Scheduling Tab

Below is product documentation to get you started with the eMaint X3 Scheduler. Topics that are covered include:

Scheduling Tab
- Calendar Views - day/week/month
- Modifying the calendar - what/how it displays work orders and assignments
- WO Assignments
- WO Grouped by Date
- WO by Date
- Color Settings
Assigning Work
- Contacts
- Creating and Selecting Filters
- Filtering the Calendar Detail View
- Work Orders
- Creating and Selecting Filters
- Creating New Assignments
- Updating Assignments
- Rescheduling Assignments individually
- Rescheduling Assignments in groups
Projected PM's
-Viewing
-Modifying

Introduction

The scheduler is a very powerful tool for keeping track of assigned work. It allows you to assign contacts to work orders for whatever amount of time you choose and on whatever day you choose. This manual will show you how to use the various functions of the scheduler and take you through examples, step by step.

Assignments

The Scheduler tool gets all of its assignment information from the assignments table. When viewing any work order in the detail view, you'll see a table called "Assignments" (if it's not showing, use the "Manage Related Tables" option to add it). The Scheduler takes the records from this table, on every work order, and presents them graphically, on a calendar. This way, they're all in one place and they're easier to understand. It also allows you to make changes to these records from the calendar, giving you an easy way to manage assigned work.

Assignment Table

Getting Started

Let’s begin by taking a look at the scheduler screen. Click the “Scheduling” tab to access the scheduler. If the tab is not displayed, follow these steps to add it:

1: Click the "Navigation" tab.

2: Click the "Tab Manager" option, which is located under the "Administration" heading (assuming the administrator has given you access to it).

3: In the Tab Manager screen, you'll see two columns. The left column shows tabs that are not being used and the right shows the tabs which are currently displayed. Click and drag the "Scheduling" tab from the left column, to the right. You can also remove or rearrange the tabs in this way.

4: When you are finished, click the "Save Current Settings" button, located on the quickbar.

5: The Scheduling tab should be displayed at the top of the screen, with the other tabs.

Once you've clicked on it, you'll be taken to the scheduling tool.

The Scheduler


Here's a quick summary of what you'll see on the screen:
Scheduler Legend

A: The Calendar
This is the calendar (in week view). As you can see, we're looking at 7 days. This is where assignments will be represented and organized

B: Contacts Panel
The contacts panel shows all of the records in my contacts table. It's filterable and every contact has a checkbox to the left of their name, which is clicked to select the contact.

C: Work Order Panel
The work order panel displays all open work orders and is also filterable. Much like the contacts panel, each work order has a check box to the left of it.

D: View Buttons
The view buttons allow you to quickly switch between day view, week view, and month view. We will discuss these views later on.

E: Navigation and Options Buttons
Here, you will see a "<<" button, a ">>" button, a "Today" button, a calendar button, and a wrench button. The first four buttons are for navigating and controlling what days the calendar displays. The wrench button is a dropdown menu that presents a number of options and settings which will be covered in detail later.

F: Assignments
This is an example of a group of assignments. As you can see, it's positioned on a particular day on the calendar and it's made up of different boxes. The larger, darker box represents the contact, whose name is "Second Person." You'll notice that, inside this box, are two smaller boxes, which are a lighter color (the colors can be changed to your preference). These represent work assigned to "Second Person." They each have a work order number, a brief description, and a number of hours assigned. So, for this day (Thursday 12/17/2009), this person (Second Person) has these 2 work orders (101 and 103) assigned to him for a certain number of hours (3 hours and 1 hour respectively).

Presentation

The scheduler has three different views; day, week, and month. You can switch between views using the buttons in the upper right-hand corner of the calendar. For now, let’s use the week view. If you’re not already in the week view, click the “week” button in the upper right-hand corner of the screen.
View Buttons
Once you're in week view, you’ll see a calendar divided into seven days. If you’ve previously created assignments, you should see them on the calendar, on the days for which they’re scheduled.  (If you have assignments but don't see them on the calendar, hover over the wrench icon in the upper left-hand corner of the screen and some options should pop up. Make sure there’s a check mark next to “WO Assignments.”)

The left sidebar is divided into 2 “panels.” The top area is the “contacts panel." This displays all of your employees, each with a checkbox to the left of their name. This is what you'll use to select a contact, when creating an assignment. You can also filter the panel by selecting a filter from the dropdown box. The panel will then only show contacts that meet the criteria of that filter. The lower portion of the left sidebar is the "Work Order Panel," which is where you will select the WO to which you want to assign somebody. This panel displays your work orders and, just like the contacts panel, it shows a checkbox next to each record and is filterable.

Panels

 

Adding an Assignment

Creating an Assignment

We’re going to start by creating an assignment. This is done by assigning a contact to a work order, for a certain amount of time, on a certain day. Just follow these steps:

1: First, click the box to the left of any contact that appears in the contacts panel. This will put a check mark in the box and cause the record to turn orange, indicating that this contact is selected.

