Please find below a transcription of the audio portion of Nenad Trajkovski’s session, Project for the Web and Calendars – How to Define Them Using PowerApps, being provided by MPUG for the convenience of our members. You may wish to use this transcript for the purposes of self-paced learning, searching for specific information, and/or performing a quick review of webinar content. There may be exclusions, such as those steps included in product demonstrations. You may watch the live recording of this webinar at your convenience.
Kyle: Hello, everyone and welcome to today’s MPUG webinar. Project for the Web and Calendars-How to Define Them Using PowerApps. My name is Kyle and I’ll be the moderator today. And this 45 minute session is eligible for three quarters of a strategic PMIP PDU. The MPUG activity code for claiming the session is on the screen now. And like all input webinars, recording this session will be posted to mpug.com shortly after the live presentation ends, and all input members can watch these recordings at any time and still be eligible to earn the PDU credit. All the sessions you watch on demand can be submitted to your webinar history and the live sessions you attend are automatically submitted. And within your history, you can print or download your transcript and certificates of completion including the one for today’s event. You have any questions during today’s presentation, please send those over at any time using that chat question box on the GoToWebinar control panel. We do plan to answer those questions for you at the end of the session today.
Kyle: All right, we’ll go ahead and begin. We’re very happy to welcome back Nenad Trajkovski today. After completion of faculty of electrical engineering, Nenad started on the development and implementation of enterprise systems in companies of various areas. He has extensive experience working with business processes, people and knowledge of information technology and financial accounting activities. Currently, he works as a consultant for the implementation of business systems and as a project manager. He is also a trainer for project management and risk management and Microsoft’s Innovation Center. He has been declared a top speaker for multiple conferences that he’s participated in. And finally he is a certified accountant, PMI PMP and RMP. A Microsoft Certified Professional, and a Microsoft Certified Trainer. So with that said, I’d like to welcome you back, Nenad. And this time, I’ll hand it over to you to get started with today’s session.
Nenad: Hello. Here we are. Can you see this screen which I just shared?
Kyle: Yep, that looks great.
Nenad: Okay. Now today, I’m going to cover how to create and use calendars, different calendars for the Project for the Web. First of all, I am going to open project for the web just for me to show you that when you create new blank project, you will see that in my… Just the minute I have to move it down. Then if I click on the name of that project, I will not see any possibility to choose any calendar. Why’s that? Because there is default calendar which says that the working time is from 9:00 AM to 5:00 PM. And I am not able to use timezone. But let’s say, just for our example, that I want to use specific calendar which my work will start on 10:00 AM and will finish on 6:00 PM. To do that I will first delete this project. Okay? I’m not able to do this via Microsoft Project for the Web. Instead of that, I am going to open dynamics. And when my dynamic screen will be open, I’m going to use project.
Nenad: And here you will find that there are certain ways to create a calendar. And for create a calendar, first of all, I should use settings. Okay. In settings, you will see that I have calendar templates, okay. But before I can create a new template, you can see that before template which is used for Microsoft Project for the Web and it cannot be erased deleted. I should first of all, maybe it seems odd, but first of all, I should create one resource. Why? Because it will serve as a template for a calendar template, for that I will create brand new resource which I will give a name. First of all, I will say that this is generic resource because this is not an usually user, but it’s a generic resource. If I want to use user then I will have to look for the user which already exists in my group and I don’t want to do that. So I am going to use generic resource.
Nenad: Now I will say that this is a generic, sorry, generic resource for working time 10:00 AM to, let say, 6:00 PM. Be aware one thing, you should be very careful which time zone do you use. So, from my case, I am living in Zagreb, Croatia, and I will use this timezone, otherwise, you can have a mismatch if you create resource which will serve as a calendar template for one timezone and then apply another timezone to your resources. Why? Because it can split a task which you expect to be started in one day and finish at that same day. It can be splitted so we can start at one day, at first day and be finished on the second day. So be aware of that whenever you are using resources, be aware of timezone and use the right timezone. Since I am now in Zagreb, and now it’s 6:00 PM in my timezone, I’m just going to save this generic resource.
