Project Planner In a Nutshell The Project Planner app is used to view and manage projects and project phases using an interactive “Gantt Chart”-like view in order to optimize task sequencing and time and resource allocation. With the Project Planner app, you can organize projects into phases and sub-phases, create corresponding activities, and even release the activities to the Planning Board located in the Planning & Dispatching to be assigned to a technician. Projects, Phases, and Activites Projects can consists of multiple phases and sub-phases. Activities can then be created that correspond/occur within phases and sub-phases. Actities can be linked to other activities in order to ensure that activities occur in sequence. When activity time/date are adjusted on the planning board, the phase/subphase will automatically be adjusted. Activites can then be released to the Planning & Dispatching app, where they can be assigned to technicians. The project start/end time is calculatd based on the start time of the first activity and end time of the last activity. Project Statuses The Project Planner app uses the following statuses for activities: Status Sequence Description In Planning 1 This status occurs when there is no Activity in the Project yet, or the Execution stage of all the Activities is set to “In Planning” In Dispatching 2 This status occurs when the Execution stage of at least one Activity is set to “In Dispatching” and no Activity has its Execution stage set to “In Execution” or “Closed” In Execution 3 This status occurs when at least one Activity of the project is set to “In Execution”, or to “Closed”, Closed 4 This status occurs when the Execution stage of all the Activities is set to “Closed”. Effort and Burn Down Rate Effort is used as follows to provide you with an idea of the “burn down” rate of the project: Type Description Total Planned Effort The sum of the number of days of all the Activities of the Project. Remaining Effort The sum of the number of remaining days of all the Activities of the Project from today’s date onward. Validated Effort The sum of the effort of all the Activities of the Project whose approval status is “Approved”. A Closer Look Visual Glossary The Project Management screen consists of the following components: Project Management Project Planning Board Planning Horizon Project Details Activity Details Map Project Management The Project Management Outline is used to create phases, sub-phases, and activites that can then be edited, dragged-and-dropped onto the Project Planning Board and, when ready, released for assignment in the Planning & Dispatching app. Project Planning Board The Project Planning Board allows you to drag and drop project phases and sub-phases, and activties, connect phases and sub-phases to activities, and represent the project. Planning Horizon The Project Management Planning Board can be adjusted to reflect hours of operation. When you click the following, you will be able to view and adjust the following information: Field Description Define Main Hours Here you will set the range of hours to display on the Planning Board to reflect the hours of operation. Start The operational start time. End The operational end time. Define the Days Would Like to see Checkboxes. Here, you can select days to display on the Planning Board to reflect the days in which your company operates. Select the color for displaying the non-working time Here you can enter the hex value for the color used to represent non-working time. Project Details When a project phase or sub-phase is selected, the application will display the following information in the Activity Details section: For information on fields contained in the Project Details section, refer to the following: Field Reference Field Description Title The name/title of the project. This value will display in the project list. Description A description of the project. Project Code The code associated with the project. Note:The project code value can be manually changed from this field. Customer The customer associated with the project. Project Type List of Values. The type of project used to categorize the project. Responsible The person responsible for managing the project. Team If applicable, the team assigned to the project activity. A team is a specified group of technicians associated with a given project phase and/or activity. Contact The customer contact. Equipment The equipment associated with the project. Code The code associated with the equipment. Serial Number The equipment serial number. Manufacturer Serial Number The equipment manufacturer serial number. Release Type Note: A Release Type must be defined in order to save a project.This defines how Service Calls are generated within your project. Once the release type is defined and at least one activity has been released, the release type field becomes read-only so every user can always check the release strategy that has been defined for a specific project. Options include: Per Activity Per Equipment Per Project Project Members Any all members associated with the project. Project members can be added by clicking on the + button. Shifts Any/all shifts associated with the project. Shifts can be added by clicking on the + button. Additional Info Project Code The code associated with the project. Note:The project code value can be manually changed from this field. Project State The current state of the project. Options include: planning, closed. Planned Start Time and Date The scheduled start time and date of the project. Planned End Time and Date The scheduled end time and date of the project. Customer Code The code associated with the Customer. Responsible Person First Name The first name of the person responsible for the project. Responsible Person Last Name The last name of the person responsible for the project. Responsible Person Position The position of the person responsible for the project. Contact Person First Name The first name of the contact person. Contact Person Last Name The last name of the contact person. Contact Person Office Phone The office phone number of the contact person. Contact Person Mobile Phone The mobile phone number of the contact person. Contact Person Email Adress Required. The email address of the contact person. Equipment Code The code associated with the equipment, this code generally correlates to the equipment ID created in the backend ERP system. Equipment Name The name of the equipment. Equipment Territory The territory associated with the equipment. This information can then be used to ensure that a technician with the corresonding territory is assigned. Total Planned Effort The sum of the number of days of all the Activities of the Project Remaining Effort The sum of the number of remaining days of all the Activities of the Project from today's date