Tools->option->calendar. it's set to use
a
regular 8 hour day.

i think it can do exactly what i want it to; i'm just having trouble
getting
it to do it.

thanks Julie,
scott

Hi Scott,

My comments are inline

I hope this helps.
Julie

Julie, i'm not quite seeing what you are. I imported tasks using
an
8 hour
day, Standard calendar.

[Julie] How are you "importing tasks"? If you are copying and
pasting
tasks you may very well be picking up constraints by copying and
pasting dates. Why are you importing tasks into other projects?

But if i just go to Tools > Options, Calendar and
change that 8 hours per day to 10 hours per day, 50hrs/week, and
7am
to 6pm,
nothing shifts on the gantt chart.

[Julie] Nope, I didn't say anything about going to Tools > Options,
Calendar tab . Please see FAQ #5 at:
http://project.mvps.org/faqs.htm

If i change the task info to 10hourdays,
the project info to 10hourdays, and the resource base calendar to
10hourdays,
and Tools->Options->calendar to 10hrs/day, and then reimport,
still
nothing
changes.

[Julie] Did you create the 10hr day through Tools > Change working
time? Did you set *all* working days to 7:00 am to 6:00 pm? Do
you
have resource assigned to the tasks? If you have assigned
resources
to the tasks, changing the resource base calendar to the 10hr day
calendar should be enough to alter the finish times. If you don't
have resource assigned to the tasks, changing the project calendar
through Project > Project Information should be enough.


It seems like i've changed everything to be 10hours per day. what
am i missing?

thanks
scott

:

Hi Scott,

You're welcome for the help and thanks for the feedback.

The settings in Tools > Options, Calendar where you define the
number
of hours per day is merely a "translate" which allows you to
specify
durations in days or week. When you enter a 3 day duration
task,
project converts that 3 days to 24 hours assuming a day = 8
hours.
If
you use a 10 hour per day calendar, the task duration is still
24
hours but because you've allowed more hours per day than 8, the
finish
date will move forward.

You can show duration in hours if you wish. To change existing
durations, run the Format_Duration macro at Tools > Macros >
Macro.
To change the default for new tasks, change the option on Tools

Options, Schedule tab.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information
about Microsoft Project

message
Thanks! these definitely help. How does it work for hours
then?
for
example, if i have a duration of 3 days (which should be 24
hours)
and then i
switch to a 10 hour day, does it now take 30 hours to complete
the
task?
Maybe i should just have duration entered in hours for there
to
be
no
ambiguity? I think that's how my boss wants it anyway.

thanks
scott

:

Hello Scott,

If you wish to switch all tasks to the 10 hour day calendar,
simply
change the calendar in the Project > Project Information
dialog
box.

If you want to apply the 10 hour day calendar to only a
selection
of
tasks, add the Task Calendar field to the table and use the
drop-down
to select the calendar you'd like to use.

If you have resources assigned to tasks, you'll need to
change
their
base calendar to the 10 hour day calendar. See the Resource
sheet
and
change the information in the base calendar field.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information
about Microsoft Project

message
I'd like to be able to easily switch between calendars.
For
example, usually
we run an 8 hour day around here (7am to 4 pm) but if we're
slammed
with
work, i'd like to be able to switch to a 10 hour day (7am
to
6pm)
to
see how
that changes things. I have a separate 10 hour calendar
setup
(10hourdays)
but how do i switch to that one? Even if it's not easy, i
could
make it a
macro; that's fine. I tried playing around with the
Tools->Options->Calendar
and the Tools->change working time, but i must be missing a
crucial
step
somewhere along the way.

thanks
scott

 

[JulieS]

Scott,

Are you trying to import actual work using Access or are you trying to
create a project file using tasks in access? Have you linked the
tasks in Project? You should only be changing actual work if the task
has actually been started by the resource and you are attempting to
report tracking data.

If you are attempting to make the project finish earlier and you have
constrained all tasks with a SNET constraint, changing the calendar to
10 hour days won't accomplish what you want. A SNET constraint means
that the linked tasks will *not* move any earlier even if all of your
resources work 24 hours per day. Each individual task will finish
earlier but you won't accomplish the goal -- speeding progress on the
project.

I'd suggest keeping the data in Project and updating project directly,
not attempting to import from Access. Without further information
about why you are using Access and Project -- it's tough to recommend
other options.

Julie

interesting. yeah, i'm importing Task Name, Deadline, Resource
Initials,
Duration, Date1, and Actual Start. so that actual start means this
isn't
going to work?

In in the Gantt chart view, task calendars all say "none."

All the tasks have constraints of SNET.

It seems like there should be a way for this to work. I'm only
constraining
when it starts, not when it finishes.

So where should i go from here?

thanks
scott

Hi Scott,

You haven't applied task calendars to every task have you? If you
add
the Task Calendar column to the table it should say "none" not the
name of *any* calendar.

When you import information from Access are you bringing over start
and finish dates? If so, you are likely constraining the tasks.

Do any indicators show in the indicator column next to the tasks?
Have you applied any actual data (actual start, actual finish,
percent
complete etc) to the tasks? If tasks have any tracking (actual)
data,
then changing the calendar will not change them.

Julie

So if i set Project->Project info to Standard, and then
Tools->Change Working
Time to 7am to 6pm for the standard calendar, then the task bars
go
till 6
pm, regardless what calendar i have the resource on. but if i
change Project
info to 10hourdays, it still uses the standard calendar. this
thing
is just
constantly using the standard calendar.
importing: i have it automatically merging data from an Access
table
using
an import map
i've stopped messing with Tools->option->calendar. it's set to
use
a
regular 8 hour day.

i think it can do exactly what i want it to; i'm just having
trouble
getting
it to do it.

thanks Julie,
scott

:

Hi Scott,

My comments are inline

I hope this helps.
Julie

message
Julie, i'm not quite seeing what you are. I imported tasks
using
an
8 hour
day, Standard calendar.

[Julie] How are you "importing tasks"? If you are copying and
pasting
tasks you may very well be picking up constraints by copying and
pasting dates. Why are you importing tasks into other projects?

But if i just go to Tools > Options, Calendar and
change that 8 hours per day to 10 hours per day, 50hrs/week,
and
7am
to 6pm,
nothing shifts on the gantt chart.