Nenad: Why do I need the generic resource? I will show you very shortly why. Now I am going to settings and I am going to create calendar payments. I have default work template, but I need a new template which I will give a name, calendar from 10:00 AM to 6:00 PM. Sorry I didn’t… 6:00 PM. I can give a description, my own calendar. But it will ask me, which template, which resource template should I use? But if I do it right now, I will get an error or I will not have exact result. Why? Because, before that, I will going back to my project, I will discard these changes, and in my project, I will go to resources, I will see generic resource, and when I click on that resource, I can see here see work hours. So, before I will going to make a brand new calendar template which I will apply to some of my projects, I should create, first of all generic resource, and before I create this calendar template, I should define work hours.
Nenad: So I will click, show work hours. And I will say new. I want new, because this is, as you can see from 9:00 AM to 5:00 PM, which doesn’t suits me. And this is by default. So I am going to create new working hours. I will say that it will start, let’s say, at first of January this year. I will set that it will be from 10:00 AM to 6:00 PM. I will say that I want to repeat it every day, but, I can choose never, every day or every week. If I choose every week, it will be Wednesday, today’s Wednesday, instead of that I’m going to choose every day. But be aware of that, that then you should manually click on Sunday and Saturday to switch those days off. So it will be working time from 10:00 AM to 6:00 PM which will be applied for all tasks which are from January 1st, 2020. And those working times will apply, so my working calendar will be only from Monday, Tuesday, Wednesday, Thursday and Friday. So weekdays.
Nenad: Okay. Now, I’m going to save that. And now I’m ready to go to my settings and when I go to settings, I will go to calendar templates. I will create new template. I will say, my template from 10:00 AM to 6:00 PM. I can give here the description, I will skip it for now. And which resource will I use for template. So, when I choose the resource for this template, basically, I inherit working time from this resource. Since I already create generic resource for working time 10:00 AM to 6:00 PM, I will choose this one and I will say, save and close. Now, I have my template from 10:00 AM to 6:00 PM. What is the next step? Next step is that I’m going to open project once again in new tab, and now if I am lucky, so everything was done as expected, I am going to choose new project and I’m going to name it, my project for MPUG. I will say that I am project manager and that this project will start at Monday.
Nenad: And then you can see that suddenly I can choose calendar here. Why? Because, it is more than one calendar template, more than default work template. And my template from 10:00 to 6:00 is here. So I can choose it now and when I go and I choose that one… I will just close it. So if you see there is no Save button here. Now I can say I will add a task and if I say that this test will last six day… Sorry, this is assigned to. Duration will be six days. I will add some columns like start when it should be started, Monday and finish, and it will be finished when? Next Monday. Okay. And I will add a column effort. If you want to see exactly at which hour it will start. You can see when I hover the mouse over the start date that it shows that it will start at X, Monday at 10:00 AM. And it will be finished at Monday at 6:00 PM.
Nenad: Be aware of one thing, which I’m not going to show you, you should believe me because I have another important stuff to show you. If you now, if I now change working time for default templates, okay? Here. Then here, nothing will change. So let’s say that I say for that this calendar template should be applied only for Monday, Tuesday and Wednesday. And it’s working that will be from 10:00 AM till let’s say one 1:00 PM. Nothing will change here because Microsoft Project for the Web will work with predefined work times calendars, which was accurate at the moment of creation of this project. So, if you make a mistake, or you don’t like your calendar, you will have to click brand new project. Okay. Now, let me show you one thing more.
Nenad: Let say that I am going to assign someone. I will say I will assign someone like for example, Mary. If I want to assign Mary here, it will ask me if I want to create brand new group, but I don’t want to do that. I already have my group and I’m going to go before that to the group and I will here, select group and I have already created Project for the Web group. And if I say this project belongs to Project for the Web group and I add it, I will be able to assign Mary, okay. But now I can choose not only married but everyone who is already assigned to my group. Okay? So I will say Mary. And Mary is going to work from six days from Monday to Monday. Okay. Eight hours per day because…
Nenad: Wow. She’s not going to work from 10:00 AM, to, sorry, let me show you. She’s going to work from 9:00am to 6:00 PM. Why? Because we are talking about married. And that is what I’m trying to show you now that Mary, you can see that now it’s 10:00 AM. But if I assign Mary, for example, I am not going to have the same result because Mary’s calendar will be applied. So what if I want to have this calendar applied to Mary? I can have two possibilities. First possibility is that I go to my project and to my resources. And I will say Mary, okay. And now I can show work hours. And I create, you can see that Mary’s working from 9:00 to 5:00, I can create separate working hours for her.
