Handling the Holidays
Most companies have holidays throughout the year such as New Year’s, Memorial Day, and Labor Day that occur on specific dates. These can be accounted for in many different ways within ProjectLoad, but a couple of methods appear to have some distinct advantages.
One way to make life easier for the staff and the administrator is to treat each Holiday as a separate project. In this approach, the administrator sets up a project for 2006 New Year’s Day with an appropriate start and end date such as 01/02/06 and 01/02/06 and no estimated hours. Then they add a phase with the name “Holiday” and let the dates default from the project. Once the phase is in place the administrator must manually add one activity for each person in the company. Fortunately, the system will automatically put in the dates and name of the activity, but the administrator would need to add eight hours in the estimated hours field. Although this part is laborious, it makes everything easier from here on.
Once the New Year’s Day project is in place, the administrator can use the Copy function (from the project editor or the projects page) and copy the project to create another holiday such as 2006 Memorial Day. During the copy process the administrator simply renames the project, specifies all phases and activities should be copied (including their estimates), and tells the system to move the estimated dates forward to the correct dates (05/29/06). This process will create the next holiday project and assign everyone automatically.
Using this method means the administrator only has to set everyone up one time. It also means everyone will have an activity with the right dates and reserved hours so the system will automatically include the data in their workload forecast and place it on their timesheets on the appropriate day. All the staff need do is fill in the eight hours in their timesheet and close the activity when they have entered the time for that holiday.
New employees will have to add themselves to the remaining holidays for the year (unless the administrator does it for them). As employees leave the company, their future activities will automatically close when they are deactivated. This also means that next year the administrator can create the holiday projects by copying the last one from the current year. Thus the administrator should only have to suffer the laborious process of mass assigning everyone to a holiday one time.
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