[Julie] Nope, I didn't say anything about going to Tools >
Options,
Calendar tab . Please see FAQ #5 at:
http://project.mvps.org/faqs.htm

If i change the task info to 10hourdays,
the project info to 10hourdays, and the resource base calendar
to
10hourdays,
and Tools->Options->calendar to 10hrs/day, and then reimport,
still
nothing
changes.

[Julie] Did you create the 10hr day through Tools > Change
working
time? Did you set *all* working days to 7:00 am to 6:00 pm? Do
you
have resource assigned to the tasks? If you have assigned
resources
to the tasks, changing the resource base calendar to the 10hr
day
calendar should be enough to alter the finish times. If you
don't
have resource assigned to the tasks, changing the project
calendar
through Project > Project Information should be enough.


It seems like i've changed everything to be 10hours per day.
what
am i missing?

thanks
scott

:

Hi Scott,

You're welcome for the help and thanks for the feedback.

The settings in Tools > Options, Calendar where you define
the
number
of hours per day is merely a "translate" which allows you to
specify
durations in days or week. When you enter a 3 day duration
task,
project converts that 3 days to 24 hours assuming a day = 8
hours.
If
you use a 10 hour per day calendar, the task duration is
still
24
hours but because you've allowed more hours per day than 8,
the
finish
date will move forward.

You can show duration in hours if you wish. To change
existing
durations, run the Format_Duration macro at Tools > Macros >
Macro.
To change the default for new tasks, change the option on
Tools

Options, Schedule tab.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information
about Microsoft Project

message
Thanks! these definitely help. How does it work for hours
then?
for
example, if i have a duration of 3 days (which should be 24
hours)
and then i
switch to a 10 hour day, does it now take 30 hours to
complete
the
task?
Maybe i should just have duration entered in hours for
there
to
be
no
ambiguity? I think that's how my boss wants it anyway.

thanks
scott

:

Hello Scott,

If you wish to switch all tasks to the 10 hour day
calendar,
simply
change the calendar in the Project > Project Information
dialog
box.

If you want to apply the 10 hour day calendar to only a
selection
of
tasks, add the Task Calendar field to the table and use
the
drop-down
to select the calendar you'd like to use.

If you have resources assigned to tasks, you'll need to
change
their
base calendar to the 10 hour day calendar. See the
Resource
sheet
and
change the information in the base calendar field.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information
about Microsoft Project

message
I'd like to be able to easily switch between calendars.
For
example, usually
we run an 8 hour day around here (7am to 4 pm) but if
we're
slammed
with
work, i'd like to be able to switch to a 10 hour day
(7am
to
6pm)
to
see how
that changes things. I have a separate 10 hour calendar
setup
(10hourdays)
but how do i switch to that one? Even if it's not easy,
i
could
make it a
macro; that's fine. I tried playing around with the
Tools->Options->Calendar
and the Tools->change working time, but i must be
missing a
crucial
step
somewhere along the way.

thanks
scott

 

[theintern]

Here's the big picture:
Currently, resources select jobs (tasks) as they choose. They use Access to
put their initials by the task name. I've coded it so that Access runs a
macro and a few queries to get the info i want, and then uploads it into
Project, which automatically reads it in (by merging) and levels the
resources. Until a task is selected by resource (as shown by them putting
their initials next to it in Access) the Resource Initials in Project are
"Yes". At the time they put their initials into Access, they also put in the
current date, which gets uploaded to Actual Start. No tasks are linked.
Everything is automatic. So the project exists forever, and the tasks come
in and out as they are assigned to us and finished. It's just that at times
when we're slammed, i want to be able to go in, change to a 10 hour workday,
and see if we can make some more deadlines on these individual tasks.

does this help? i'm happy to clarify anything

thanks!
scott

Scott,

Are you trying to import actual work using Access or are you trying to
create a project file using tasks in access? Have you linked the
tasks in Project? You should only be changing actual work if the task
has actually been started by the resource and you are attempting to
report tracking data.

If you are attempting to make the project finish earlier and you have
constrained all tasks with a SNET constraint, changing the calendar to
10 hour days won't accomplish what you want. A SNET constraint means
that the linked tasks will *not* move any earlier even if all of your
resources work 24 hours per day. Each individual task will finish
earlier but you won't accomplish the goal -- speeding progress on the
project.

I'd suggest keeping the data in Project and updating project directly,
not attempting to import from Access. Without further information
about why you are using Access and Project -- it's tough to recommend
other options.

Julie

interesting. yeah, i'm importing Task Name, Deadline, Resource
Initials,
Duration, Date1, and Actual Start. so that actual start means this
isn't
going to work?

In in the Gantt chart view, task calendars all say "none."

All the tasks have constraints of SNET.

It seems like there should be a way for this to work. I'm only
constraining
when it starts, not when it finishes.

So where should i go from here?

thanks
scott

Hi Scott,

You haven't applied task calendars to every task have you? If you
add
the Task Calendar column to the table it should say "none" not the
name of *any* calendar.

When you import information from Access are you bringing over start
and finish dates? If so, you are likely constraining the tasks.

Do any indicators show in the indicator column next to the tasks?
Have you applied any actual data (actual start, actual finish,
percent
complete etc) to the tasks? If tasks have any tracking (actual)
data,
then changing the calendar will not change them.

Julie
So if i set Project->Project info to Standard, and then
Tools->Change Working
Time to 7am to 6pm for the standard calendar, then the task bars
go
till 6
pm, regardless what calendar i have the resource on. but if i
change Project
info to 10hourdays, it still uses the standard calendar. this
thing
is just
constantly using the standard calendar.
importing: i have it automatically merging data from an Access
table
using
an import map
i've stopped messing with Tools->option->calendar. it's set to
use
a
regular 8 hour day.

i think it can do exactly what i want it to; i'm just having
trouble
getting
it to do it.

thanks Julie,
scott

:

Hi Scott,

My comments are inline

I hope this helps.
Julie

message
Julie, i'm not quite seeing what you are. I imported tasks
using
an
8 hour
day, Standard calendar.

[Julie] How are you "importing tasks"? If you are copying and
pasting
tasks you may very well be picking up constraints by copying and
pasting dates. Why are you importing tasks into other projects?

But if i just go to Tools > Options, Calendar and
change that 8 hours per day to 10 hours per day, 50hrs/week,
and
7am
to 6pm,
nothing shifts on the gantt chart.