Nenad: But this is not the best way for do it. Why? Because if I am going to do that, I should do the same thing for all my team members for which I want this calendar to apply. On the other hand, if I go to settings, and I can see here calendar templates, I can see here that this template can be assigned to… Sorry. To who? Now, I can say that I want to assign to… Sorry. Mary. Okay. I can assign to… Assign, okay. And Mary is owner now, but that’s what I didn’t want to show you, this is just example how to assign Mary as an owner. But if I want to, for example, assign all calendars or different calendars to one or multiple person, then I should go to calendar templates and you will see that our I have here my calendar templates, which is already created, but from the project perspective, if I am going to resources, I will be able to change working time for this particular user, but before that I should save really good timezone which is now mine.
Nenad: Therefore, it will start to work at same time as I will work or everyone else work or I can choose this, this went to work days and create a calendar. What I want to show you now is that I can also assign different calendars to different person. For example, I can say that in resources I can have Mary or Nenad or anyone else and I can say okay, here and I can… Sorry for disrupting. I can, sorry, I lost it, I can create a new resource for example Jim, no bookable resource, sorry. I got it wrong. Discard changes. Okay. I can add user. I can take, let’s say John, which is already here. I should be aware that I need proper timezone. I can save. And then I can now show work hours for John here. I will carry here, and I can, of course, change working hours for John.
Nenad: What I’m going to do now, I will show you how I can change working time for John, in a way that I’m going to say, okay, John, is going to work from beginning of the year, of this year. Okay. And it will going to work from, let’s say 10:00 AM till noon, just two hours per day. And I will say, yes, repeat it every day but not at Sunday, not at Saturday, same working time. And I will have what I was intending to achieve. Now if I put John, sorry, John here on the tasks desk. John. I will see that John is working from 10:00 AM to 6:00 PM, but if I create project. If I go to project and create new project, I will say my second project. And I say that I want a calendar. Just a moment please, I want this calendar. And I add a task, A, and I want to assign it to John.
Nenad: Okay. And I add start, and I add finish, and I say duration is one day, then I will have from 10:00 AM, due today, let’s say two days from 6:00 PM. So it obviously doesn’t work anymore. Because yesterday when I was preparing for this session everything worked fine. Sorry for inconvenience, let me try again. Let me go from my projects and let me see if I can have resources, if I can add new one which is team Peter. A is Peter. I will say that he’s in Zagreb time. He is here. I will say save. I will say show work hours and I will put it that it started from here. New working hours, let’s say from last month from 10:00. And I will put repeat it and not on Sunday, not Saturday and I will say save. And now I have what I wanted. Save. SavE and Close. Now I have John. Now I have, here I can put John, and I can save his calendar as I want.
Nenad: So if John is working from, let’s say, from 10:00 AM to noon, to 12:00 PM, and I create that working time from John. After I save it and close it, I can choose John as a reference point, and I can save this calendar as. And I can now create brand new calendar which will say calendar from… Okay, John’s calendar. Just call it John’s calendar. Now I have John’s calendar. Save and close. Let’s go to the project. Let me, new project and I am going to say that this is third and calendar template will be, John’s calendar. Okay, I can close it now. I can add a task, my task. I will say that it has one day duration. And I will see that when I add column which is column start and called and or, yes, finish. You will see that one day will start at 10:00 AM and it will be finished at 14 at… Sorry, let me… Come on at 12:00 PM.
Nenad: So what does it mean? This one day is eight hours per day. Okay? Since one day is always eight hours per day and task, this project is using calendar, which working hours are from 10:00 to 12:00 only. It means that those eight hours will spread from Monday to Thursday which is going to be shown here. And it will work two hours per day for each day, so in four days this task will be finished. So, there are two ways of creating new calendars. First of all you can create during new project, new resource, generic resource and when you have generic resource, okay, when you have generic resource, you will create working hours for this generic resource. This is work hours. And after that you should use these generic resource for calendar templates which can be find here in settings calendar. And when you say, I’m going to create new template, you will have to choose which resource should be used for that template. And when you create new project, you should use this template which is called, my template from 10:00 AM to 6:00 PM.
