Dynaway EAM for Business Central

Schedule Work Orders

Manage scheduling of Work Orders and Resources in calendar view

Introduction

The Scheduling Board allows you to easily schedule Work Order jobs to your maintenance employees and provides a graphic overview of available and booked capacity in your maintenance department.

A Maintenance Manager or Maintenance Planner can easily schedule and reschedule open Work Order jobs on the Scheduling Board. Scheduling is updated in real-time.

Prerequisites

Setup of the Scheduling Board is completed.

Open Work Orders exist.

Audience
Maintenance Manager, Maintenance Planner

Overview

In the following articles, you can read about how to use the board and view data relevant for you.

In the article Manage the General view of the Board, you will find information about how to:

  • Reload the board
  • Specify the view
  • Create and apply a filter
  • Manage how objects are shown
  • Specify labels and tooltips
  • Search for Work Orders

In the article Schedule Work Orders, you will find information about how to:

  • Schedule Work Orders
  • Use Advanced Planning
  • Reschedule a Work Order to another date
  • Reschedule a Work Order to another resource
  • Edit a scheduled Work Order job
  • Open a Work Order

The figure below shows an overview of the Scheduling Board user interface, describing the different components on the board.

Scheduling Board Overview.
Scheduling Board Overview.

Manage the General view of the Board

The Scheduling Board can be accessed via search or by going to the Work Orders toolbar and choosing Scheduling Board.

From the Scheduling Board, you can define general settings of how you want to view the board and the data on it.

Reload the Board

From the Reload tab, you can:

  • Select 'Reload' to reload the current board. This is useful when you know someone made changes in the background or to be sure that it's up to date.
  • Simulate Work Orders - this is useful when you're showing simulations on the board and you want to be sure that everything is up to date.
  • Go to 'User Setup' to set up what you want to see on the board. This type of setup is applied to you as a user only and is not the general setup. Read more about what you can do with the User Setup here.

Specify the View

From the Today tab, you can:

  • Select 'Today' to scroll to today's date. You'll see activity starting from today's date.
  • Select 'Previous Week' to view the previous week starting from the previous Monday.
  • Select 'Current Week' to view the current week starting from Monday.
  • Select 'Next Week' to view the next week starting from the next Monday.

On the timeline at the top, you can use the scroll wheel on your mouse to either zoom in on a date to view time periods within that date, or zoom out to view weeks.

Create and Apply a Filter

From the Create Filter tab, you can:

  • Apply a filter - apply an existing filter from the saved filters list.
  • Create a filter - create a new filter to be shown on the board.
  • Clear a filter - clear the filter from the board.
  • Save and share a filter - save a created filter to use it in the future.

Apply a filter

Apply saved Filters to the Scheduling Board by going to Create Filters > Apply Filter and select a Filter from the list.

Create a Filter

  1. Open the Scheduling Board and select Reload in the ribbon to ensure that latest changes are shown.
  2. Select Filters in the ribbon.
  3. Set up the required filters.
  4. Select OK.

Clear a filter

If you want to clear a filter you have created, go to Create Filter > Clear Filter to clear it from the board. After clearing a filter, you can start over and create a new one, if needed.

Save and Share Filters

Once you have created a Filter on the Scheduling Board you want to use, you have the option to save the Filter. When you save a Filter, you can click the Share button to enable other users to use the same Filter.

Apply saved Filters to the Scheduling Board by going to Create Filters > Apply Filter and select a Filter from the list.

Filters can be set up as default for each user. Read more about user-specific default filters here.

Save filter.
Save filter.
Click Apply Filter to view and apply saved Filters.
Click Apply Filter to view and apply saved Filters.

Manage How Objects are Shown

Expand Capacities

You can select this action to expand capacities for all resources on the board.

Show or hide groups and objects

From the View tab, you can specify whether you want to show or hide certain information.

From the table below, you can see all actions available when showing and hiding records on the board.

Note: When the action shown in section A is visible, the action in section B is not, and vice versa.

A Explanation B Explanation
Hide Unscheduled

Removes the right pane with unscheduled work.

 Show Unscheduled The right pane with unscheduled work is visible.
Expand Unscheduled* Expands grouped unscheduled work. Collapse Unscheduled* Collapse grouped unscheduled work.

Highlight Overdue**

 Only overdue work orders will have color on the block. Highlight All** All work orders will have color on the block.
Show Priority Use it to show priority bookmarks on work orders. Hide Priority Use it to remove priority bookmarks.