[Julie] Nope, I didn't say anything about going to Tools >
Options,
Calendar tab . Please see FAQ #5 at:
http://project.mvps.org/faqs.htm

If i change the task info to 10hourdays,
the project info to 10hourdays, and the resource base calendar
to
10hourdays,
and Tools->Options->calendar to 10hrs/day, and then reimport,
still
nothing
changes.

[Julie] Did you create the 10hr day through Tools > Change
working
time? Did you set *all* working days to 7:00 am to 6:00 pm? Do
you
have resource assigned to the tasks? If you have assigned
resources
to the tasks, changing the resource base calendar to the 10hr
day
calendar should be enough to alter the finish times. If you
don't
have resource assigned to the tasks, changing the project
calendar
through Project > Project Information should be enough.


It seems like i've changed everything to be 10hours per day.
what
am i missing?

thanks
scott

:

Hi Scott,

You're welcome for the help and thanks for the feedback.

The settings in Tools > Options, Calendar where you define
the
number
of hours per day is merely a "translate" which allows you to
specify
durations in days or week. When you enter a 3 day duration
task,
project converts that 3 days to 24 hours assuming a day = 8
hours.
If
you use a 10 hour per day calendar, the task duration is
still
24
hours but because you've allowed more hours per day than 8,
the
finish
date will move forward.

You can show duration in hours if you wish. To change
existing
durations, run the Format_Duration macro at Tools > Macros >
Macro.
To change the default for new tasks, change the option on
Tools

Options, Schedule tab.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information
about Microsoft Project

message
Thanks! these definitely help. How does it work for hours
then?
for
example, if i have a duration of 3 days (which should be 24
hours)
and then i
switch to a 10 hour day, does it now take 30 hours to
complete
the
task?
Maybe i should just have duration entered in hours for
there
to
be
no
ambiguity? I think that's how my boss wants it anyway.

thanks
scott

:

Hello Scott,

If you wish to switch all tasks to the 10 hour day
calendar,
simply
change the calendar in the Project > Project Information
dialog
box.

If you want to apply the 10 hour day calendar to only a
selection
of
tasks, add the Task Calendar field to the table and use
the
drop-down
to select the calendar you'd like to use.

If you have resources assigned to tasks, you'll need to
change
their
base calendar to the 10 hour day calendar. See the
Resource
sheet
and
change the information in the base calendar field.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information
about Microsoft Project

message
I'd like to be able to easily switch between calendars.
For
example, usually
we run an 8 hour day around here (7am to 4 pm) but if
we're
slammed
with
work, i'd like to be able to switch to a 10 hour day
(7am
to
6pm)
to
see how
that changes things. I have a separate 10 hour calendar
setup
(10hourdays)
but how do i switch to that one? Even if it's not easy,
i
could
make it a
macro; that's fine. I tried playing around with the
Tools->Options->Calendar
and the Tools->change working time, but i must be
missing a
crucial
step
somewhere along the way.

thanks
scott

 

[JulieS]

Scott,

It doesn't sound as though you are using the Actual Start to really
record when a resource actually starts only when the pick the task
they wish to do. Can you pull the date information into a spare date
field? Your resource leveling should also not be working correctly if
you've entered in Actual starts for tasks -- once a task has an actual
start, it cannot be delayed by leveling.

If you are simply importing the data you note into the project, then
changing the resource's base calendars to the 10hr day should be
changing the finish date of the tasks as each resource can get his/her
work done in a shorter period of time as they are working more hours
per day.

Try stepping through the process on a new project file. Create one
task with 5 days duration starting Monday and ending Friday at 5:00 pm
and one resource assigned at 100% with 40 hours of work. If you chage
the task calendar to the 10hr per day calendar the task duration will
still say 5 days (40 working hours) but the finish date should move to
Friday at 8:00 am.

Julie

Here's the big picture:
Currently, resources select jobs (tasks) as they choose. They use
Access to
put their initials by the task name. I've coded it so that Access
runs a
macro and a few queries to get the info i want, and then uploads it
into
Project, which automatically reads it in (by merging) and levels the
resources. Until a task is selected by resource (as shown by them
putting
their initials next to it in Access) the Resource Initials in
Project are
"Yes". At the time they put their initials into Access, they also
put in the
current date, which gets uploaded to Actual Start. No tasks are
linked.
Everything is automatic. So the project exists forever, and the
tasks come
in and out as they are assigned to us and finished. It's just that
at times
when we're slammed, i want to be able to go in, change to a 10 hour
workday,
and see if we can make some more deadlines on these individual
tasks.

does this help? i'm happy to clarify anything

thanks!
scott

Scott,

Are you trying to import actual work using Access or are you trying
to
create a project file using tasks in access? Have you linked the
tasks in Project? You should only be changing actual work if the
task
has actually been started by the resource and you are attempting to
report tracking data.

If you are attempting to make the project finish earlier and you
have
constrained all tasks with a SNET constraint, changing the calendar
to
10 hour days won't accomplish what you want. A SNET constraint
means
that the linked tasks will *not* move any earlier even if all of
your
resources work 24 hours per day. Each individual task will finish
earlier but you won't accomplish the goal -- speeding progress on
the
project.

I'd suggest keeping the data in Project and updating project
directly,
not attempting to import from Access. Without further information
about why you are using Access and Project -- it's tough to
recommend
other options.

Julie

interesting. yeah, i'm importing Task Name, Deadline, Resource
Initials,
Duration, Date1, and Actual Start. so that actual start means
this
isn't
going to work?

In in the Gantt chart view, task calendars all say "none."

All the tasks have constraints of SNET.

It seems like there should be a way for this to work. I'm only
constraining
when it starts, not when it finishes.

So where should i go from here?

thanks
scott

:

Hi Scott,

You haven't applied task calendars to every task have you? If
you
add
the Task Calendar column to the table it should say "none" not
the
name of *any* calendar.

When you import information from Access are you bringing over
start
and finish dates? If so, you are likely constraining the tasks.

Do any indicators show in the indicator column next to the
tasks?
Have you applied any actual data (actual start, actual finish,
percent
complete etc) to the tasks? If tasks have any tracking (actual)
data,
then changing the calendar will not change them.