Nenad: On the other hand, if you want to change working time, no matter which template is going to be used or is already used in project, if you want to set different working hours for some resources, you have two possibilities. One possibility is to go specific resource, like for example, Mary, and say I’m going to change her working hours from let’s say, from 10:00 AM to 3:00 PM, or from 1:00 PM to 3:00 PM. But then, you cannot apply that to multiple resources. On the other hand, if you want to have a brand new calendar. Let’s say that a group of your people are going to work at specific time, not from 10:00 AM to 6:00 PM. But for let’s say, from noon to 2:00 PM, just two hours per day, then you can first change that working time for one resource like in my example, Mary. And after you save that and close, you can choose Mary. Beware if you don’t click here, you will not see set calendar or save calendar as.
Nenad: So you can, you first of all should, once again, you should click on Mary go to save calendar as and you are going to create brand new calendar. And then you can choose that calendar in many different ways to apply that for multiple users. Like for example, I can say John and Peter are going to use which calendar? This is one, John’s calendar. Or calender from 12:00 to 4:00. Or any calendar you want. So if you want to apply a calendar to multiple resources, first of all, you should create it this calendar. After you create the calendar, you should, no matter which calendar it is, you should pick up or choose resources for which you want to apply those calendars. And then you should go to set calendar. So in set calendar, it will ask you, which calendar do you want to use? Do you want to use for those specific resources which are John, Mary and Peter? So if I go to John, Mary and Peter, I can apply those calendars.
Nenad: Let me show you this in one specific example, which I’m going to do from the start. And this is going to be like that. I’m going to go to project and I will create brand new project. But before I create brand new project, let’s say that I want… I will delete those sources from here. Let’s say that I have… Oh yeah, you know why? It doesn’t allow me to delete resources which are already used. That you should be aware of. Also, you cannot delete resources which is used by project because it cannot be in the project and, let’s say here. But let’s say that I want to, I have John, Mary, Peter. Let’s say that I want Paula, to work from noon to 2:00 PM. What I’m going to say, what I’m going to do, I’m going to create, let’s say for John, working hours. Okay. New, I will use John, working hours, I will say that it will start from first of April and it will work from noon to 2:00 PM.
Nenad: And I will say once again, repeat it every day but not at Sunday and Saturday. Timezone I’m fine. So timezone is what from 12 to 2:00 PM. I will say save. Now, I want to apply the John calendar to some other resource, let’s say Paula. What I’m going to do, I’m going first to use John, and I will say I have a calendar. So I have now calendar, new calendar. Okay? Now I am going to add, Paula. I will be very careful and I will choose right timezone for Paula. I’m going to save it. Okay. Now I have Paula again from… Okay, save and close. And now I want to assign Paula calendar which is called from noon to 2:00 PM. Now Paula is going to work from noon to 2:00 PM.
Nenad: I’m going now to finish this presentation with brand new project. I will say, last example, I will say that it will start, let’s say today, okay. And I will say that I’m going to use this calendar from 10:00 to 6:00. And I will say okay. If I add now task and if I say that I need start and finish column, okay? And if I put a duration like for example one day, it will start today at 10:00 and it will finish today, let me show you, let’s say two days, because I want to show you exact time. It will work from 10:00 AM to 6:00 PM. But if I assign Paula, okay, and I will add it to my Project for the Web group. You will see that Paula is going to work from 10:00 AM to 6:00 PM. But if I go to timeline, sorry, it still doesn’t work. And I’m awfully sorry that I cannot show you that but it worked yesterday. Obviously some update because when you put Paula, Paula should work from noon to 2:00 PM.
