Configure Base Calendars, Shifts, and Work Days

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The standard base calendar determines FTE and other calculations. As a project manager or resource manager, verify the base calendars show the correct work days, shifts, and nonworking days. You can change the workdays and nonworkdays of the week. You can define up to four standard work shifts.
Create a Base Calendar
To manage shifts and work days, define a base calendar. For example, create calendars for different countries, departments, or seasons of the year.
You can designate only one base calendar as the standard. Base calendars serve as templates for other calendars including specific resource calendars and role calendars. The selected base calendar for a resource or role determines their FTE when you allocate them to a project team. Resource calendars also help calculate resource availability, capacity, demand, and allocation.
Follow these steps
:
  1. Click Administration, and from Project Management, click Base Calendars.
  2. Click New.
  3. Complete the following fields, and then click Add:
    • Calendar Name
      Defines the new calendar name.
    • Base Calendar
      Specifies the calendar to base this calendar. The base calendar is the parent to the new calendar.
      Example:
       Standard
    • Standard
      Specifies the calendar as the standard calendar in 
      Classic PPM
      .
      Default:
       Cleared
  4. Click Save and then click Return.
    To delete one or more calendars, select their check boxes and then click Delete. You cannot delete the standard calendar. You also cannot delete a calendar that is defined as the base calendar (parent) for another calendar.
Define Work Shifts in a Calendar
The default base calendar shows two 4-hour shifts with one hour for lunch for a total of eight work hours. You can set new shifts.
Follow these steps:
  1. Click
    Administration
    ,
    Project Management
    ,
    Base Calendars
    .
  2. Click the name of a calendar.
    The edit calendar exceptions page appears.
  3. Select the month at the top of the calendar.
  4. Select the check box next to the days having the same shift, and click
    Set Shifts
    .
  5. Enter the start and end times for up to four shifts.
  6. Save your changes.
 Calendar updates appear in resource availability reports. For example, you might set a day as a morning shift or modify other shift information. Your supervisor can accurately determine your availability from the reports. Resource calendar updates appear in the resource availability and capacity after the Time Slicing Job is run.
To modify only one resource calendar:
  1. Click
    Home
    ,
    Resource Management
    ,
    Resources
    .
  2. Select a resource or role.
  3. Click the
    Calendar
    tab.
  4. Continue with Step 3 in the previous task documented above.
Define Work Days in a Calendar
You can designate workdays and nonworkdays.
Follow these steps:
  1. Click
    Administration
    ,
    Project Management
    ,
    Base Calendars
    .
  2. Click the name of a calendar. 
    The edit calendar exceptions page appears.
  3. Select the month at the top of the calendar.
  4. Indicate which days are standard workdays.
    1. To select dates by days of the week, select the check box next to the day of the week and click
      Make Workday
      .
    2. To change dates from workdays to non-workdays, select the check box next to each date and click
      Make Non-Workday
      .
  5. (Optional) When you change a specific holiday on the resources calendar to a nonworkday, the shift information or availability is removed. If you change the day back to a workday, the software checks to see if a shift pattern exists for that day in that calendar (or parent). One of the following actions occurs:
    • If a shift pattern does exist for that day, the day is set to use that shift pattern.
    • If a shift pattern for the day does not exist, a check is made for a shift pattern for the corresponding day of the week for that calendar (or parent, as needed).
      • If a shift pattern is found from the search, the day is set to use that shift pattern.
      • If no shift pattern is found for that specific day of the week, then the first day of the week shift pattern that is found is used starting with the first day of the week (Sunday).
    • If no shift pattern exists for any day of the week, then the default shift patterns of 8:00 AM - 12:00 PM and 1:00 PM - 5:00 PM are set for that day.
If using
Other Work
to track personal time or vacation, mark those days as non-working days on your calendar to prevent the hours from being copied to your timesheet.
Edit Resource Availability in a Calendar
You can review the calendar for a resource to determine their availability for various assignments.
Follow these steps:
  1. Click Home, and from Resource Management, click Resources.
  2. Select a resource or role.
  3. Click the Calendar tab.
  4. Change calendar information for a resource. For example, add working days, nonworking days, and shifts to the calendar.
    The
    Resource - Edit
    access right is required.
Change or Delete a Base Calendar
To delete a parent calendar or change to another parent, use the following procedure to change that relationship.
Follow these steps:
  1. Click
    Base Calendars
    and click the name of a calendar. 
    The edit calendar exceptions page appears.
  2. Click
    Edit Calendar Properties
    .
    The edit calendar properties page appears.
  3. Complete the following field:
    • Base Calendar
      Specifies the calendar to base this calendar. The base calendar is the parent to the new calendar.
      Example:
       Standard
  4. Save the changes.
Reset Base Calendar Shifts
When you reset the shift by resetting a base calendar, the base calendar shift information is updated for that day. This information is important when you use a shift other than eight hours, and can affect resource availability and allocation.
Follow these steps:
  1. Click Base Calendars and click the name of the calendar. 
    The edit calendar exceptions page appears.
  2. Select the check box next to each date to reset, and then click Reset to Base.
    The shift is reset to the base calendar.