Julie
message
So if i set Project->Project info to Standard, and then
Tools->Change Working
Time to 7am to 6pm for the standard calendar, then the task
bars
go
till 6
pm, regardless what calendar i have the resource on. but if i
change Project
info to 10hourdays, it still uses the standard calendar. this
thing
is just
constantly using the standard calendar.
importing: i have it automatically merging data from an Access
table
using
an import map
i've stopped messing with Tools->option->calendar. it's set
to
use
a
regular 8 hour day.

i think it can do exactly what i want it to; i'm just having
trouble
getting
it to do it.

thanks Julie,
scott

:

Hi Scott,

My comments are inline

I hope this helps.
Julie

message
Julie, i'm not quite seeing what you are. I imported tasks
using
an
8 hour
day, Standard calendar.

[Julie] How are you "importing tasks"? If you are copying
and
pasting
tasks you may very well be picking up constraints by copying
and
pasting dates. Why are you importing tasks into other
projects?

But if i just go to Tools > Options, Calendar and
change that 8 hours per day to 10 hours per day,
50hrs/week,
and
7am
to 6pm,
nothing shifts on the gantt chart.

[Julie] Nope, I didn't say anything about going to Tools >
Options,
Calendar tab . Please see FAQ #5 at:
http://project.mvps.org/faqs.htm

If i change the task info to 10hourdays,
the project info to 10hourdays, and the resource base
calendar
to
10hourdays,
and Tools->Options->calendar to 10hrs/day, and then
reimport,
still
nothing
changes.

[Julie] Did you create the 10hr day through Tools > Change
working
time? Did you set *all* working days to 7:00 am to 6:00 pm?
Do
you
have resource assigned to the tasks? If you have assigned
resources
to the tasks, changing the resource base calendar to the 10hr
day
calendar should be enough to alter the finish times. If you
don't
have resource assigned to the tasks, changing the project
calendar
through Project > Project Information should be enough.


It seems like i've changed everything to be 10hours per day.
what
am i missing?

thanks
scott

:

Hi Scott,

You're welcome for the help and thanks for the feedback.

The settings in Tools > Options, Calendar where you define
the
number
of hours per day is merely a "translate" which allows you
to
specify
durations in days or week. When you enter a 3 day
duration
task,
project converts that 3 days to 24 hours assuming a day =
8
hours.
If
you use a 10 hour per day calendar, the task duration is
still
24
hours but because you've allowed more hours per day than
8,
the
finish
date will move forward.

You can show duration in hours if you wish. To change
existing
durations, run the Format_Duration macro at Tools > Macros

Macro.
To change the default for new tasks, change the option on
Tools

Options, Schedule tab.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information
about Microsoft Project

message
Thanks! these definitely help. How does it work for
hours
then?
for
example, if i have a duration of 3 days (which should be
24
hours)
and then i
switch to a 10 hour day, does it now take 30 hours to
complete
the
task?
Maybe i should just have duration entered in hours for
there
to
be
no
ambiguity? I think that's how my boss wants it anyway.

thanks
scott

:

Hello Scott,

If you wish to switch all tasks to the 10 hour day
calendar,
simply
change the calendar in the Project > Project
Information
dialog
box.

If you want to apply the 10 hour day calendar to only a
selection
of
tasks, add the Task Calendar field to the table and use
the
drop-down
to select the calendar you'd like to use.

If you have resources assigned to tasks, you'll need to
change
their
base calendar to the 10 hour day calendar. See the
Resource
sheet
and
change the information in the base calendar field.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and
additional
information
about Microsoft Project

in
message
I'd like to be able to easily switch between
calendars.
For
example, usually
we run an 8 hour day around here (7am to 4 pm) but if
we're
slammed
with
work, i'd like to be able to switch to a 10 hour day
(7am
to
6pm)
to
see how
that changes things. I have a separate 10 hour
calendar
setup
(10hourdays)
but how do i switch to that one? Even if it's not
easy,
i
could
make it a
macro; that's fine. I tried playing around with the
Tools->Options->Calendar
and the Tools->change working time, but i must be
missing a
crucial
step
somewhere along the way.

thanks
scott

 

[theintern]

This speaks to a related issue. They start the task they day they pick them
up and put their initials and the date there, so it really is an actual
start. perhaps i just let Project go off those and not worry about leveling
resources?

i think i'm finally getting it to change the task bar when i change the
calendar. i just deleted all my calendars and started over. seems to be
working now.

thanks
scott

Scott,

It doesn't sound as though you are using the Actual Start to really
record when a resource actually starts only when the pick the task
they wish to do. Can you pull the date information into a spare date
field? Your resource leveling should also not be working correctly if
you've entered in Actual starts for tasks -- once a task has an actual
start, it cannot be delayed by leveling.

If you are simply importing the data you note into the project, then
changing the resource's base calendars to the 10hr day should be
changing the finish date of the tasks as each resource can get his/her
work done in a shorter period of time as they are working more hours
per day.

Try stepping through the process on a new project file. Create one
task with 5 days duration starting Monday and ending Friday at 5:00 pm
and one resource assigned at 100% with 40 hours of work. If you chage
the task calendar to the 10hr per day calendar the task duration will
still say 5 days (40 working hours) but the finish date should move to
Friday at 8:00 am.

Julie

Here's the big picture:
Currently, resources select jobs (tasks) as they choose. They use
Access to
put their initials by the task name. I've coded it so that Access
runs a
macro and a few queries to get the info i want, and then uploads it
into
Project, which automatically reads it in (by merging) and levels the
resources. Until a task is selected by resource (as shown by them
putting
their initials next to it in Access) the Resource Initials in
Project are
"Yes". At the time they put their initials into Access, they also
put in the
current date, which gets uploaded to Actual Start. No tasks are
linked.
Everything is automatic. So the project exists forever, and the
tasks come
in and out as they are assigned to us and finished. It's just that
at times
when we're slammed, i want to be able to go in, change to a 10 hour
workday,
and see if we can make some more deadlines on these individual
tasks.

does this help? i'm happy to clarify anything

thanks!
scott

Scott,

Are you trying to import actual work using Access or are you trying
to
create a project file using tasks in access? Have you linked the
tasks in Project? You should only be changing actual work if the
task
has actually been started by the resource and you are attempting to
report tracking data.

If you are attempting to make the project finish earlier and you
have
constrained all tasks with a SNET constraint, changing the calendar
to
10 hour days won't accomplish what you want. A SNET constraint
means
that the linked tasks will *not* move any earlier even if all of
your
resources work 24 hours per day. Each individual task will finish
earlier but you won't accomplish the goal -- speeding progress on
the
project.

