When to use Resource Calendars in MS PROJECT 2016


after my Post “Different weekends for Resources in MS PROJECT 2016”, there was a lot of discussion, that a problem can be solved with Resource Calendars, and that be will be the best way. Yes, it can be done like that, and no, this is not always the best solution. so I will show when is best to use Resource Calendars in MS PROJECT 2016.

I will show you an example with a very simple – one Task Project:


I will create ten different resources:


Now suppose that only I, Nenad, should work on Saturdays. In that case, I will not create Resource Calendar, even I can do it in this way. Why? Because this is an exception which apply only to me, so I will use the easiest way, and that is, I will modify the Standard calendar only for me:




Now I will assign myself to the Task, and I will get:


Let’s take a look in a Task Usage View:


As you can see, I will work on that Task at Saturday.

Now suppose that not only me, but also John, Mary, Peter and Paula should work on Saturday. What can I do? I have to choices. Repeat steps above for each of these Resources (suppose there are not only 5, but 85 of them), or create Resource Calendar, which I will do. Follow these steps:


and then:


OK. Now I will make Saturdays as work days for this Calendar:


and then:


Now I will assign this Calendar to Specific (mention above) Resources:


Finally I will assign those Resource to the Task, and Adis, as well (who has Standard Calendar):


As you can see, only Adis will not work at Saturday.

Now, again, when to use Resource Calendars. From my point of view when multiple Resources share same Working Time, and Exceptions (like days off, Holidays, etc.9. When you have only one or two Resources with same Working time, and/or Exceptions, you can modify Standard Calendar for them. it is shorter way. Of course, when you have only one Resources with different working time you can create Resource Calendar as well, but you don’t have to, and that is not the shorter way. And, for the end, let’s say that Mary, has day off at Wednesday, 12/21/2016. You can now follow steps described in my first example and change Working Saturdays Calendar just for her, or you can create separate Calendar for her (Mary’s Calendar, for example), but again, it is not the shorter way to do it.

So it is up to you which approach will you take.



About Nenad Trajkovski

Location: Zagreb, Croatia Occupation: Project Manager Interests: Project Management and MS PROJECT He was born in Zagreb, Croatia at 1963. After completing his college he started working on projects in different business areas (banking, manufacturing, automotive industry, distribution, oil companies, etc.) developing and implementing ERP systems into different companies. He has got a lot of experience working with people in different business processes and also possesses great knowledge in information technologies and financial services. Today he works as a business consultant, adn Project Manager in PERPETUUM MOBILE d.o.o. Zagreb. He is a regular lecturer for Project Management in MS Innovation Center in Varaždin, Logosoft Sarajevo in Bosnia and Herzegovina and SEAVUS GROUP in Skopje Macedonia. He was named the best lecturer of WINDAYS 2008 while his lecture was also voted as the best. In addition, he was in TOP 10 lecturers at the MS SINERGY 2009 and MS VISIA 2009, 2010. Shares first place as the best lecturer of KulenDays 2009 and 2010 and PMI Conference 2009 in Zagreb. He is also a regular lecturer in the MS Community. He is a Certified Accountant and a PMP (Project Manager Professional) and a PMI-RMP (Risk Manager Professional), MCP, MCT, and Microsoft Certified Technical Specialist - Microsoft Project 2010. From 01.01.2012 awarded with MVP (Microsoft Most Valuable Proffesional - Microsoft Project)!
This entry was posted in MICROSOFT PROJECT, Micsrosoft Project 2016, MS PROJECT 2016, PMI, PRoject Management and tagged , , . Bookmark the permalink.

1 Response to When to use Resource Calendars in MS PROJECT 2016

  1. Roberto says:

    Very Goody! Usefull tip, clear and easy to understand. Thank you!

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