Management of Non Working Time (blackout periods and vacation) in Project Online RRS feed

  • Question

  • We have created a standard and holiday enterprise calendar within Project Online and have assigned the holiday schedule to the necessary resources within the resource center.  We would like to know how to manage generic blackout times and/or resource specific non-working time (eg. vacation/sick time) at the project/resource level.   Currently when we open the schedule in Project Pro 2013 we do not have the capability to make any changes in the "Change Working Time" at either the project level nor the resource level.  
    Monday, July 27, 2015 6:03 PM

All replies

  • S.Gluchow --

    If your organization is using the Timesheet feature in Project Online, then your resources can plan nonworking time in future time periods and submit this to their timesheet managers for approval.  Once approved, these future nonworking time periods will be added to the resource's calendar in the Enterprise Resource Pool.  If you are not using the Timesheet feature in Project Online, then a Project Server administrator would need to manually add nonworking time to each resource's calendar as needed in the Enterprise Resource Pool.  Hope this helps.

    Dale A. Howard [MVP]

    Monday, July 27, 2015 6:43 PM
  • S.Gluchow,

    Just to add on to Dale's excellent and accurate response, here is a blog post I did on tracking Non-working time via Timesheets feature.

    Hope it helps.


    Prasanna Adavi, Project MVP

    Blog:   Podcast:    Twitter:    LinkedIn:   

    Monday, July 27, 2015 6:59 PM
  • Thanks Dale and Prasanna, your responses are very helpful.  Currently we are not using timesheets, and it is not our okan to incorporate this functionality so this is unfortunate news. You may not be able to answer this question, but do you have any thoughts on why this functionality is turned off so it cannot be managed within Project Professional  by the Project Manager, its not ideal for an administrator to need to track and manage vacation accross a resource pool so we will perhaps look to manage when planning and scheduling tasks project by project.  Perhaps this is something that may be addressed in future upgrades but for now we will manage around the limitation.  Thank you for your response.


    Tuesday, July 28, 2015 4:50 PM
  • Sarah --

    In Project Online, only your administrators and Resource Managers are allowed to edit the calendars of enterprise resources in the Enterprise Resource Pool. That is just how the software works, and I seriously doubt this will ever change.

    In one organization with which I worked, they designated an Administrative Assistant in each department to manage the vacation time of people in her department, and to enter their planned vacation on their calendars in the Enterprise Resource Pool.  To accommodate this process, their Project Server administrator created a custom Group and Category for the Administrative Assistants, and gave them permissions only to edit resources in the Enterprise Resource Pool. Obviously, they also developed a process by which team members submit vacation requests to their manager, who then forwards the approve request to the appropriate Administrative Assistant. Perhaps your organization could implement something like this. Hope this helps.

    Dale A. Howard [MVP]

    Tuesday, July 28, 2015 6:56 PM
  • Thanks for this information.  If we do have an admin that will enter all resource vacation days, what I would like is a Notification send to the owners of the affected tasks (same as the owner of the projects) when a resource's vacation time is added AFTER they have already been assigned to a task...  we want to give the Proj Mgr (owner) a heads-up, via Project Online, that one or more of their tasks have been pushed out (if Auto) or resource overallocation (if Manual).  We have all Notifications turned on in MS Project Online 2013 - but not getting this - which I would consider a change to a task (we do get notifications when we enter a new or change projects/tasks, so we know the notification process is working) - Can you advise on what we might be missing, or otherwise?  Thanks.  PM Rob
    Friday, January 13, 2017 6:39 PM
  • PMRob --

    You are not missing anything.  The type of Notification messages you are seeking does not exist in Microsoft Project Server or Project Online.  You would need to use custom software development to trigger or such a message.  Or you could use a process where team members notify their PMs of planned vacations.  Hope this helps.

    Dale A. Howard [MVP]

    Friday, January 13, 2017 8:18 PM