Scheduling in Primavera P6> Creating Calendars in Primavera P6
Creating Calendars in Primavera P6 (11m 02s)
Calendars in Primavera P6 are key to building good project schedules. Learn about P6's Calendars in this video, creating and editing them.
Video: Creating Calendars in Primavera P6
In this lesson we’ll be showing you how to build custom calendars so that you can schedule your project around the work and non-work times that are specific just for you, just for your project in your unique situations. So it's really important to be able to know how to create calendars because we have so many different types of activities that work on very different schedules. So let's get right into it.
We'll start by going to the Enterprise menu and we’ll expand this menu down until we find this entry here, Calendars. Enterprise menu, Calendars. We've explored calendars a little bit up to this point and what we want to understand is that really there are three options on this calendar building, calendar management screen. So we have the first option which is Global. Now global calendars are calendars that can be used and shared across many projects. This concept applies to lots of different things in Primavera and it applies to calendars as well. So global calendars can be shared across projects. Now this gives me the ability to create one standard calendar that can be used on multiple projects. It kind of eliminate some of the management of creating a whole bunch of calendars for each project situation when we can share and have the same calendar’s created in one place.
Now the opposite of global calendars is Project calendars and a project calendar is a calendar that's created specifically for the project that you have open. So right now, I have the ‘Railcar maintenance facility’ project open and these are two calendars that were created just specifically for this project. So we have global calendars and we have project calendars. Now when we get into resourcing, we can talk a little bit more about Resource calendars but resource calendars are calendars that you can assign specifically to a resource and we'll see how we can apply that a little bit later.
Right now we want to focus on activity calendars which fall under the Global category in the Project category and specifically, what we're going to do today is, we will create a new project calendar and assign it to our ‘Railcar maintenance facility’. The calendar I would like to create is going to be a six-day 12 hour per day calendar so we'll call it 12-hour X 6 Day work week. Now, if you have a look here, you can see that we already have something, a calendar that's created very similarly. We have a 12-hour X 5 Day work week. We may be able to leverage that calendar that's already created or we can simply not leverage it and create from scratch. Now let's get started.
To start, we’ll click the Add button to add a new calendar and this is a screen that seems to confuse a lot of people. It says, ‘select a calendar to copy from’ so what Primavera is suggesting we do is just create a copy of an existing calendar and then we'll go ahead and edit the copy. So we'll go ahead and copy this guy ‘6d X 24hr workweek’ because it's got the six days that we want. You can create a copy of any one and edit them but you want to pick one that's similar to the one that you're going to be building so that you can leverage it. So we'll select the 6d X 24hr workweek calendar. We’ll go ahead and select it and it's a copy of that calendar right now and we'll just give it a better name. So we'll call it our 12-hour X 6-day workweek. Now it's time to edit the calendar. Let's go ahead and click the Modify button. Once you click the Modify button, you get this calendar screen. This calendar screen is really where you'll be editing and managing the calendar. So what we can do is, we can highlight any specific day in the calendar or we can highlight any specific day of the week across the entire calendar by clicking the headers, or we can highlight multiple days using Ctrl or Shift.
Now what we'll do is, we'll leave this calendar for a moment and I want to draw your attention over here to these buttons on the right hand side. More specifically this Workweek button. So what we'd like to do is click this Workweek button and I'll show you why it's really the central place you'll use to edit the calendar. So we'll go ahead and click Workweek. The Workweek button brings up this little view where I can edit the number of hours per day in every day of the week across the entire calendar. So we're out to create a 6 day 12 hour per day calendar. So what we do is we put in 12 inside of all these little boxes. So we'll work Monday - Saturday 6 days, 12 hours per day. Go ahead and click Ok. Now what we should see is that when I highlight a day, any specific day, I should see the total number of work hours per day in the box for the day. if I highlight a dark gray day see I get 0 and that's because in the workweek, we set Sundays to be 0 hours per day.
Now how come this day, Sunday the 5th is white? Well, that's because we can actually edit specific days using this calendar view and we can make them a certain number of hours or a specific number of hours. So I've now made Monday the 5th, sorry Sunday the 5th 4 hours and it shows up as white. So here's our legend down here at the bottom. It says, white is an Exception. Non work is dark gray and Standard is gray. So I can edit any day and make it a unique number of hours if I like. I can also make it 0 hours by setting it to be Non-work. Now notice if I set it to work by default, Primavera sets it to 8 hours. But this is a 12-hour calendar. So we want to use this other button which is set it to Standard. So if I set it to Standard, it makes it whatever the definition of Tuesday is in the Workweek function which for us is 12. I can do the same thing here with this Sunday. I can make it back to Standard and Sundays, by our standard, are non-work so it becomes gray.
So what this calendar view is really meant for is to help you define your non-working days in the corporate calendar. So for example, you can use it to go into find your holidays so December 25th and December 26th are non-work days. We typically get New Years off, it's a non-work day and then you can go forth and define the non-working days that your corporate corporation has defined. Ok, so that's one of the features of using this calendar view. So really, in defining a calendar, we don't use this calendar view for too much other than defining the corporate holidays and we really do most of our work here in the workweek area.
Now, let's say you need to have very tight control over the working hours of the day. In fact, you want to be able to specify which hours of the day are work and which hours of the day are non-work. Now that's the situation, though you want to work on this calendar creation screen in this mode. This mode is called, ‘Detailed work hours per day’ and when you choose ‘Detailed work hours per day’, rather than get the total number of work hours per day that we had up here before, 12, we now get a different view. We get these train tracks, and the train tracks are meant to show you the specific hours of the day.
Now this represents a 24-hour clock and it starts at midnight here and each bar spans 30 minutes. So this first bar starts at midnight. It goes to 12:30 and then we go from 12:30-1am. And you can see there's 24 bars so that represents a 24-hour clock. So what we see here is that the dark gray is non-working hours of the day and the light gray is workable hours of the day. So now we are defining that this day, March 6th, the day I highlighted, we start at 6am and we go to the end of the bar 17 which is really the start of the bar 18 which is 6 pm. So here's my 12 hours from 6am all the way down to 6pm.
So these train tracks. You can work with them to be very specific. So what we'll do is, we'll again not work with specific days but will work in the workweek where we can define the overall working days for the entire calendar and the working hours of those days for the entire calendar. So you can see this screen looks a little bit different than it did before as well. So what we'll do is we'll highlight now Monday through to Saturday by using Shift because we're creating a six-day calendar so we can highlight all these days and edit them all at the same time. And what we'll do is we'll simply create a one-hour lunch break in here. Now again, this might be a little bit more control than you need. Often times, it's not, you know, even though you can define a lunch hour, it may not be important to you and you may not be scheduling your project down to this level of detail. In some circumstances you will schedule down to this detail and here's how you do it. If you need to have this detail. What we'll do is we'll highlight 12 and will simply make that non-work and then we'll add an extra hour down at the end. Having set that, we can go ahead and click Ok and now we'll see that reflected in all the days as I highlight them. Great, let's go ahead and click Ok to save the calendar and this calendar is now saved and I can go ahead and assign it to my project’s activities.