I'd suggest keeping the data in Project and updating project
directly,
not attempting to import from Access. Without further information
about why you are using Access and Project -- it's tough to
recommend
other options.

Julie


interesting. yeah, i'm importing Task Name, Deadline, Resource
Initials,
Duration, Date1, and Actual Start. so that actual start means
this
isn't
going to work?

In in the Gantt chart view, task calendars all say "none."

All the tasks have constraints of SNET.

It seems like there should be a way for this to work. I'm only
constraining
when it starts, not when it finishes.

So where should i go from here?

thanks
scott

:

Hi Scott,

You haven't applied task calendars to every task have you? If
you
add
the Task Calendar column to the table it should say "none" not
the
name of *any* calendar.

When you import information from Access are you bringing over
start
and finish dates? If so, you are likely constraining the tasks.

Do any indicators show in the indicator column next to the
tasks?
Have you applied any actual data (actual start, actual finish,
percent
complete etc) to the tasks? If tasks have any tracking (actual)
data,
then changing the calendar will not change them.

Julie
message
So if i set Project->Project info to Standard, and then
Tools->Change Working
Time to 7am to 6pm for the standard calendar, then the task
bars
go
till 6
pm, regardless what calendar i have the resource on. but if i
change Project
info to 10hourdays, it still uses the standard calendar. this
thing
is just
constantly using the standard calendar.
importing: i have it automatically merging data from an Access
table
using
an import map
i've stopped messing with Tools->option->calendar. it's set
to
use
a
regular 8 hour day.

i think it can do exactly what i want it to; i'm just having
trouble
getting
it to do it.

thanks Julie,
scott

:

Hi Scott,

My comments are inline

I hope this helps.
Julie

message
Julie, i'm not quite seeing what you are. I imported tasks
using
an
8 hour
day, Standard calendar.

[Julie] How are you "importing tasks"? If you are copying
and
pasting
tasks you may very well be picking up constraints by copying
and
pasting dates. Why are you importing tasks into other
projects?

But if i just go to Tools > Options, Calendar and
change that 8 hours per day to 10 hours per day,
50hrs/week,
and
7am
to 6pm,
nothing shifts on the gantt chart.

[Julie] Nope, I didn't say anything about going to Tools >
Options,
Calendar tab . Please see FAQ #5 at:
http://project.mvps.org/faqs.htm

If i change the task info to 10hourdays,
the project info to 10hourdays, and the resource base
calendar
to
10hourdays,
and Tools->Options->calendar to 10hrs/day, and then
reimport,
still
nothing
changes.

[Julie] Did you create the 10hr day through Tools > Change
working
time? Did you set *all* working days to 7:00 am to 6:00 pm?
Do
you
have resource assigned to the tasks? If you have assigned
resources
to the tasks, changing the resource base calendar to the 10hr
day
calendar should be enough to alter the finish times. If you
don't
have resource assigned to the tasks, changing the project
calendar
through Project > Project Information should be enough.


It seems like i've changed everything to be 10hours per day.
what
am i missing?

thanks
scott

:

Hi Scott,

You're welcome for the help and thanks for the feedback.

The settings in Tools > Options, Calendar where you define
the
number
of hours per day is merely a "translate" which allows you
to
specify
durations in days or week. When you enter a 3 day
duration
task,
project converts that 3 days to 24 hours assuming a day =
8
hours.
If
you use a 10 hour per day calendar, the task duration is
still
24
hours but because you've allowed more hours per day than
8,
the
finish
date will move forward.

You can show duration in hours if you wish. To change
existing
durations, run the Format_Duration macro at Tools > Macros

Macro.
To change the default for new tasks, change the option on
Tools

Options, Schedule tab.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information
about Microsoft Project

message
Thanks! these definitely help. How does it work for
hours
then?
for
example, if i have a duration of 3 days (which should be
24
hours)

 

[JulieS]

Hi Scott,

It doesn't sound like you list of tasks really is a project and it
sounds as though the resources are pretty well "self-guided". I would
have the resources work on the tasks, update progress information
(actual finish) and regularly use the Tools > Tracking > Update
Project, Reschedule uncompleted work command to push the unstarted
tasks ahead in time.

Julie

This speaks to a related issue. They start the task they day they
pick them
up and put their initials and the date there, so it really is an
actual
start. perhaps i just let Project go off those and not worry about
leveling
resources?

i think i'm finally getting it to change the task bar when i change
the
calendar. i just deleted all my calendars and started over. seems
to be
working now.

thanks
scott

Scott,

It doesn't sound as though you are using the Actual Start to really
record when a resource actually starts only when the pick the task
they wish to do. Can you pull the date information into a spare
date
field? Your resource leveling should also not be working correctly
if
you've entered in Actual starts for tasks -- once a task has an
actual
start, it cannot be delayed by leveling.

If you are simply importing the data you note into the project,
then
changing the resource's base calendars to the 10hr day should be
changing the finish date of the tasks as each resource can get
his/her
work done in a shorter period of time as they are working more
hours
per day.

Try stepping through the process on a new project file. Create one
task with 5 days duration starting Monday and ending Friday at 5:00
pm
and one resource assigned at 100% with 40 hours of work. If you
chage
the task calendar to the 10hr per day calendar the task duration
will
still say 5 days (40 working hours) but the finish date should move
to
Friday at 8:00 am.

Julie

Here's the big picture:
Currently, resources select jobs (tasks) as they choose. They
use
Access to
put their initials by the task name. I've coded it so that
Access
runs a
macro and a few queries to get the info i want, and then uploads
it
into
Project, which automatically reads it in (by merging) and levels
the
resources. Until a task is selected by resource (as shown by
them
putting
their initials next to it in Access) the Resource Initials in
Project are
"Yes". At the time they put their initials into Access, they
also
put in the
current date, which gets uploaded to Actual Start. No tasks are
linked.
Everything is automatic. So the project exists forever, and the
tasks come
in and out as they are assigned to us and finished. It's just
that
at times
when we're slammed, i want to be able to go in, change to a 10
hour
workday,
and see if we can make some more deadlines on these individual
tasks.

does this help? i'm happy to clarify anything

thanks!
scott

:

Scott,

Are you trying to import actual work using Access or are you
trying
to
create a project file using tasks in access? Have you linked
the
tasks in Project? You should only be changing actual work if
the
task
has actually been started by the resource and you are attempting
to
report tracking data.