onward. Validated Effort The sum of the effort of all the Activities of the Project whose approval status is "Approved" Activity Details When an activity is selected, the application will display the following information in the Activity Details section: For information on fields contained in the Activity Details section, refer to the following: Field Reference Section Field Description Activity Details Service Call Number The numerical identifier assigned to the service call. This value is automatically generated by the application. Activity Details Subject The subject of the service call (example: “copy machine repair”). Activity Details Type If applicable, the type of service call into which the service call is categorized. Activity Details Priority The priority level assigned to the service call. Default options include: Low (C), Medium (B), and High (A) priority. Activity Details Origin The origin of the service call. In other words, how the service call was communicated from the customer. Examples include: phone, email. Activity Details Territory If applicable, the territory in which the service call is located. This can be used in both technician and service call filters to improve scheduling. Activity Details Problem Type If applicable, the type of problem associated with the service call. Activity Details Start The scheduled start date and time of the service call. This column will only contain information when the serivce call has been scheduled and released. Activity Details End The scheduled end date and time of the service call. This column will only contain information when the service call has been scheduled and released. Activity Details Due The scheduled due date of the service call. This column will only contain information when the service call has been scheduled and released. Activity Details Customer Number The Customer code associated with the service call customer. Contact Name The name of the contact person. The contact person is generally the person responsible for being present during the service call. Contac Mobile Phone If available, the mobile phone number of the contact person. Contact Office Phone If available, the office phone number of the contact person. Contact E-mail Address If available, the email address of the contact perosn. Address Address Type The address type associated with the service call (example: shipping, billing, unknown). Address Street The street name of the location. Address Street No. The house/building number of the location. Address ZIP Code The ZIP code of the location. Address City The city in which the customer location is located. Address Country The country in which the customer location is located. Skills Skills If applicable, any skills associated with the service call. Skills can be created and assigned directly from the Project Planner app. Dispatcher Reminders Dispatcher Reminders If applicable, any reminders created by the dispatcher. Equipment Equipment If applicable, any equipment associated with the service call. Equipment records are managed in the Master Data Management module. Notes Notes If applicable, any notes created for the service call. Map Attention:The Google Maps services embedded in our products are not allowed to be used in the following countries and regions: Crimea, Cuba, Iran, Myanmar, North Korea, Sudan, Syria, Vietnam. By selecting a service call or activity and then selecting the button, the application will redirect you to the map view in a new tab. Note: for information on the enhanced Service Map feature, please refer to the following guide. Project Teams Teams can be be assigned to a project from the Project Details section of the Project Planning Board. Teams can consist of two or more technicians. When a team is associated with a project, only the designated project team members can be assigned activies related to the project. If/when project activities with assigned teams contain skills, only technicians in the team with matching skills can be assigned. Note The TEAM business object is used to assign and define permissions for team management in the Project Planner app. Refer to the following guide for information on Permissions. Shift Management Related Permissions Object Shift; Shift Technician Available CRUD Operators Create, Read, Update, Delete Please Note the following: 1. Shifts can be assigned to technician and activities. 2. The same Shift can be assigned to Technician and Activities. 3. A Technician can have assigned maximum one shift within a project. 4. A Technician can have assigned multiple shifts in different projects. 5. An Activity can have assigned maximum one shift. 6. A Shift exists only in scope of a project. 7. When an activity is handed over from one shift to another, the old shift will be removed from the activity and the new shift will be assigned to it. Create Shift Shifts can be created and managed in the Project Management app. To create a shift, select the Shift option from the Project details menu and select the create shift option: Assign Shift Once created, you can then assign project team members or activities to the shift by clicking on ⋮ and selecting the desired shift: The assigned shift will then display beside the project team member’s name: Edit Shift Shifts can be edited by selecting the ⋮ menu beside the shift and selecting the edit option. The application will then display the following view where you can edit the name and/or description: Filters The following filter types can be used when filtering project records. One or more filters can be used to create a composite filter which can then be saved and re-used as needed by selecting from the Select View dropdown. Filter Type Description Customer The customer associated with the project and/or its related activities. Project Equipment The equipment record/s associated with the project. Project Last Changed by The person responsible for performing the last changes. Responsible The technician assigned to the project-related activity. Project Management Logic Activy and Project Status Logic The following logic is used for closed activities and their related projects: Scenario Result If all activities have status closed Project is status closed If any activity has status closed (but not all) or any activity has status in execution Project is in execution If any activity has status dispatching Project is dispatching All other scenarios Project is in planning Subject Inheritance Logic When dispatching activities associated with a project, service calls can be defined as follows: Activity When Activity is selected, the service call subject will be the same as the activity subject. Equipment When Equipment is selected, the service call subject will be the same as the equipment name. Project When Project is selected, the service call subject will be the same as the project subject.