Highlight Work Order**

If on - every time when you select a block - all block that has a connection to
the selected one will be highlighted.

 Highlight All** Turning off the functionality.
Compress Work Orders Use it to compress all visible objects to only one line. Expand Work Orders

Use it to remove compression.
Work Orders Horizontally***

Use it to fit all work orders for the same day into one day.
It is useful when you want to show as much as possible on one screen.
Blocks for the same resource and the same day will be placed in one row.

 Work Orders Vertically***

Blocks for the same resource and the same day
will be placed in one column.
Show Simulations

Use it to show work order simulations on the board.

 Remove Simulations

Use it to remove work order simulations from the board.

*Available only when unscheduled work is visible.
**You can use only highlighting overdue or work order - these actions do not work together
***Available only when Advanced Planning is off

Actions on the Scheduling Board.
Actions on the Scheduling Board.

Labels and Tooltips

The information shown on each object and on the tooltip (the text field that is shown when you hover over the object) can be specified in the setup here.

ToolTip on the Work Order
ToolTip on the Work Order

When the Scheduling Board is open, you can use the Search action to find the work order block that you want to investigate.

To do this:

  1. Select the Search action from the toolbar.
  2. The list with resource lines is open, note that this list contains resource lines only, you can't search for unscheduled work orders (without any resource line) or lines without Resource No.
    • From this list, you can also open a related Work Order Card or Resource Card.
  3. Select the record from the list.
  4. The selected record will show on the board (a blinking shape is visible around the relevant block).

Note: if the block was not visible before searching, if it had been hidden, or if the view had been scrolled to the future, then the block will be visible in the current view after searching.

Search on the scheduling board
Search on the scheduling board
Marked block on the board.
Marked block on the board.
Open a related record.
Open a related record.

Schedule Work Order

The Scheduling Board can be accessed via search or by going to Work Orders > Scheduling Board.

On the left side of the screen, you see the list of resources, which may be internal resources as well external contractors, depending on your setup. In the middle, you see the calendar area where the scheduling takes place. To the right, the list of unscheduled work order jobs are listed, ordered by date. To schedule a job,

  1. Expand a date in the Unscheduled Work section to see the jobs planned for the date.
  2. Drag-and-drop a work order job on the date to the employee who should work on the job.

Calendar area

The date range available in the calendar area is determined by setup. You can change the date range visible on the screen, and you can also see available and booked capacity for each resource.

  • Open Work Order jobs that are scheduled are shown in the calendar. When a Work Order is posted and closed, the related jobs are automatically removed from the calendar.
  • The first date shown is the current date or the date with the most previous Work Order job schedule.
  • The last date shown depends on the setup in the Work Order Look Ahead field in Asset Management Setup.
    • Example: If the number '10' is inserted in that field, the last date visible in the calendar is 10 days from the latest date you scheduled one or more work orders jobs on. Example: The latest date you have scheduled jobs on is March 1. The last day available in your calendar view is March 11.
  • You can expand or narrow the date view in the calendar area - to see the big picture or to focus on just a few days, as you require.
    • When you open the Scheduling Board, the default calendar view shows the date range that you have scheduled jobs in.
    • At the top of the calendar, select the arrow-up button on the line that displays month and year. Now, you see the available date range, according to the setup described above.
    • At the top of the calendar, select a date to zoom in on it. Select the arrow-up button one or more times to zoom out. Select the left or right arrow to see previous or next dates.
    • If you have zoomed in on a date and do not want to select the arrow-up button several times to see a broader date range, close the Scheduling Board and reopen it to quickly return to the default calendar view.
  • On a resource, select the right-arrow button. A capacity line is shown across all dates in the calendar area.
    • A white block shows available capacity, and a gray block shows booked capacity.
    • A red block informs you that the resource is overbooked compared to available work hours.
    • In the resource area, you see numbers, for example 0-4-8. The number '8' informs you of maximum available work hours per day, and the number in the middle shows 50% capacity.
  • Select the right side of the Resource list or the left side of the Unscheduled Work list. When you see an orange color on the vertical line, you can drag the section to get more or less space for the calendar area.

Refer to Test Cases below for step-by-step procedures on how to work with Work Order job scheduling:

  • Undo Scheduling
  • Changing the Date
  • Changing the Resource
  • Changing the Date and the Resource

Scheduling Board with Advanced Planning

When you set up Advanced Planning in Asset Management Setup your work orders can be planned for a longer time period than one day. Also, resource lines from these Work Orders can be defined for more days.