If you are attempting to make the project finish earlier and you
have
constrained all tasks with a SNET constraint, changing the
calendar
to
10 hour days won't accomplish what you want. A SNET constraint
means
that the linked tasks will *not* move any earlier even if all of
your
resources work 24 hours per day. Each individual task will
finish
earlier but you won't accomplish the goal -- speeding progress
on
the
project.

I'd suggest keeping the data in Project and updating project
directly,
not attempting to import from Access. Without further
information
about why you are using Access and Project -- it's tough to
recommend
other options.

Julie


message
interesting. yeah, i'm importing Task Name, Deadline,
Resource
Initials,
Duration, Date1, and Actual Start. so that actual start means
this
isn't
going to work?

In in the Gantt chart view, task calendars all say "none."

All the tasks have constraints of SNET.

It seems like there should be a way for this to work. I'm
only
constraining
when it starts, not when it finishes.

So where should i go from here?

thanks
scott

:

Hi Scott,

You haven't applied task calendars to every task have you?
If
you
add
the Task Calendar column to the table it should say "none"
not
the
name of *any* calendar.

When you import information from Access are you bringing over
start
and finish dates? If so, you are likely constraining the
tasks.

Do any indicators show in the indicator column next to the
tasks?
Have you applied any actual data (actual start, actual
finish,
percent
complete etc) to the tasks? If tasks have any tracking
(actual)
data,
then changing the calendar will not change them.

Julie
message
So if i set Project->Project info to Standard, and then
Tools->Change Working
Time to 7am to 6pm for the standard calendar, then the task
bars
go
till 6
pm, regardless what calendar i have the resource on. but
if i
change Project
info to 10hourdays, it still uses the standard calendar.
this
thing
is just
constantly using the standard calendar.
importing: i have it automatically merging data from an
Access
table
using
an import map
i've stopped messing with Tools->option->calendar. it's
set
to
use
a
regular 8 hour day.

i think it can do exactly what i want it to; i'm just
having
trouble
getting
it to do it.

thanks Julie,
scott

:

Hi Scott,

My comments are inline

I hope this helps.
Julie

message
Julie, i'm not quite seeing what you are. I imported
tasks
using
an
8 hour
day, Standard calendar.

[Julie] How are you "importing tasks"? If you are copying
and
pasting
tasks you may very well be picking up constraints by
copying
and
pasting dates. Why are you importing tasks into other
projects?

But if i just go to Tools > Options, Calendar and
change that 8 hours per day to 10 hours per day,
50hrs/week,
and
7am
to 6pm,
nothing shifts on the gantt chart.

[Julie] Nope, I didn't say anything about going to Tools >
Options,
Calendar tab . Please see FAQ #5 at:
http://project.mvps.org/faqs.htm

If i change the task info to 10hourdays,
the project info to 10hourdays, and the resource base
calendar
to
10hourdays,
and Tools->Options->calendar to 10hrs/day, and then
reimport,
still
nothing
changes.

[Julie] Did you create the 10hr day through Tools > Change
working
time? Did you set *all* working days to 7:00 am to 6:00
pm?
Do
you
have resource assigned to the tasks? If you have assigned
resources
to the tasks, changing the resource base calendar to the
10hr
day
calendar should be enough to alter the finish times. If
you
don't
have resource assigned to the tasks, changing the project
calendar
through Project > Project Information should be enough.


It seems like i've changed everything to be 10hours per
day.
what
am i missing?

thanks
scott

:

Hi Scott,

You're welcome for the help and thanks for the
feedback.

The settings in Tools > Options, Calendar where you
define
the
number
of hours per day is merely a "translate" which allows
you
to
specify
durations in days or week. When you enter a 3 day
duration
task,
project converts that 3 days to 24 hours assuming a day
=
8
hours.
If
you use a 10 hour per day calendar, the task duration
is
still
24
hours but because you've allowed more hours per day
than
8,
the
finish
date will move forward.

You can show duration in hours if you wish. To change
existing
durations, run the Format_Duration macro at Tools >
Macros

Macro.
To change the default for new tasks, change the option
on
Tools

Options, Schedule tab.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and
additional
information
about Microsoft Project

in
message
Thanks! these definitely help. How does it work for
hours
then?
for
example, if i have a duration of 3 days (which should
be
24
hours)

 

[theintern]

k, this has given me some food for thought...thanks so much for working with
me on this!

scott

Hi Scott,

It doesn't sound like you list of tasks really is a project and it
sounds as though the resources are pretty well "self-guided". I would
have the resources work on the tasks, update progress information
(actual finish) and regularly use the Tools > Tracking > Update
Project, Reschedule uncompleted work command to push the unstarted
tasks ahead in time.

Julie

This speaks to a related issue. They start the task they day they
pick them
up and put their initials and the date there, so it really is an
actual
start. perhaps i just let Project go off those and not worry about
leveling
resources?

i think i'm finally getting it to change the task bar when i change
the
calendar. i just deleted all my calendars and started over. seems
to be
working now.

thanks
scott

Scott,

It doesn't sound as though you are using the Actual Start to really
record when a resource actually starts only when the pick the task
they wish to do. Can you pull the date information into a spare
date
field? Your resource leveling should also not be working correctly
if
you've entered in Actual starts for tasks -- once a task has an
actual
start, it cannot be delayed by leveling.

If you are simply importing the data you note into the project,
then
changing the resource's base calendars to the 10hr day should be
changing the finish date of the tasks as each resource can get
his/her
work done in a shorter period of time as they are working more
hours
per day.

Try stepping through the process on a new project file. Create one
task with 5 days duration starting Monday and ending Friday at 5:00
pm
and one resource assigned at 100% with 40 hours of work. If you
chage
the task calendar to the 10hr per day calendar the task duration
will
still say 5 days (40 working hours) but the finish date should move
to
Friday at 8:00 am.

Julie

Here's the big picture:
Currently, resources select jobs (tasks) as they choose. They
use
Access to
put their initials by the task name. I've coded it so that
Access
runs a
macro and a few queries to get the info i want, and then uploads
it
into
Project, which automatically reads it in (by merging) and levels
the
resources. Until a task is selected by resource (as shown by
them
putting
their initials next to it in Access) the Resource Initials in
Project are
"Yes". At the time they put their initials into Access, they
also
put in the
current date, which gets uploaded to Actual Start. No tasks are
linked.
Everything is automatic. So the project exists forever, and the
tasks come
in and out as they are assigned to us and finished. It's just
that
at times
when we're slammed, i want to be able to go in, change to a 10
hour
workday,
and see if we can make some more deadlines on these individual
tasks.

does this help? i'm happy to clarify anything

thanks!
scott

:

Scott,

Are you trying to import actual work using Access or are you
trying
to
create a project file using tasks in access? Have you linked
the
tasks in Project? You should only be changing actual work if
the
task
has actually been started by the resource and you are attempting
to
report tracking data.

