Setup

Overview

In the following articles, you will find everything related to the setup of the Resource Scheduling Board to help you get started and customize the data you want to view on the board. A default setup is automatically applied to the board, which you can make changes to anytime if you want to, both on a general level and on a user-specific level.

These articles cover the general setup and the user specific setup related to the Resource Scheduling Board.

The general setup

The general setup contains setup that is applied to all users in your company using the Resource Scheduling Board. It includes:

• Setting up how and which objects should be visible.
• Setting up resource groups.
• Setting up maintenance employees.
• Setting up expenses.
• Setting up Asset Responsibilty Centers.

User specific setup

The user specific setup contains setup that is applied to the user who is logged in. It includes:

• Setting up starting and ending date on the board, whether symbols and highlighted scopes are shown and more.
• Setting up how resources and contractors are shown.
• Setting up what blocks are shown and how they're shown.
• Setting up colors.

General Setup

In the general setup, you can manage settings for the whole board which are applied to all users using the board in your company. You can always use the Restore Defaults action to restore everything and apply the default setup provided by Dynaway.

Resource Scheduling Board Setup

To access the Resource Scheduling Board Setup, type in and go to Resource Scheduling Board Setup from the search bar. Here, you will see an overview of setup options. Refer to screenshot 01.

In the Resource Scheduling Board Setup you can find:

• Planning by Hours – for advanced planning.
• Group Information – set up for groups visible on the RSB.
• Resource Information – set up for resources visible on the RSB.
• External Contractor Information – set up for contractors visible on the RSB.
• Unassigned Work Information – set up for unassigned orders visible on the RSB.
• Work Order Information – set up for work orders visible on the RSB.
• Round Order Information – set up for round orders visible on the RSB.
• Maintenance Task Information – set up for maintenance task visible on the RSB.
• Simulation Information – set up for all possible simulations visible on the RSB.

In these groups, you can change the default setup prepared by Dynaway. In each group you can find fields representing the area that can be set up, and information about which data can be used for specific objects. Refer to screenshot 02. Read more about how to configure that data here.

Note: You can always use the Restore Defaults action to restore everything and apply the default setup provided by Dynaway.

Colors

At the top, you can find an area where you can set up all colors for objects on the board. See screenshot 03.

Other colors (Work Order Statuses, Frequencies, and Maintenance Types) should be created with the installation of Dynaway Scheduling Board. If they're not, you can use the Install Other Colors action (hidden by default).

Users Filters

With the Users Filters action, you can open a list with all filters created and saved by all users. See screenshot 04.

• Saved Filters contain information about the description, who it was created by, whether it's shared, and what board type it's applied to.
• In the Shared column, you can see whether a filter is shared with other users.
  • To work with shared filters, select a checkbox in the 'Shared' column for a filter that you want to share or unshare with other users.
  • Sharing a filter is helpful when you know that you and other workers will benefit from using the same.
• A filter can only be applied to one board type.

Read more here about how to apply and work with filters on the board.

01: Scheduling Board Setup options.

02: Here you can configure the type of data you want to be visible on the Resource Scheduling Board.

03: Options for setting up colors.

04: Access Users Filters.

Resource Groups Setup

On the Resource Groups list, you need to specify if the group is a maintenance group. You can also add a color of the group which will be visible on the RSB. Only maintenance groups are visible there. If you have a maintenance resource inside of a group that is not defined as a maintenance group, both the group and the resource will not be visible on the board when trying to group resources by Resource Group.

In the example below, the RSB is grouped by Resource Group. As you can see from screenshot 01:

• Each group has its dedicated color.
• Each group only shows resources that are assigned to it.
• The group of sellers is not visible on the board.
• If external contractors are shown, they are always at the bottom of the board.

By grouping resources into Resource Groups, you can easily get an overview of what is happening in each group. Therefore, it is recommended to set up your resource groups before starting to use the RSB. Refer to screenshot 02 to view an example of setting up groups.

01: Example of groups on the board.

02: Setup of groups.

Maintenance Employees Setup

Resources on the RSB can be grouped by Work Type. In your company, you might have specific resources dedicated only for specific work types (for example electricians dedicated for electric work, technicians for all work types, or inspectors dedicated only for inspections). You can assign resources to specific groups, which makes it easy to plan the right resources when using the board.

On the Maintenance Employees list, you can see users in the company who are specified as maintenance employees. For each user you can assign specific maintenance resources.

Here you can also define if the user only has access to reading the scheduling board data. With read-only access, the user will be able to open the board, apply filters etc., but will not be able to schedule objects on the board.

• You can also set up maintenance groups from here (as you can see on screenshot 01).
• Later, you can assign any maintenance employee to each group by selecting the group and selecting the Group Members action seen on screenshot 02.
• From 'Group Members', you can specify the members of each group (see screenshots 03, 04, and 05 for examples).
• From 'Maintenance Employees', you can also use the Work Types action to specify which Work Types are dedicated for selected groups. See screenshot 06.