Selected Contact

NOTE: You can select multiple contacts, in which case, you'll be creating separate assignments for each of them

2: Now, we need to select a work order. This works the same way as selecting a contact. Just click the box to the left of any work order to select it. A window will come up with a date field, simply called "Date" and a numeric field called "Hours."

Adding Assignment Window

3: The first thing we need to do here is to set a date. Click the calendar icon next to the "Date" field to bring up the "Date Picker" tool and select the date for which you’d like to make this assignment, by clicking on it.

Date Picker

4: Next, we have to define a number of hours for this assignment. Enter the number of hours you'd like the employee to spend on the work order in the “Hours” field. NOTE: If the work order you chose has a value for the "Estimated Hours" field, the blank will fill in with that value by default.

5: Now, the scheduler has all the information it needs in order to make an assignment; the person to whom it’s assigned, the work order that’s assigned to that person, the date of the assignment, and the number of hours. Just click “Save” (You can also use the “enter” key), and the assignment will be created.

6: You’ve just created an assignment! You should see it on the calendar, now (as long as the day it’s scheduled for is in view on the calendar).

Scheduling For Date

A feature that makes adding assignments a little easier and more streamlined is the ability to set a “scheduling for” date. If you double-click anywhere in the blank space for a day, you’ll see it become highlighted in blue and a button, saying “scheduling for xx/xx/xxxx” will appear above the calendar, next to the navigation and options buttons. This defines, in advance, the date for which you want your assignments to be scheduled.

Highlighted Date

If you create another assignment now, you'll see how it works:

1: Highlight a contact in the contacts panel by clicking on the checkbox to the left of it.

2: Click the checkbox next to a work order to select it.

3: When the window comes up, you'll see that the "Date" field is already filled in with the date you double-clicked earlier.

4: Enter a value for "Hours" and click "Save" or just click "Cancel" if you don't want to create the assignment.

5: Click the “scheduling for xx/xx/xxxx” button above the calendar to remove it and return to normal.


You can add a few more assignments to further familiarize yourself with the process, if you'd like.

Navigation and View

Navigating

If you’d like to view different weeks, you can click the “<<” and “>>” buttons to scroll through previous and future weeks. If you’re viewing a week that is not the current week, you can click the “today” button to return to the current week.

Navigation Buttons

A faster way to get to a particular date is to use the date picker tool. Click the "calendar" button just to the left of the wrench button. This will open a window with an extended date picker tool, which displays 3 months. Click any day on that window to bring the calendar straight to it. (Remember you can return to the current day/week/month by clicking the “today’ button)


Filtering the Calendar

Just like filtering the contacts panel, you can also filter the calendar. To the right of each person in the contacts panel, is a “lock” icon. Clicking this will cause the calendar to show only assignments for that person. The icon will change to a closed lock. Click it again to return it to normal. If you have filters for your contacts panel, the calendar will automatically be filtered in the same way. This will cause the calendar to show only assignments for contacts who meet the criteria of that filter.

Contacts Panel

NOTE: Make sure you do not leave these filters on, as it’s easy to become confused if you don't realize they're on.


Creating Filters

Filters can be created by clicking the "+" sign next to the filter dropdown. To create a filter, follow these steps:

Select Filter

1: Type in the name you would like to give the filter. You can select the appropriate status for "Public" and "Readonly" and then click the the disk icon on the right to create the filter.

Create New Filter

2: You will be taken to the "Filter Options" screen, which looks a lot like the report writer. From this screen, select a field from the dropdown menu at the bottom and click the blue "+" sign.

Select Filter Field

3: You'll see that the field has been added to the area above. Unlike the report writer, you only need to select the fields on which you're going to place filters.

Selected Filter Field

4: Click the light gray "funnel" icon to the right of the field you've just added. This will bring up the "Update Criteria" window. Select an operator, such as "=" and put a value in the "Criteria" field. Then, click the "Update" button.

Update Criteria

5: Close both windows. Now, you should be able to select this filter from the dropdown menu.

To edit an existing filter, simply select it from dropdown and click the "pencil" icon. This will bring you to the same window you just used to define your filter. You can create and edit filters for work orders as well. The process works the same way.

For information on creating more advanced filters, see the reporting manuals:

Basic Reporting:
http://www.emaintuniversity.com/node/102

Advanced Reporting:
http://www.emaintuniversity.com/node/120


Work Order Options

The work order panel is divided into pages to make it more compact. You can change the page by clicking the “prev” or “next” buttons. The current page and the total number of pages are displayed at the bottom. You can also resize the panel vertically, horizontally, or both by clicking and dragging the edges or the corner of the panel.

