Schedule Work Orders

Manage scheduling of Work Orders and Resources in calendar view
Prerequisites

Setup of the Scheduling Board is completed.

Open Work Orders exist.

Audience
Maintenance Manager, Maintenance Planner

Overview

The Scheduling Board is used for scheduling Work Order jobs to Asset Technicians. It contains a visual board with an advanced calendar as the main component. 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.

You drag work order jobs from the Unscheduled Work list on the right side of the screen to the calendar area to schedule them. Scheduling more work order jobs on the same day to the same employee will automatically schedule one after the other in sequential order.

You can create filters to see selected data on the Scheduling Board, for example, jobs with a specific Work Type, or a specific Work Order with several jobs planned for several employees.

Refer to Test Cases below for step-by-step procedures regarding

  • Opening Scheduling Board
  • Creating Filters
  • Removing Filters

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

Opening the Scheduling Board

Data Requirements

  1. The user must be allowed to use the Scheduling Board.

Steps 2

  1. On your role center, search for 'Scheduling Board'.

  2. Select Scheduling Board from the Go to Pages and Tasks list.

Expected

The user can open the Scheduling Board.

Creating Filters

Data Requirements

  1. At least one open Work Order exits.

Steps 5

  1. Open the Scheduling Board.

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

  3. Select Filters in the ribbon.

  4. Set up the required filters.

  5. Select OK.

Expected

The user can set up filters to reduce the number of records (resources, jobs, and unscheduled jobs) visible on the Scheduling Board.

Removing Filters

Data Requirements

  1. At least one filter is applied to the Scheduling Board.

Steps 3

  1. Open the Scheduling Board.

  2. Select Clear Filters in the ribbon.

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

Expected

The user can remove filters applied to the Scheduling Board.

Schedule Work Order

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.

In 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

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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