If you are attempting to make the project finish earlier and you
have
constrained all tasks with a SNET constraint, changing the
calendar
to
10 hour days won't accomplish what you want. A SNET constraint
means
that the linked tasks will *not* move any earlier even if all of
your
resources work 24 hours per day. Each individual task will
finish
earlier but you won't accomplish the goal -- speeding progress
on
the
project.

I'd suggest keeping the data in Project and updating project
directly,
not attempting to import from Access. Without further
information
about why you are using Access and Project -- it's tough to
recommend
other options.

Julie


message
interesting. yeah, i'm importing Task Name, Deadline,
Resource
Initials,
Duration, Date1, and Actual Start. so that actual start means
this
isn't
going to work?

In in the Gantt chart view, task calendars all say "none."

All the tasks have constraints of SNET.

It seems like there should be a way for this to work. I'm
only
constraining
when it starts, not when it finishes.

So where should i go from here?

thanks
scott

:

Hi Scott,

You haven't applied task calendars to every task have you?
If
you
add
the Task Calendar column to the table it should say "none"
not
the
name of *any* calendar.

When you import information from Access are you bringing over
start
and finish dates? If so, you are likely constraining the
tasks.

Do any indicators show in the indicator column next to the
tasks?
Have you applied any actual data (actual start, actual
finish,
percent
complete etc) to the tasks? If tasks have any tracking
(actual)
data,
then changing the calendar will not change them.

Julie
message
So if i set Project->Project info to Standard, and then
Tools->Change Working
Time to 7am to 6pm for the standard calendar, then the task
bars
go
till 6
pm, regardless what calendar i have the resource on. but
if i
change Project
info to 10hourdays, it still uses the standard calendar.
this
thing
is just
constantly using the standard calendar.
importing: i have it automatically merging data from an
Access
table
using
an import map
i've stopped messing with Tools->option->calendar. it's
set
to
use
a
regular 8 hour day.

i think it can do exactly what i want it to; i'm just
having
trouble
getting
it to do it.

thanks Julie,
scott

:

Hi Scott,

My comments are inline

I hope this helps.
Julie

message
Julie, i'm not quite seeing what you are. I imported
tasks
using
an
8 hour
day, Standard calendar.

[Julie] How are you "importing tasks"? If you are copying
and
pasting
tasks you may very well be picking up constraints by
copying
and
pasting dates. Why are you importing tasks into other
projects?

But if i just go to Tools > Options, Calendar and
change that 8 hours per day to 10 hours per day,
50hrs/week,
and
7am
to 6pm,
nothing shifts on the gantt chart.

[Julie] Nope, I didn't say anything about going to Tools >
Options,
Calendar tab . Please see FAQ #5 at:
http://project.mvps.org/faqs.htm

If i change the task info to 10hourdays,
the project info to 10hourdays, and the resource base
calendar
to
10hourdays,
and Tools->Options->calendar to 10hrs/day, and then
reimport,
still
nothing
changes.

[Julie] Did you create the 10hr day through Tools > Change
working
time? Did you set *all* working days to 7:00 am to 6:00
pm?
Do
you
have resource assigned to the tasks? If you have assigned

 

[JulieS]

You're welcome Scott. Glad to have helped and post back if you have
further questions.

Julie

k, this has given me some food for thought...thanks so much for
working with
me on this!

scott

Hi Scott,

It doesn't sound like you list of tasks really is a project and it
sounds as though the resources are pretty well "self-guided". I
would
have the resources work on the tasks, update progress information
(actual finish) and regularly use the Tools > Tracking > Update
Project, Reschedule uncompleted work command to push the unstarted
tasks ahead in time.

Julie

This speaks to a related issue. They start the task they day
they
pick them
up and put their initials and the date there, so it really is an
actual
start. perhaps i just let Project go off those and not worry
about
leveling
resources?

i think i'm finally getting it to change the task bar when i
change
the
calendar. i just deleted all my calendars and started over.
seems
to be
working now.

thanks
scott

:

Scott,

It doesn't sound as though you are using the Actual Start to
really
record when a resource actually starts only when the pick the
task
they wish to do. Can you pull the date information into a spare
date
field? Your resource leveling should also not be working
correctly
if
you've entered in Actual starts for tasks -- once a task has an
actual
start, it cannot be delayed by leveling.

If you are simply importing the data you note into the project,
then
changing the resource's base calendars to the 10hr day should be
changing the finish date of the tasks as each resource can get
his/her
work done in a shorter period of time as they are working more
hours
per day.

Try stepping through the process on a new project file. Create
one
task with 5 days duration starting Monday and ending Friday at
5:00
pm
and one resource assigned at 100% with 40 hours of work. If you
chage
the task calendar to the 10hr per day calendar the task duration
will
still say 5 days (40 working hours) but the finish date should
move
to
Friday at 8:00 am.

Julie

message
Here's the big picture:
Currently, resources select jobs (tasks) as they choose. They
use
Access to
put their initials by the task name. I've coded it so that
Access
runs a
macro and a few queries to get the info i want, and then
uploads
it
into
Project, which automatically reads it in (by merging) and
levels
the
resources. Until a task is selected by resource (as shown by
them
putting
their initials next to it in Access) the Resource Initials in
Project are
"Yes". At the time they put their initials into Access, they
also
put in the
current date, which gets uploaded to Actual Start. No tasks
are
linked.
Everything is automatic. So the project exists forever, and
the
tasks come
in and out as they are assigned to us and finished. It's just
that
at times
when we're slammed, i want to be able to go in, change to a 10
hour
workday,
and see if we can make some more deadlines on these individual
tasks.

does this help? i'm happy to clarify anything

thanks!
scott

:

Scott,

Are you trying to import actual work using Access or are you
trying
to
create a project file using tasks in access? Have you linked
the
tasks in Project? You should only be changing actual work if
the
task
has actually been started by the resource and you are
attempting
to
report tracking data.

