Project Insight has functionality for intelligent scheduling of projects and to support that, work schedules must be set up.
Work schedules dictate what hours and days your team works, so that the schedule for projects and tasks can be determined automatically.
Project Insight was design to support very robust work schedule requirements or it can be kept very simple depending on your organizations requirements.
Every Project and every individual user in Project Insight has their own individual work schedule.
When project managers, project schedulers, PMO managers or resources manager assign resources to projects, they will set what work schedule is used for scheduling that resource.
To speed up creation of these work schedules, system default work schedules are set up once and applied to every project and user automatically:
- When a project is created, the project creator chooses which default work schedule to use as the basis for creation of the project work schedule.
- When a user is created, the user manager or system administrator chooses which default work schedule to use as the basis for creation of the user work schedule.
- When the user or project is saved, the work schedules are created automatically from the default work schedule selected (the project manager or user manager having to do anything except choose the default work schedule to use).
- These individual work schedules can be edited as required (project work schedule by the project manager/scheduler and user work schedule by the users with appropriate access - system administrators, user managers, time sheet approvers, or the users themselves)
Note* Default work schedules are never used directly for scheduling. They are used to pre-populate project and work schedules (which is what are used for scheduling).
Project Managers and schedulers can also setup separate project specific custom work schedules to use and they can be applied to users on the project or to individual tasks (see Custom Work Schedules).
If your all your team works the exact same hours in a day and has the same holiday days, then you can have one System Default work schedule and have it automatically applied to all users and all projects without the project managers and user managers having to change anything.
In addition, the System Default work schedule already contains the most common settings for work schedules (such as an 8 am to 5 pm - 8 hour work day and a Monday to Friday work week). Those settings can just be used as they are or you can easily changed to match your organization.
For each resource on a project, the project manager (or project scheduler, PMO manager or resource manager) sets what work schedule is used for scheduling tasks assigned to that resource; the individual users work schedules, the project work schedule or even custom work schedules.
In addition, individual tasks can have the project work schedule or custom work schedules applied to just that task.
This provides a lot of flexibility and can support more robust scheduling requirements.
Project Insight was designed to still keep this simple to maintain though by using the default work schedules that are set up once with standard work hours and holidays.
Then when individual users work schedules or individual projects work schedules are created, they pull the data automatically from the selected default work schedules so it does not have to be re-entered. Just the deviations from the defaults need to be entered and maintained at the individual user and project level. This saves time and ensures consistency. See Default Work Schedule(s) for more information.
Default project settings can also be configured to always use the most common scheduling method for your organization. That way, they only need to be changed for changes or deviations. See Administration, Projects, Default Project Options, Use the Resources personal work calendar when adding resources to the project option.
Each resource that is assigned to a project has settings such as what role they play on the project. One of the settings is also which work calendar to use for that resource when scheduling tasks:
- The resources own individual work schedule (called Personal Default)
- The projects work schedule (called Project Default)
- Project custom work schedule(s)
This is resource specific. On the same project, one resource could be using their individual work calendar, while another resource could be using the project default calendar.
In addition, each individual task may also have a project work schedule or project custom work schedule set. If it does, then that setting takes precedence.
To summarize, the rules for determining which work schedule to use are:
- If the task has a work calendar set, use that.
- If the task has a resource assigned, check their work schedule setting (Personal Default, Project Default or custom work schedule) and use that.
- If no resource is assigned to a task, then the project work schedule is used for scheduling.
In most organizations, the business rules for applying work schedules will be predetermined and the system options are set to reflect that. That way project managers/schedulers don't need to change it normally (they would only do it on an exception basis).
There are three places default settings for which work schedule to use are entered:
- System Level - they get automatically applied to each project by default.
- Templates Level - whatever settings are the template, they get automatically applied to projects created from that template (these over riding any system level settings)
- Project Level - Inherit settings from one of the above but can then changed if required.
If you are entering time into Project Insight, as part of your business process, you will determine what types of time are entered:
- All Time (Projects, Administrative, Operational, Client or Company Time, Vacation, Holidays, PTO, Leave of Absence, Shutdowns etc.)