In the example of screenshots 04, 05, and 06, you can see the following:

• Mike and Will are assigned to the group Plumbers – the group has a dedicated Plumbing work type.
• Admin and Technician are assigned to the group General – the group has a dedicated all work type.
• John is assigned to the group Electrician – the group has a dedicated Electric work type.

This means that the board now looks like the one you see in screenshot 07. On the board, you can see that:

• You can see work types as groups with resources.
• Each group has dedicated resources.
• If the resource is in more than one group, this resource is multiplied to see exactly what orders this resource has in plans based on the specific work type.
• Will is dedicated to the plumbing work type, but for some reason, this resource is shown also in the Cleaning work type area. That is because Will already has a planned work order with the cleaning work type. If a resource is not dedicated to a specific group, but on your RSB you should see specific work (order, round, task), the resource will be shown as part of the group.
• The 'Undefined' group is shown - Here you can find all your maintenance resources, also the resources that are already in the work type groups.
• External contractors are always shown at the bottom of the board.

01: Set up maintenance groups.

02: After selecting a user, click the 'Group Members' action to assign a maintenance employee to a group.

03: Specify members in a group.

04: Specify members in a group.

05: Specify members in a group.

06: Work types.

07: Example of board with groups.

Expenses

On the RSB you can see external contractors. External contractor must be set up as Resource (Type) and must have assigned contractors, which can be done by selecting the Contractors action. In our case, only Jim and Stan have this setup, so only these expenses will be visible on the RSB.

To reduce the number of possible records, and to organize external contractors in the proper way, you will only see the expenses (external contractors) that are properly set up.

External Contractors are shown in the Vendor group on the board.

01: Expenses list.

02: Example of assigned contractors.

03: External contractors are shown in the Vendor group on the board.

Asset Responsibility Center

On the Asset Responsibility Center List, you can create and set up colors for areas that will be assigned to your maintenance resources and maintenance vendors. You can then use the Asset Responsibility Center action on the resource/vendor card. It opens a list where you can specify where the resource/vendor is operating.

In this example, it's specified that some resources are operating in different areas than others. As seen above, the resource DF is dedicated to operating in East and North whereas the resource EH is dedicated to operating in South and West (see screenshot 02).

From this setup, you can see the following on the board (see screenshot 04, and 05):

• All resources and vendors are applied to the specific group.
• Vendors with external contractors are always below resources.
• If the resource or expense already has something planned but is not dedicated for a specific group, they will be applied to the group (the same situation as we had in work types).
• The 'Undefined' group is at the bottom with all maintenance resources and maintenance vendors.

01: Asset Responsibility Center List.

02: Resources assigned to Asset Responsibility Centers.

03: Vendors assigned to Asset Responsibility Centers.

04: Asset Responsibility Centers shown on the board.

05: Asset Responsibility Centers shown on the board.

User Specific Setup

In the User Setup, every user can set up their preferred settings which are automatically applied when the user opens the board. The settings can be changed at all times by the user.

User Setup

In the toolbar, you can find the following actions:

• User Filters – opens a list of all saved filters created by this user for RSB
• Remove Default Filter – removes the default filter applied to the user setup

Some fields might be hidden by default (for example Show Lines Caption Boolean that defines if the date lines captions are shown).

Many of the options visible in the user setup can be set up directly from the board by using the dedicated action on the toolbar, so there is no need to open the user setup every time to change, for example, if orders are visible on the board.

In the General tab on the RSB, you can find the following basic setup for the board:

• Use Dates to Create Board – value defining what is used to create a starting and ending date of the board
  • False
    • Last Period View Days – specifies how many days in the past (from today) will be taken into consideration to create a starting date
    • Object Look Ahead – specifies how many days in the future (from today) will be taken into consideration to create a starting date
  • True
    • Starting Date – specifies exact starting date of the board
    • Ending Date ­– specifies exact ending date of the board
• Show Priority Color – defines if the priority bookmark is visible on the object
• Show Symbols – defines if the symbols are visible on the board
• Show Original Planned Date – defines if the line representing original planned date is visible on the board
• Show Latest Finish Date – defines if the line representing latest finish date is visible on the board
• Highlight Scope from Original Planned Date – defines scope of time from original planned date highlighted when the object is being moved
• Highlight Scope to Latest Finish Date – defines scope of time to latest finish date highlighted when the object is being moved*
• Default Filter – specifies the filter created, saved and set up by the user. This filter will be automatically applied to the board every time the user is opening the RSB

*highlighted scope is different for regular and advanced planning. It is explained in the chapter about moving objects.

User Scheduling Board Setup Card.

Resources and Contractors

In the Resources and Contractors tab, you can find the first core of what is shown on the board and how it is organized.

