Edit Work Schedule
Individual users may change their work schedule (if the system administrator has enabled this functionality for your user).
You are able to edit a users work schedule if you are a default time sheet approver for the user and the system administrator has enabled that option.
To edit your own work schedule, click the Edit Work Schedule menu option, from within the Profile global menu option (see Navigation & Layout). You can also access this function from the View Profile by clicking on the Work Calendar Edit icon in the context sensitive menu options. This is also how default time sheet approvers would access it.
There are two tabs that will always show on the user work schedule add/edit form:
- Default Workdays
- Holidays, Non-Workdays and Special Days
A third tab may show depending if there are holidays, shutdowns, non-working days or non-default times entered in the default work schedule associated with this users work schedule.
- Inherited Days
This is where you set the default hours of work for each week for this specific user.
It will be initially populated with the details from the default work schedule. It may be left as the those defaults or changed as required.
The work schedule form shows each day of the week (Monday through Sunday) and options associated with that day:
First, there is space for each day to enter up to 5 different stop and start times throughout the day. For the majority of organizations, having 2 stop and start times is most common, i.e. the time you work before lunch and then the time you work after. The example below illustrates this. It indicates that work starts at 8 am and goes for 4 hours until 12 pm. Then there is 1 hour of non-working time (lunch), then work starts again at 1 pm and goes to 5 pm for another 4 hours of work. The remaining three start and stop times are just left blank because they aren't applicable.
As indicated, for the majority of most organizations - 2 start and stop times for a day provides detailed enough scheduling, however, you may change the hours indicated to reflect their company. For example, a company generally works a 7.5 hour day instead of an 8 hour day and they just take 1/2 hour for lunch. So instead of starting at 8 am, they start at 8:30 am and the afternoon work time starts at 12:30 until 4:30.
In that case, the start and stop times would be changed to the following:
If you did have requirements for tighter time controls, then you can enter those. For example, it is an 8 hour work day with 1 hour lunch but there are also 2 - 15 minute coffee breaks included in that 8 hours. So really, the team is productive or doing work only 7.5 hours. In this case, you would have 4 start and stop times entered.
or scheduling and the times are displayed and visible to anyone looking at the task so they do have to make sense for your organization.
The reason that the start and stop times are important is that they are used for scheduling and the times are displayed and visible to anyone looking at the task so they do have to make sense for your organization.
For example, if you worked an 8 hour day, you could just put in one start and stop entry for 8 hours, such as 8 am to 4 pm. Tasks would be scheduled to end at 4 pm and that time would show on tasks. Your scheduling would be correct in terms of hours because Project Insight knows its an 8 hours work day, but stakeholders might get confused seeing end times of 4 pm when staff really do work until 4:30 or 5 pm.
So it is recommended that you enter in accommodations for lunch breaks (as outlined above), to get as close to possible as staff are actually working and not just enter in a continuous day with no start and stop times.
For each day of the week, there are radio buttons which indicate if the times for that day are Using the Default times, it is a non-working day or it is a working day but it is not using the default start and stop times.
These radio buttons have different meanings depending on which work schedule you are editing.
These radio buttons will be set automatically by the system depending on what you enter, but you can also set them manually.
- System wide default work schedules - In the back-end functionality of Project Insight that you don't see, there are default start and stop times set for each day of the week. Monday to Friday has an 8 am to 12 pm start and stop time and a 1 pm to 5 pm start and stop time (for an 8 hour work day). Then there is no work start and stop times for Saturday and Sunday as those days aren't usually work days for a large majority of companies. When you are editing default work schedules, and the radio button is set to Use Default it means to use those back-end default start and stop times (and those are what are displayed). If you change the start and stop times to something other than that, then by default that day will be categorized as a non-default time setting. If you remove the start and stop times entirely for the day, then it will be categorized as a non-working day. You don't necessarily need to be concerned about these settings. For you, they are informational only however Project Insight does use those settings in the back-end though to calculate task schedules quicker and easier.
- Individual user specific work schedules - For each user, you set the default work schedule that their individual schedule gets data from, then you can change it. The Use Default radio button indicates that it is using the default work schedule for that day from the default work schedule. If you change the start and stop times to something other than that, then by default that day will be categorized as a non-default time setting. If you remove the start and stop times entirely for the day, then it will be categorized as a non-working day. Again, this is informational only for you.
- Project specific work schedules - For the project calendars, it is the same as the Users. For each project, you set the work schedule that the project work schedule inherits data from. If you leave that, it is set as Use Default. If you change it, then it switches to either the non-working day or non-default times setting.
This is where the user specific vacation days, PTO, Leave of Absence or any other non-working days or non-standard work days are entered.
This needs to be maintained on a yearly basis.
To add a Non-Working, Time or Holiday, etc.:
- 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.
- 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.
- If it is a non-working day, categorize it by clicking on the available options.
- If you are entering the Default Work Schedule(s) or a Project Work Schedule, the options are Non-Working Time, Holiday or Shutdown.
- If you are entering a Search IndexUser Work Schedule, the options are Non-Working Time, Vacation, PTO, Leave of Absence).
- See the section below for how the categories are used.
- Click on the appropriate option.
- 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.
- The spaces for entering the stop and start times for the day become available.
- 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.
- 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.
- Continue adding any other holidays, vacation or other non-working days and special days as required.
When you are done adding vacation days etc. click to save the changes.
Holidays, shutdowns, non-working days or non-default times entered in the default work schedule can be viewed by clicking on the Inherited Days tab. These inherited days are automatically applied to this users work schedule in addition to any specific holidays or non-working days or special days set specifically for this user.
Click on the Previous Year or Next Year text to view other year inherited days.