If you click on the WO number of a work order in the panel, a small window will appear with some more detailed information on that particular work order. It includes the following fields: WO No, WO Date, Asset ID, Asset Description, WO Type, and Status.

Every work order has an icon to the right of it. If it’s gray, that means that no assignments have been made for that work order. If it's black, it has one or more assignments. Hovering over the icon will display the total number of hours assigned and clicking it will bring up a small window with some details on the assignments that have been made for the work order.


Work Order Panel



Summary View

Click the "wrench" icon above the calendar and select, from the resulting menu, “summary view.” The assignments will change to condensed versions that exclude the work order information. This can make the assignments easier to manage if you have a lot of them for a particular day.


Wrench Menu


This is the way assignments will look in summary view:


Summary View

Click “summary view” again to return the view to normal (This feature is not available in month view).

Modifying Assignments

Modifying Assignments

The visual representation of each assignment is made up of 2 boxes, which are, by default, two different shades of red. The larger outer box is the contact box. This shows the contact’s name and the total number of hours that are scheduled. The smaller inner box is the work order box. It displays the information on the work order that’s assigned to that contact. There can be several work orders inside one contact box.

1: Create 2 assignments for the same person, on the same day. They can be different work orders.

2: You’ll see that the 2 work order boxes are inside the same contact box.

On the left is a single assignment. On the right are two assignments for a single person, grouped together:

Assignments

If you click on the work order box of an assignment, the “modify assignment” window will appear. You can edit, delete, or reassign it.

Modify Assignment

1: The Date and Hours fields are available for editing. Simply change the values here and click the save button. To change the value in the date field, you can either use the date picker tool or manually type in the date in the proper format.

2: To delete the assignment, just click the delete button. The screen will refresh and the assignment will be removed from the calendar. NOTE: When you delete assignments, you are actually marking them for deletion. To remove them completely, use "remove deleted records” in the navigation screen.

3: In order to reassign the assignment, you must first have the new assignee selected. Before opening this menu, click the box the left on a name in the contacts panel. Then, click on the inner box of the assignment to open the “modify assignment” window. Now that you have a contact selected and this window open, clicking the “reassign” button will assign the work to the contact you’ve selected. A message will come up, asking you if you’d like to do this. Just click OK and the screen will refresh to show that the work has been reassigned.

If you’d like to edit a group of assignments, simply click the pencil icon in the upper right-hand corner of the outer box of the grouped assignments. A different “modify assignment” window will come up. Here, you will see all of the same options except “delete.” This is essentially the same as the individual “modify assignment” window but one key difference is that it will show a list of assignments, if there are more than one in that group. Changing the dates can be done individually or together by clicking the "+" or "-" buttons in the date heading.

Modify Grouped Assignments

 

Work Orders on the Calendar

Viewing Work Orders

Another helpful feature is the ability to view your work orders on the calendar. To use this, go up to the wrench menu again and click “WO by Date.” A menu will come up, prompting you to choose a date field by which to organize the work orders.

Wo by Date Window

1: For example, if you choose “ADDDATE" and click “OK,” you will see all of the WO’s placed on the calendar in the spaces for the days they were added. Keep in mind that these are not assignments. You'll notice that they have no contact information. These are simply work orders that have been placed on the calendar. They are, by default, a different color, in order to make it easier to distinguish between them and assignments.

WO by Date

2: If you hover over “WO by Date” in the wrench menu, you can click “configuration.” This will allow you to choose a different field by which to organize the WO’s.

3: you can also click “WO by Date” again to “uncheck” it. This will remove the WO’s from the calendar.


Much like “WO by Date,” another option in the wrench menu is “WO Grouped by Date.” Clicking it will prompt you to select a date field as well as a field by which to group the work orders.

Wo Grouped by Date Window

The work orders will be placed on the calendar, positioned by their
values for the date field you selected. They are also grouped together
in boxes, by the other field you selected, similar to the way
assignments are grouped by their contacts, provided they are on the
same day.

1: Let’s select, for example, “WO_DATE” for the date field and “WO_TYPE” for the grouping field. Click “OK” and you will see work orders displayed on the calendar, positioned by their WO dates and grouped together in boxes by their WO types.

2: The work orders will now be placed on the calendar, positioned by their
values for the date field you selected. They are also grouped together
in boxes, by the other field you selected, similar to the way
assignments are grouped by their contacts, provided they are on the
same day. NOTE: Up to 20 work orders can be in one group.Just like the “WO by Date” option, you can click on “configuration” to re-select your fields or you can uncheck “WO Grouped by Date” to remove the WO’s from the calendar.

Wo Grouped by Date

If you select a filter from the dropdown menu in the work order panel, the work orders that are displayed on the calendar will also be filtered by that criteria. This is helpful for locating specific types of work orders, while keeping them organized by their dates.