If you are attempting to make the project finish earlier and
you
have
constrained all tasks with a SNET constraint, changing the
calendar
to
10 hour days won't accomplish what you want. A SNET
constraint
means
that the linked tasks will *not* move any earlier even if all
of
your
resources work 24 hours per day. Each individual task will
finish
earlier but you won't accomplish the goal -- speeding
progress
on
the
project.

I'd suggest keeping the data in Project and updating project
directly,
not attempting to import from Access. Without further
information
about why you are using Access and Project -- it's tough to
recommend
other options.

Julie


message
interesting. yeah, i'm importing Task Name, Deadline,
Resource
Initials,
Duration, Date1, and Actual Start. so that actual start
means
this
isn't
going to work?

In in the Gantt chart view, task calendars all say "none."

All the tasks have constraints of SNET.

It seems like there should be a way for this to work. I'm
only
constraining
when it starts, not when it finishes.

So where should i go from here?

thanks
scott

:

Hi Scott,

You haven't applied task calendars to every task have you?
If
you
add
the Task Calendar column to the table it should say "none"
not
the
name of *any* calendar.

When you import information from Access are you bringing
over
start
and finish dates? If so, you are likely constraining the
tasks.

Do any indicators show in the indicator column next to the
tasks?
Have you applied any actual data (actual start, actual
finish,
percent
complete etc) to the tasks? If tasks have any tracking
(actual)
data,
then changing the calendar will not change them.

Julie
message
So if i set Project->Project info to Standard, and then
Tools->Change Working
Time to 7am to 6pm for the standard calendar, then the
task
bars
go
till 6
pm, regardless what calendar i have the resource on.
but
if i
change Project
info to 10hourdays, it still uses the standard calendar.
this
thing
is just
constantly using the standard calendar.
importing: i have it automatically merging data from an
Access
table
using
an import map
i've stopped messing with Tools->option->calendar. it's
set
to
use
a
regular 8 hour day.

i think it can do exactly what i want it to; i'm just
having
trouble
getting
it to do it.

thanks Julie,
scott

:

Hi Scott,

My comments are inline

I hope this helps.
Julie

in
message
Julie, i'm not quite seeing what you are. I imported
tasks
using
an
8 hour
day, Standard calendar.

[Julie] How are you "importing tasks"? If you are
copying
and
pasting
tasks you may very well be picking up constraints by
copying
and
pasting dates. Why are you importing tasks into other
projects?

But if i just go to Tools > Options, Calendar and
change that 8 hours per day to 10 hours per day,
50hrs/week,
and
7am
to 6pm,
nothing shifts on the gantt chart.

[Julie] Nope, I didn't say anything about going to
Tools >
Options,
Calendar tab . Please see FAQ #5 at:
http://project.mvps.org/faqs.htm

If i change the task info to 10hourdays,
the project info to 10hourdays, and the resource base
calendar
to
10hourdays,
and Tools->Options->calendar to 10hrs/day, and then
reimport,
still
nothing
changes.

[Julie] Did you create the 10hr day through Tools >
Change
working
time? Did you set *all* working days to 7:00 am to
6:00
pm?
Do
you
have resource assigned to the tasks? If you have
assigned

 

[theintern]

Hey Julie, i have a new question very much related to this. my boss would
like it if the estimate of duration was entered in hours in Access. is
Project better working with days, such that i should convert the estimate to
days and then import to Project, or can i just tell Project the duration is
in hours? if so, then how does that change my calendar scenario right now.
for example, right if i put in a 3 day job on the 8 hour calendar, it takes
24 hours, and if i then change to the 10hourday calendar it takes only 2.5
days, just as i would want it to. but if things are in hours then do i also
need to change the Tools->Options->Calendar tab as well, to say there are 10
hours in a day?

thanks
scott

 

[JulieS]

Hi Scott,

Project is neither better or worse at working in hours or days -- it
handles both equally well. The confusion is a user made confusion. If
you originally schedule a task with 3 days duration, that is 24 hours.
If you apply a calendar which allows 10 hours per day and leave the
setting in Tools > Options to day = 8 hours, the duration will still
show 3 days it will not show 2.5 days. The finish date will move but
the *duration* is still based upon 3 days * 8 hours per day and it is
still 24 hours.

You define how many hours are in a day when you set the tools >
options, number of hours in a day setting. If you leave duration to
show in days it is still converting the "day" shown in the duration
column back to minutes.

You can set the default to show duration in hours in Tools > Options
Schedule tab. You can convert existing durations from days to hours
by running the Format_Duration macro.

The *key* here is to set the *human* definition -- if all parties
agree a "day" means 8 working hours and you show that you can change
the finish dates of tasks by asking the resources to work 10 hours per
day -- I wouldn't focus a great deal on worrying about whether
duration is in days, hours, or minutes.

I would be very clear however if you show duration in hours, that
duration is not necessarily equal to work. A 3-day duration task will
have 24 hours of work if you have one resource assigned at 100%. A
different 3-day duration task could have 72 hours of work if three
resources are assigned at 100%.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional information
about Microsoft Project

 

[theintern]

Wonderful. Thank you so much!

scott

Hi Scott,

Project is neither better or worse at working in hours or days -- it
handles both equally well. The confusion is a user made confusion. If
you originally schedule a task with 3 days duration, that is 24 hours.
If you apply a calendar which allows 10 hours per day and leave the
setting in Tools > Options to day = 8 hours, the duration will still
show 3 days it will not show 2.5 days. The finish date will move but
the *duration* is still based upon 3 days * 8 hours per day and it is
still 24 hours.

You define how many hours are in a day when you set the tools >
options, number of hours in a day setting. If you leave duration to
show in days it is still converting the "day" shown in the duration
column back to minutes.

You can set the default to show duration in hours in Tools > Options
Schedule tab. You can convert existing durations from days to hours
by running the Format_Duration macro.

The *key* here is to set the *human* definition -- if all parties
agree a "day" means 8 working hours and you show that you can change
the finish dates of tasks by asking the resources to work 10 hours per
day -- I wouldn't focus a great deal on worrying about whether
duration is in days, hours, or minutes.

I would be very clear however if you show duration in hours, that
duration is not necessarily equal to work. A 3-day duration task will
have 24 hours of work if you have one resource assigned at 100%. A
different 3-day duration task could have 72 hours of work if three
resources are assigned at 100%.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional information
about Microsoft Project