Default Work Schedules Used for?
Default work schedules are where you set the standard working days, working times and holidays for your organization.
These default work schedules are then used as the basis for creation of project specific work schedules and/or users individual work schedules.
Those project and users work schedules are then used to schedule tasks.
See Work Schedules for more information on this entire process.
Setting up default work schedules with your standard hours of work and company holidays, streamlines and reduces the amount required to maintain schedules. You set up the most common work schedule settings in the default work schedules and then automatically apply them to user work schedules and project work schedules. That way you don't have to edit every individual work schedule and user and project work schedule if they use the defaults. You would only edit them if there were anomalies or changes from the default.
This also provides consistency and eliminates errors. For example, you set up all the company wide holidays once and those will be automatically applied to each user and project. You don't have to worry that holiday was forgotten or missed on an individual user or project work schedule.
Also, if you change the data in the default work schedules, it is automatically applied to all project and users using that default. You don't have to go and edit each individual one to make the changes, you just change it once in the default.
System Default & Multiple Work Schedules
One System Default work schedule is always required. It is named "System Default
" (but you can change the name).
This System Default work schedule gets set automatically as the default work schedule to use for each user, but you can change it a different default work schedule if required. See User - Resource Info.
The project work schedule will default to the default work schedule set for the creating user, but that can also be changed (see Project - Add Project - General).
All your organization may ever need is this one system default work schedule and that is very common.
However, you can also set up additional default work schedules for instances where organizations have multiple international locations with varying holiday schedules or working times.
Adding/Editing/Viewing or Deleting Default Work Schedules
Only System Administrators can add, edit, view or delete a Default Work Schedule.
1. Click on the Administration section in the left navigation to expand it out.
2. Click Projects.
3. Click on Default Work Schedule.
The list of existing Default Work Schedules will be displayed.
To Change or View an Existing Default Work Schedule
Click on the schedule name from the list. This is a hyperlink and will take you to the work schedule add/edit form where you can view and/or maintaining the Work Hours and Days Off in a Work Schedule(see below for more details on this form).
To add a new default work schedule
1. Click in the highlighted line.
2. Type the name of the work schedule.
3. Click the Active option to toggle it on/off. If you want it to be available for selecting for a project or user, it must be active (which is the default). You would set a work schedule as in-active, if it was going to take some time for you to finish or it was no longer applicable to be used for your organization.
4. Click the Save icon or press enter. The new Default Work Schedule will be listed.
5. To maintain the Work Hours and Days Off in the Work Schedule. Click on the schedule name from the list. This is a hyperlink and will take you to the work schedule add/edit form where you can view and/or maintaining the Work Hours and Days Off in a Work Schedule(see below for more details on this form).
To Change the Name of a Work Schedule or Toggle the Active Option
1. Click the Edit icon or double click anywhere on the white space on the line to go into edit mode.
2. Click in the name field and change the name.
3. Click on the Active Option to toggle it on or off.
4. Click the Save icon or press enter. The new name will be displayed.
To delete a Work Schedule
The System Default work schedule can not be deleted. There just won't be a delete option available for that schedule. If the name of the system default work schedule was changed, then you can tell which one is the default because no delete icon is available.
For any other work schedule, click the Delete icon for the work schedule.
If a work schedule is assigned to a project or user, it won't be able to be deleted and a message displays. Either remove that work schedule from the projects or users it is attached to or set it to inactive, so it is still retained in the system but can no longer be applied going forward.
Maintaining the Work Schedule (work hours/holidays)
To maintain the standard work hours, non-standard work hours, and days not worked click on the name of the default work schedule from the list. The work schedule add/edit form displays. There are two tabs on the default work schedule edit form
- Default Workdays
- Holidays, Non-Workdays and Special Days
This is where you set the default hours of work for each week.
These are the default hours worked organizational wide or to the department, region, location etc. that this work schedule is applicable to.
Entering Default Workday Length, Start and End
There are three other data elements you need to enter when setting up a Default Workdays and that is the average default Workday Length and the average Default Workday Start and the average Default Workday End.
These are used in different places than the start and stop times set for each day. The stop and start times for each day are used to determine the task start date/time and end date/time. The average default workday length value is used for duration calculations on the task list. Therefore, it is important they match.
Typically you will have set the same start and stop times for each working day, so you will want to match the data you enter here to those times.
For example, if you keep the system default of a standard 8 am to 5 pm workday with 8 hours, then you should enter the matching data in these default fields:
Entering FTE Hours/Days/Weeks/Months
It is possible to do resource reporting by FTE (full time employee metrics). The average FTE Hours, per day, per week and per month must be entered for that.
Holidays, Non-Workdays and Special Days
This is where you specific the organization wide holidays or other non-working days. These will apply generally to all your users and all your projects (you can set up user specific or project specific non-working days in those work schedules as required - but the holidays, other non-working days or special days set up here apply to everyone).
You will need to maintain this on a yearly basis. You will want to enter the holidays, non-work days and special days for the next year or year(s) before you start to plan or enter projects for that year.
To add a Non-Working, Time or Holiday, etc.:
1. In the first date entry field, enter the start date of the non-working time, holiday, shutdown or non-default working times. Type in the date (a hint will appear with the date format and some shortcut keys for entering dates when you click in the field) or click the Calendar
icon to select it.
2. The To Date will be automatically populated with the same date when you tab or move out of the first date entry field. If you are entering only one day, then just leave it the same. If you are entering multiple consecutive days of holiday, non-working time etc. then enter the To date. Type in the date or click the Calendar icon to select it.
3. If it is a non-working day, categorize it by clicking on the available options.
a. If you are entering the PI Default Work Schedule(s) or a Project Work Schedule, the options are Non-Working Time, Holiday or Shutdown.
b. If you are entering a User Work Schedule, the options are Non-Working Time, Vacation, PTO, Leave of Absence).
c. See the section below for how the categories are used.
d. Click on the appropriate option.
4. If it is a working day, but the times for that day are different than the defaults you set up on the Default Work Days tab, click on the Non-Default Times category.
a. The spaces for entering the stop and start times for the day become available.
b. Enter in the special working times for that day. For example, if it is a half day instead of a full day, enter 8 am to start and 12 pm to end.
5. Click the Add icon (the blue + sign) to store this entry. It will be listed in the section below the data entry boxes. NOTE* This is not yet saved in the database. This is just creating a working list of holidays. Do not move off this form until you actually it.
6. Continue adding any other holidays, vacation or other non-working days and special days as required.
Click the Save button to save the changes and optionally update any planning and active projects that are effected.