Microsoft Project: The Five Keys - Key 4 Project Calendars

This course covers the calendar feature in MS Project. The subtleties and quirks in the calendar tool are examined.
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Instructed by F. Kevin Gaza IT & Software / Other
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  • Lectures 8
  • Length 44 mins
  • Skill Level All Levels
  • Languages English
  • Includes Lifetime access
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    Available on iOS and Android
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About This Course

Published 9/2015 English

Course Description

The Calendar feature in MS Project is a very important function to understand as your project tasks always obey the calendar. In these videos important concepts such as the Calendar's dialog box is explored, and the functionality found there is explained. At the end of the lectures you will understand how to create holidays and special working time schedules. Important features to understand if you are going to be able to create effective schedules.

What are the requirements?

  • They should have taken the prior "Five Keys" courses available on Udemy (Key 1 - Navigation, Key 2A&B - Task Linking, Key 3 - Constraints)

What am I going to get from this course?

  • Understand the different calendar types within MS Project
  • Understand the different options within the calendar feature and how to use them
  • Understand that MS Project tasks always obey the calendar and how to make use of that rule
  • Understand how to create special case calendars (e.g. weekends and night shifts) and apply those calendars to individual tasks
  • Understand the quirks in the calendar tool

What is the target audience?

  • This course is applicable to beginners, intermediate and advanced users.
  • The course covers the basics but also gets into subtleties that intermediate and advanced users need to understand.

What you get with this course?

Not for you? No problem.
30 day money back guarantee.

Forever yours.
Lifetime access.

Learn on the go.
Desktop, iOS and Android.

Get rewarded.
Certificate of completion.

Curriculum

Section 1: Five Keys Introduction for Project Calendars
04:50

This lecture explains how this key fits in with all the Five Keys---and it does this review in less than five minutes! Look for the other keys in additional lectures of the same name that you can purchase through Udemy.

06:38

Microsoft Project schedules always obey the calendar. Always. Understanding how this feature works can be a key to your project schedule representing the work to be done and the time frames more accurately.

This module goes over the key components you need to understand and become competent with, such as creating exception holidays and modifying the work week hours. This is functionality that if understood that can help your projects finish earlier and deliver the value your sponsors demand.

This is one of the essential knowledge areas in MS Project to help you create workable schedules quickly and accurately.

Section 2: Key 4 -Project Calendars
05:14

Modifying a Project's task working times begins with understanding how to use the Working Time dialog box.

This lecture introduces the basic components and concepts that are in the Change Working Time dailog box. With these basics in place the stage is set for learning how to modify the calendar and thus get the working time results you need--whether it be a change to the work week or an individual day such as a holiday.

05:51

We next move to the middle of the Change Working Time dialog box and explore the subtleties of the Calendar Legend and the Calendar Grid. The Legend looks impressive, but it merely functions as a key to understanding the Calendar Grid. And unfortunately not all of the potential legend entries are listed!

This lecture goes over the missing legend icons and then delves into the Calendar Grid itself and discusses the importance of the text that appears to the right of the Calendar Grid as you select different days in the Calendar Grid.

Important and often overlooked information is covered in this lecture and it provides important building blocks to understanding the Exceptions tab and the Work Week tab which follow.

06:36

The Exceptions tab in the Working Time dialog box, is where you can create holiday like exceptions to your working schedule. The exceptions tab can also be used to create work day exceptions to your schedule like half days, or days that start at 7am.

This lecture covers how to do these sort of changes to your calendars and thus begins to unlock the secrets to the calendar's working schedule changes and flexibility. This is an important video conceptually for project managers with imagination and difficult schedules that need some calendar working time tweaks!

06:55

The Exceptions tab option in the Change Working Time dialog box has a nifty option for entering in recurring exceptions. It works sort of like how the recurring meeting option works in Microsoft Outlook.

Unfortunately, the implementation of this feature in Microsoft Project is half baked. It doesnt work for "birthday style" holidays and in versions prior to Project 2013, the "last day of the month" option is flawed and buggy.

To see the problems with the recurrence option in Microsoft Project watch this lecture and learn why you should not use the recurring exception feature--no matter how tempting!

06:48

The Work Weeks tab in the Calendar's Change Working Time dialog box is the key to modifying your default work week. The default work week is what sets Monday through Friday as the work week with a start time of 8am and a finish time of 5pm, with a one hour lunch at noon.

In this lecture the Work Weeks tab will be explored and you will be shown how to make a basic modification to the work week and change it from a 40 hour week to a 32 hour week. This lecture will also show you what not to do on the Work Weeks tab to avoid causing your schedule unexpected problems.

1 page

This story problem covers the use of the Calendar feature in the planning of the Dressge Delights company expanding its operations into Europe---however, in a twist, the story problem focuses on your planning the impact of the move on your family and how you need to plan for the move.

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Instructor Biography

F. Kevin Gaza, Enterprise Project Manager

F. Kevin Gaza, PMP

Kevin has been an enterprise project manager for over fifteen years for a multi-state healthcare organization. In that role he has been a primary architect and author of the organization’s project methodology and has been a lead project manager on a variety of enterprise projects including rolling out ITIL/ITSM, building data centers, FCC funding projects , deploying networking systems, upgrading Windows and Office for over 20,000 users---and not to mention deploying numerous healthcare products.

Prior to healthcare Kevin worked as a PM for the Indiana Secretary of State, and had fun for several years as the IT Director at the Indianapolis Zoo---but only after paying his dues for some years as a project engineer in the manufacturing sector. He has taught Microsoft Project at IUPUI (Indiana University-Purdue University Indianapolis) since 1994 as an adjunct, which is basically one of his rat labs for course development.

Through all that---three decades of project work, four-plus industries, and teaching at IUPUI---Kevin has developed this approach to using Microsoft Project, called The Five Keys Method.  The Method is jam packed with insights and tricks you won't find anywhere else.  

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