When you add to this setup Planning by Hours from the Scheduling Board Setup, the starting and ending times of the resource line can also be defined.

With this setup, blocks representing the Work Order on the Scheduling Board might have different sizes (size represents starting and ending date-time).

Turning on Advanced Planning also changes how moving blocks behave. From now on, each block is treated separately. Moving one block (even if there's more than one line on the Work Order) ends up in scheduling only this block. Without Advanced Planning, other blocks that came from the same order will move to a new date.

Advanced planning and planning by hours on the line.
Advanced planning and planning by hours on the line.
Advanced Planning.
Advanced Planning.

Undo scheduling

Data Requirements

  1. At least one resource exists.
  2. At least one Work Order job is planned for this resource.
  3. There is no posted consumption on the selected job.

Steps 6

  1. Being on the Scheduling Board.

  2. Select Reload in the ribbon to ensure that all changes are shown.

  3. In the calendar area, find the job that you want to undo scheduling for.

  4. Right-click on the selected record.

  5. Select Undo scheduling.

  6. Select Reload in the ribbon to ensure that all changes are shown.

Expected

The user can undo scheduling for a scheduled Work Order job.

Changing the Date

Data Requirements

  1. At least one resource exists.
  2. At least one Work Order is planned for this resource.

Steps 5

  1. Being on the Scheduling Board.

  2. Select Reload in the ribbon to ensure that all changes are shown.

  3. In the calendar area, find the job that you want to change the date for.

  4. Drag the Work Order job and move it horizontally.

  5. Drop the job on a another date.

Expected

The user can change the date for a scheduled Work Order job.

Changing the Resource

Data Requirements

  1. At least two resources exist.
  2. At least one Work Order job is planned for one resource.
  3. There is no posted consumption on the selected job.

Steps 5

  1. Being on the Scheduling Board.

  2. Select Reload in the ribbon to ensure that all changes are shown.

  3. In the calendar area, find the job that you want to change the resource for.

  4. Drag the Work Order job and move it vertically.

  5. Drop the job on a another resource.

Expected

The user can change the resource for a scheduled Work Order job.

Changing the Date and the Resource

Data Requirements

  1. At least two resources exist.
  2. At least one Work Order job is planned for one resource.
  3. There is no posted consumption on the selected job.

Steps 5

  1. Being on the Scheduling Board.

  2. Select Reload in the ribbon to ensure that all changes are shown.

  3. In the calendar area, find the job that you want to change date and resource for.

  4. Drag and drop the job to another date.

  5. Drag and drop the job to another resource.

Expected

The user can change date and resource for an already scheduled Work Order job.

The user cannot do this simultaneously. First, the user sets a new date or resource. Then, in a separate step, a new resource or date can be selected.

Edit Schedule

You can edit a scheduled Work Order job in the calendar area. You can change:

  • Resource
  • Work Type
  • Quantity (work hours)

Note that it is only possible to edit the resource as long as work hours have not been consumed on the job.

Refer to the Test Case below for a step-by-step procedure on how to edit a scheduled Work Order job.

Editing a Scheduled Work Order Job

Data Requirements

  1. At least one resource exists.
  2. At least one Work Order job is scheduled for the resource.

Steps 7

  1. Being on the Scheduling Board.

  2. Select Reload in the ribbon to ensure that all changes are shown.

  3. In the calendar area, find the scheduled job that you want to edit.

  4. Right-click on the selected job.

  5. Select Edit schedule.

  6. Edit the scheduled job as you require.

  7. Select Close.

Expected

The user can edit a scheduled Work Order job.

Open Work Order

In the calendar area, you can open the Work Order that a scheduled Work Order job is related to. This is useful if, for example, you want to update the Work Order Status, create and post consumption registrations, or close the Work Order when related jobs are completed.

Refer to the Test Case below for a step-by-step procedure on how open the Work Order related to a scheduled Work Order job.

Refer to the following articles to learn more about how to work with Work Orders and consumption registration:

Work on a Work Order

Consumption Registrations

Post Consumpion Registrations and Close a Work Order

Opening a Work Order

Data Requirements

  1. At least one resource exists.
  2. At least one Work Order is scheduled for the resource.

Steps 5

  1. Being on the Scheduling Board.

  2. Select Reload in the ribbon to ensure that all changes are shown.

  3. In the calendar area, find the scheduled job that you want to open the Work Order for.

  4. Right-click on the selected record.

  5. Select Open Work Order.

Expected

The user can open the Work Order card from a scheduled Work Order job.

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