- Project Time Only
- All working time (Projects, Administrative, Operational, Client or Company Time - but not non-working time such as Vacation, Holidays, PTO, Leave of Absence, Shutdowns)
- All Working Time plus none anticipated time off (Projects, Administrative, Operational, Client or Company Time plus Leave of Absence, Shutdowns & other non-working time)
- All working time plus anticipated time off (Projects, Administrative, Operational, Client or Company Time plus Vacation, Holidays, PTO)
When you set up work calendars, and there are Vacation, Holidays, PTO, Leave of Absence, Shutdowns etc., you will categorize those accordingly on the calendar. You can then choose to have Project Insight display those types of non-working days on the time entry grid or not depending on your business process.
For example, if you don't want to capture holiday time and the user has a holiday day set, you can turn off inputs for Holidays & Vacation/PTO days on the time entry grid so you won't be able to enter time on that day from the time entry grid.
Or you can turn on inputs for Holidays & Vacation/PTO days so that you can enter time on those days on the time entry grid.
The same is true for other non-working days (such as shutdown and leave of absence). You can choose to have the team enter time for them or not.
For more information, see the article: Managing Resource Time Off in the Project Insight Community.
If there is more than one resource assigned to a task and each is using their own work schedule and the resources have different vacation, PTO, leave of absence or any other non-working time scheduled during the duration of the task, the following occurs:
- The dates that the task is scheduled to start and end will be determined by the using the System Default Work Schedule. The users individual work schedules can't be used to determine duration in this situation because they are different and conflicting with one another.
- Once the Duration is calculated from the System Default Work Schedule then each Users individual work schedule is reviewed what days they are available to work during that duration and distributes the number of work hours they are assigned evenly over those available days.
This can result in a resource being over-booked on those days.
For example, a task is scheduled to take 5 days duration. Two resources are assigned to it with 40 hours of work each. Since there are two resources, the system uses the System Default Work Schedule to schedule the task; which is that it will start on Monday and end on Friday. One resource assigned to it, has a vacation day booked on the Friday of that week (so they are only available to work 4 of the 5 days the task is scheduled for). The first resource (with no vacation) will have 8 hours scheduled each day for 5 days (Monday to Friday). The second resource with the holiday, will have 10 hours scheduled for each day for 4 days (Monday to Friday).
Tip - if you have this situation occurring and you want the task duration scheduled according to each individual users calendar, then create separate tasks for each resource (assigning just one resource to each task). You may also group the two tasks under a summary task in order to manage their completion together.
Most commonly on a project, all users will be scheduled either using their own individual work schedule or the project work schedule, but it is possible for one user to be scheduled on tasks using their own individual work schedule while another user is using the project work schedule or a custom work schedule.
If that is the case the same process occurs as when users work schedules have different vacations,PTO etc.
- The dates that the task is scheduled to start and end will be determined by the using the System Default Work Schedule.
- Once the Duration is calculated from the System Default Work Schedule then the work schedule assigned to the users is reviewed what days they are available to work during that duration and distributes the number of work hours they are assigned over those available days.
- To set the overall default for all projects on what work schedule to use (project or user) see in Administration, Projects, Default Project Options, Use the Resources personal work calendar when adding resources to the project option. Checking it sets the default to be each users individual work calendar. Leaving it unchecked sets the default to the project work calendar.
- To set up organization wide standard work hours and holidays, see in Administration, Projects,Default Work Schedule(s)
- To change the default work calendar for a user, while adding or editing a user, click on the Resource Info tab, and click on Work Calendar Inherits From. See User Resource Info.
- To change individual work hours, days and for adding user specific vacations and other time off or non-standard work times, see Search IndexUser Work Schedule
- To change the default work calendar that a project will inherit its work calendar from, see Project General
- To set work schedule options at the project level or for a template, see in Projects, Project - Default Options.
- To change the project work calendar(also called project default), see Project Work Schedule.
- To create custom work schedules that can be assigned to individual resources or task, .see Custom Work Schedules.
- To change the work schedule to use for each resource, see Add Users/Resources to Projects.
- To set the work schedule on a task by task basis, see Add Task - Advanced.