Nenad: And to assure you that I am not lying, I will show you my last blog which will exactly explain how to do that and you will see that it worked yesterday because I show it step by step and I showed you in my blog post and in the article from MPUG I showed how it works. Really but I’m awfully sorry that it doesn’t work today and I don’t know why because I create and I followed all the steps needed for this particular case. Now to conclude, you cannot create calendar templates direct from project, you should use dynamics and you will go here and then you can choose calendar templates from settings view which you can find all calendar templates. And on the other hand, you can use project in which you can use resources and assign different working time for each and every single resource via changing working hours per particular resource, or you can change working hours for one resource and then save it as a calendar.
Nenad: And then after you save it as a calendar, okay, here, save calendar as, you can apply for any set of users. You can use set calendars and use template already created, whichever you want to achieve specific working time. Okay. Are there any questions gentlemen, and ladies, of course?
Kyle: Nenad, we don’t have any questions, but just remind everyone, we do have a few minutes. So if you do have a question, you can chat that over using the chat box there and we’ll answer that for you. Oh, we just had a question come in from Ben asking, so if you have project for the web but not dynamics you won’t be able to use multiple calendars. Is that correct?
Nenad: Well, basically it is correct. But if you have Project for the Web, as you can see, I have only Project for the Web I don’t have dynamics. I didn’t buy dynamics. I’m not assigned to dynamics, but you will have this. You can see this not a lot. I can show you my another tenant which has a lot more dynamics application, but you will certainly have project and resource scheduling. So, basically, as far as I know, when you buy, when you are subscribed to Project for the Web, you will be able to see this, because without that it will be useless, okay? So, let’s say by default, you saw that working time is totally useless for me because I am in the another part of the world, I live in another part of the world and I cannot use working time which is set by default.
Nenad: So, my answer is, you will have, if you have subscription for the Project for the Web, you will automatically have in your subscription dynamics applications which are needed for basic use for the project and it means that you will have your project. So you can see all the projects. And you can here do some basic stuff. Okay. So answer is, you do not have to buy dynamics. You will have it by default with your project for the web subscription.
Kyle: Okay, great. Thanks, Nenad. We had one more question come in, they were just asking what are the best places to find your blog? I know that the most recent article was also published on MPUG. But for your other content, what’s the web address for that?
Nenad: Can you repeat your question. I didn’t hear you well. What was the question?
Kyle: They were just looking for how to find your blog online.
Nenad: Oh, how to find my blog. Here it is. So you can write it out and you it will be recorded.
Kyle: Right. There’s also a screenshot button at the top of the window. So anyone viewing this live, can you just click that and it’ll take a screenshot of the desktop here, you’ll be able to see that. And I think that’s it for questions, Nenad. So we could probably close out we’ve hit the 45 minute mark here, so I’ll pass it back to you.
Nenad: Maybe just a second, please.
Nenad: Guys, sorry that what I was intending to show you didn’t work out but it capitals. It’s Microsoft. I showed you 99% of functionalities. But this one particular I couldn’t do but you can see how works here. Okay. Do you hear me?
Kyle: Oh, yeah. Thanks, Nenad. Anything else before we close out today?
Nenad: Thank you very much for attending and I was enjoying. And I hope that I will see you soon on some other webinar which I am preparing.
Kyle: Excellent. Thanks, Nenad. And thanks for taking the questions. And we really appreciate your time today. For those of you claiming the PDU for today, I’ll get that info back on the screen for you now. And I believe I might have said it was a strategic PDU, it’s actually a technical PDU. So the screen is correct here. The code is eligible for three quarters of a technical PDU. If you missed any of today’s session, you would like to go back and review anything that was shared, a recording will be posted to mpug.com and just a couple hours and you’ll receive an email with a link to view that on demand. MPUG members have access to our full PDU eligible library of on demand webinar recordings on the newly updated mpug.com.
Kyle: We also have some great sessions up on the calendar here. Next Wednesday, Ira brown will return for using custom fields and graphical indicators to analyze the quality of your schedule. And the following week. Dr. Lynette Reed will join us for a session on finding a perfect match. A look at both sides of the interviewing process. So a good session for those hiring and those looking to be hired as well. Both of those are open for registration and I just chatted over a link where you can register for those and all other upcoming MPUG webinars. That wraps up today’s session. So thanks again, Nenad. And thank you to everyone that joined us live or is watching this on demand. Have a great rest of your day and we’ll see you back next week for our next live session. Thanks.