Configure the global working calendar

The Working Calendar feature enables the Polarion project planning engine to calculate the amount of actual working time available to projects. The Working Calendar defines the working days comprising a normal work week, and working hours within each normal working day. Exceptions to the normal working and nonworking days/times, including temporary exceptions, can also be configured .

Working Calendar can be configured in 2 scopes: global (repository), and User. The global Working Calendar, configured in the Administration interface, affects all Projects in the repository. In this scope it is possible to allow for known nonworking time, such as national holidays, across the entire organization.

The user, or personal Working Calendar enables specification of vacations, personal holidays, and other personal time off from work, or fewer workdays or working hours in the case of part-time people, for individual users. This configuration can be performed either by an administrator, or by individual users.

The aggregate of both configuration scopes then affects the overall Live Plan of each Project. User calendars affect only the plan of projects for which they have a role. The Live Plan visually represents nonworking time configured for both scopes and applicable to the project plan being rendered.

This topic describes the procedures for accessing and modifying the global Working Calendar, and for accessing a user's Working Calendar for administrators working in the Administration interface. The user calendar contains additional user interface controls. The modification procedure is the same whether the user calendar is accessed by an administrator or by the individual user.

Access the working calendar

As an administrator you may need to know how to access the global Working Calendar, and a user's Working Calendar in the Administration interface. Users who are not administrators, and who want to edit their personal Working Calendar should consult Configure your working calendar.)

To access the global Working Calendar configuration:

  1. Enter the Administration interface.

  2. Select Repository in the Open Project or Project Group dialog box.

  3. In the Navigation pane, expand the Work Items node and click Working Calendar.

To access a user configuration:

  1. Enter the Administration interface.

  2. Select Repository in the Open Project or Project Group dialog box.

  3. In the Navigation pane, expand the User Management node and click on Users.

  4. Use the Search feature to locate the user whose Working Calendar you want to configure.

  5. In the user account preview pane (bottom of the page), scroll downwards, locate the Working Calendar button and click it to display the selected user's personal Working Calendar.

Modify the global working calendar

The Working Calendar page consists of the following 2 sections:

  • Regular Schedule

  • Schedule Exceptions

Regular schedule

This section defines the normal work schedule for your organization. In a new installation, the defaults are set as follows:

  • Start Time: 09:00

  • End Time: 17:00

  • Days with working time specified: Monday - Friday

  • Days with NO working time configured: Saturday, Sunday

Days that have Start Time and End Time values are Working days. Days having no start/end time values are Not-Working days.

To change the start or end time for a Working day:

  1. Change the Start Time and/or End Time value(s) as desired.

  2. Click Save in the toolbar above the section.

To quickly change a Working day (one with Start/End Time values specified) to a Not-Working day, you can click the icon that appears to the right of the day. (alternatively, you can just clear the values in the Start Time and End Time fields.)

Tip:

Click Revert to cancel the changes.

Schedule exceptions

In the Schedule Exceptions section you can define exceptions to the regular schedule. Exceptions can be permanent, or temporary for a specific period of time. For example, holidays that occur on the same date every year can be set up as permanent exceptions to the normal work schedule. Holidays that fall on a different date each year can be set up as temporary exceptions.

Schedule Exceptions can be either of two types:

  • Time Off - the exception is time that will not be available for work in addition to any nonworking time configured in the Regular Schedule.

  • Time Working - the exception is time that will be available for work in addition to the working time configured in the Regular Schedule.

Add a Schedule Exception:

  1. Enter a meaningful title for the exception in the Title field. For example: New Years Day Holiday.

  2. Select the exception type by choosing a value in the Type drop-down list. For example: Time Off.

  3. Specify the date when the schedule exception is to begin in the Date From field in this format: yyyy-mm-dd. Alternatively, click the calendar icon next to the field and choose a date in the pop-up calendar. For example: 2008-01-01.

  4. If the exception you are defining is temporary, specify the date when it should end in the Date To field, in the same format as mentioned in the previous step. For a one-day exception like our New Years Day example, the value should be the same date as in the Date From field. If the exception is ongoing, leave the Date To field empty.

  5. If the exception you are defining occurs only on one specific weekday in the time period defined, choose that day in the drop-down list in the Weekday column. Otherwise, leave the default value All days.

  6. If the exception you are defining is of the type Time Working, set appropriate time values in the Time From and Time To fields, which are enabled when this type is selected. Time From is the time when the additional working hours start, and Time To is the time when the additional working hours finish.

  7. If you want to add another Schedule Exception, click the icon in the Actions column and repeat the above steps on the new row that appears.

  8. When you are finished defining your Schedule Exception(s), click Save in the Working Calendar toolbar. To cancel all changes, click the Revert button.

Remove a Schedule Exception:

  1. Click the in the Actions column of the exception you want to remove.

  2. Click Save in the Working Calendar toolbar. To cancel the remove (before any Save), click Revert.