NOTE: Work orders displayed on the calendar can be edited. You can change the date or the number of hours, just like editing an assignment. However, you cannot reassign or delete work orders.

More Options and Views

Color Settings

Another option in the wrench menu is “Color Settings.” Clicking this will bring up a window where you can select the colors you’d like the various calendar items to be. You can change the colors of assignments, WO’s by date, and WO’s grouped by date.

1: Go to the wrench menu and click on "Color Settings." A window will appear, showing 6 different color boxes. Each represents the color of a part of a calendar item. You can change the colors of the inner and outer boxes on the assignments or work orders.

Color Settings

2: Just click on one of the colored boxes and another window will come up, allowing you to choose a new color. You can select a predefined color or adjust the hue, brightness, and saturation. Click “OK” when you’re finished making adjustments.

Color Selection

3: After selecting your colors, click “Save.” The window will close, the calendar will refresh, and the items will display in the new color.


Reschedule Assignments

The last option in the wrench menu is “Reschedule Assignments.” Here, you can select all assignments in a date range by using the date picker tool and move them back or forward. Just click on a day to set the beginning date, and click on another to set the ending date. Now that you have a date range, you can move them forward X number of days by putting a number in the “Move assignments by +/- days” field, or backwards by putting a negative value in the field (example: -2 will move the assignments back 2 days). Just click “Submit’ when you’re ready. The Reschedule Assignments window will close and the calendar will refresh to show that the assignments have been moved.

Reschedule Assignments

Export

Selecting "Export" from the menu will allow you to open or save the calendar you are currently viewing, in the format you choose. Options include HTML, PDF, and ICS (for copying assignments to another program, such as Microsoft Outlook).




Day View

Now, let’s look at the Day View. You can switch views by clicking the “Day,” “Week,” or “Month” buttons in the upper right-hand corner of the calendar. Click the “Day” button.
View Buttons
You’ll see that everything works the same way but you’re viewing one day at a time and the days are displaying more information. You should see the work order number, the brief description, the date, the asset, and many other fields. You can cycle through days with the “<<” and “>>” buttons, or return to the current day by pressing the “Today” button. The functionality is the same as in the week view.


Day View


TIP: Every day has a heading just above it. If you are in week or month view, clicking on it will bring you directly to that day in the day view. If you are already in day view, clicking the heading will bring you to the current day, just like the "Today" button.


Month View

The Month View can be accessed by clicking the “Month” button. This looks different from the other two views, in that the assignments are condensed in order to take up less space on the calendar. They look much like assignments do in the summary view (that’s why the summary view is not available in month view).


Month View


 

 

PM Projection

PM Projection

The PM Projection feature allows you to view the PM work orders that will be generated in the future, based on their PM Schedules. To turn this feature on, first click the wrench icon to bring up the options menu. There, you’ll see “PM Projection” as one of your choices. Click it to put a check mark next to it and display the projected PM’s on the calendar, grouped by their assets. It can be turned off in the same way.


Projected PM's


Setting up PM’s

To set up a calendar based PM for projection, you’ll need to make sure the frequency is entered correctly and the “Next PM Date” field has a value in it. You’ll also have to turn the “On Calendar?” field to true.

If the PM schedule is meter based, its projection will be determined by the “Daily Average” field, which will need to have a value in it.

Modifying

You can edit a PM schedule in the same way you edit an assignment. To edit an individual PM, simply click on it. The modify screen will show you various details about the PM. On a calendar based PM, you can modify “Produce Every?” “Calendar Based Freq,” and “Next PM Date.” If it’s a meter based PM, you can change “Produce PM Every?” “Occurs Desc,” “Meter Type,” and “Daily Avg.” After making changes, click the “Save” button and a message will come up asking you if you’re sure you want to modify the PM schedule. Just click OK to proceed. It’s important to keep in mind that you’re editing the PM schedule itself and not just one PM work order. If you change the frequency of the PM schedule, it will affect the dates of all the PM work orders that will be generated. Clicking the “Advanced” button will bring up another window that opens the PM schedule in edit mode.




Modifying a Group

Just like modifying a group of assignments, you can modify a group of PM’s, by clicking on the pencil icon in the upper-right hand corner of the box. This will let you change the various PM schedules in that block. You’ll see all of the same fields and, on the right side, an icon with an arrow. Clicking that will take you to the PM in edit mode, just like the “Advanced” button on the other screen.





Filtering a Group

You can filter the PM's that appear on the screen, by selecting the "Filter Setting" option, located under "PM Projection," in the wrench menu.



This will bring up a window that allows you to select a filter. These filters are made in the same way as the work orders filters. Select a filter from the dropdown menu or click the "+" button to create a new one. You can also click the pencil button to edit the select filter. Lastly, click the "Save" button to apply the selected filter.