• Group by – defines how your resources/external contractors are organized
  • None – no grouping is applied – resources are at the top, external contractors at the bottom
  • By Group – resources are grouped by the resource group, only maintenance groups are visible, external contractors are at the bottom
  • By Responsibility Center – resources and external contractors are grouped by the assigned asset responsibility centers. In the group contractors are always at the bottom. At the bottom of the board, the group UNDEFINED is shown where you can see all resources and external contractors. Resources and external contractors are multiplied on the board if they are assigned to more than one group.
  • By Work Type – resources are grouped by the assigned work type. In the group contractors are always at the bottom. Below groups, the group UNDEFINED is shown where you can see all resources. Resources are multiplied on the board if they are assigned to more than one group. The external contractors group is shown at the bottom of the board.
• Show – defines what is visible on the board*
  • Resources and Contractors – resources and external contractors are visible on the board
  • Resources – only resources are visible on the board
  • Contractors – only external contractors are visible on the board

*If you're not showing dedicated objects for specific group (resource or contractor), this group will not be created even if it's selected to be shown. For example, if you're not showing expense work orders on the board, but in the setup you defined that you want to see external contractors, then external contractors will not be shown on the board, because without expense work orders there is no purpose of keeping them on the board, and it also might be misleading because you might think that there is nothing planned for the external contractor because there are no objects to be shown.

Visible Objects

In the Visible Objects tab, you can define what blocks are shown on the board.

• Resource Work Orders – defines if resource work orders are visible on the board.
• Resource Round Orders – defines if resource round orders are visible on the board.
• Contractor Work Orders – defines if external contractor work orders are visible on the board.
• Maintenance Tasks – defines if maintenance tasks are visible on the board.
• Resource Maintenance Absences – defines if resource maintenance absences are visible on the board.
• Resource Orders Simulations – defines if resource orders simulations are visible on the board.
• Resource Rounds Simulations – defines if resource round simulations are visible on the board.
• Maintenance Tasks Simulations – defines if maintenance tasks simulations are visible on the board.

Object

In the Objects tab, you can find setup for objects visible on the board.

• Highlight – specifies which blocks are highlighted – the highlighted object is still colored, and non-highlighted blocks are white. See screenshot 01 below.
• • All – all blocks are highlighted.
  • Objects From the Same Source – turns on the functionality on the board where every time you select an object, other objects with the same source (Plan) will be highlighted. Orders and Maintenance Tasks work separately. If you select an Order object, it will change colors of other Orders objects, but Maintenance Task will remain unchanged. If you then select a Maintenance Task object, it will update color of Maintenance Tasks objects. See screenshot 02.
  • • Overdue Objects – highlighting overdue objects only. Object is overdue when:
      • Advanced Planning
        • Planning by hours: ending date and ending time is lower than current date time, or ending date is higher than latest finish date.
        • Without planning by hours: ending date is lower than current date, or higher than latest finish date.
      • Regular Planning: actual next planned date is lower than today's date, or higher than latest finish date.
  • Compress Objects – defines if objects on the board are reduced to one line only.
  • Orders Arrangement – works only when advanced planning is off. Defines if Orders for the same day are shown next to each other. It reduces the size of the board.
  • Show Unscheduled – defines if unscheduled objects are visible on the board. Unscheduled means that the line doesn't have a resource/contractor no. on it, or this is a document without resource/expense lines. All unscheduled objects have a line surrounding them to show that this object is not scheduled yet. When the option is on, unscheduled objects are shown in different places depending on how the board is grouped:
  • • None: NOT ASSIGNED group is visible at the top of the board – all unscheduled objects are added here.
    • By Group: NOT ASSIGNED group is visible at the top of the board – all empty objects and unassigned resource objects are added here. All not assigned expense lines are shown on the specific vendor group. See screenshot 04.
    • By Work Type: NOT ASSIGNED group is visible at the top of the board – all unscheduled objects without work type on the line are added here. All not assigned resource lines with specified work type are added to the relevant group. All not assigned expense lines are shown on the specific vendor group. See screenshot 05.
    • By Asset Responsibility Center: All lines without specified resource/expense no. are added to the relevant group. It does not matter if the object is empty (without lines), or if the line is a resource or expense type. See screenshot 06.

01: The highlighted block is colored and non-highlighted blocks are white.

02: Highlighted object on the board.

03: Example of Orders that are planned for the same day shown next to each other.

04: Example of unscheduled objects shown by group.

05: Example of unscheduled objects shown by Work Type.

06: Example of unscheduled objects shown by Asset Responsibility Center.

Colors

In the Colors tab, you can find a setup for all colors visible on the board.

• Resource Color By: defines if the resource is colored by resource group color or not.
• Order Color By: defines the source of color created for objects representing orders (work orders and round orders). It is also applied to relevant simulations.
• Maintenance Task: defines which color will be used for maintenance task objects on the board.
• Vendor Color: defines which color will be used for vendors group on the board.
• Contractor Work: defines which color will be used for object representing the external contractor work, when coloring for the board cannot be applied, for example when the coloring objects is set up by Work Type, external contractor line has no Work Type, so Contractor Work color will be applied.