Getting started

Work with capacity and teams on the Planning board

Introduction

The Planning board is used for scheduling work order jobs for workers, using a mobile interface. You can easily schedule and reschedule jobs. All changes are updated in real time.

Prerequisites

The Planning board is installed on the Mobile client.

Planning board setup is completed in the Dynaway mobile app in D365FO.

Audience
Maintenance Planner, Maintenance Manager

Overview

The Planning board is used for planning unscheduled work order jobs on individual workers. Planners, supervisors, and managers can schedule and reschedule work order jobs on the Mobile Client. Scheduling is updated in real time. In the articles describing the Planning board, the words 'jobs', 'work order jobs', and 'work order cards' are used interchangeably. A job or work order card may contain one or more work order jobs.

The Planning board is designed for tablet and desktop use, with FHD (1920x1080) as the recommended minimum screen resolution.

  1. When you log in on the Mobile Client, you see the home screen.
  2. Select Planning to open the Planning board.

You drag work orders or work order jobs from the Current work order list section on the right side of the screen to the calendar area to schedule them. Scheduling starts according to the calendar setup for the worker. Scheduling more work orders or work order jobs on the same day to the same worker will automatically schedule one after the other, in sequential order.

As shown in the figure below, you find a Detailed toggle button on the Planning board. When the Detailed button is activated (blue color), you see some of the details of work order jobs. When you deactivate it (white color), a collapsed view of the screen is shown, meaning only symbols are shown for work orders and notes as well as the color indications explained in this section. If you're managing work order planning for many workers, the collapsed view may give you a good overview of who's fully booked, who's overbooked, and who has available capacity in the period shown on the screen.

The Weekends toggle button allows you to show or hide weekends, giving you more space in the calendar area if you hide weekends by deactivating the button.

Planning board overview
Planning board overview

First time use

The first time you open the Planning board it is empty, no teams or work order lists are shown. The screenshot below shows what the Planning board looks like when you open it for the first time.

Start by creating at least one team and at least one work order list.

Refer to the articles below for step-by-step procedures on how to create a team and create a work order list.

Planning board screen - first time use
Planning board screen - first time use

Create a team

You can create teams and schedule work order jobs for team members on the Planning board. This is useful if you want to set up a team of workers with different skills, who work together on some jobs, or if you want to group workers according to specific trades.

When you create teams on one mobile device, those teams are available if you log in and work with the Planning board on another device.

  1. On the Planning board, select Create team button.
  2. In the Create team pop-up, enter a Name for the team.
  3. If the team includes workers from a worker group already set up in Dynamics 365 for Finance and Operations, select the Worker group.
  4. If you want to create a team of workers that are set up for the same trade, select the Trade.

Note

When you select a Worker group or a Trade, the workers related to that group or trade are automatically added to your team from the Dynamics 365 for Finance and Operations backend. If changes are made in the backend regarding worker group members or workers related to a trade, that information is synchronized to the teams you create on the Mobile Client, but only after you log out and log in again on the Mobile Client.

  1. You can also add team members by selecting them in the Worker name list.
  2. Select Save. The team is added to the list of teams in the list in the upper-left corner of the screen.
  3. To schedule jobs in a team calendar, select the team link in the upper-left corner of the screen, and select the team. You can select more teams to be shown on the Planning board, if required.
  4. If you want to change the sequence of workers shown in a team, select Rearrange workers on the team title line in the calendar area.
    1. The worker lines change to 'edit' mode, showing a symbol with four lines (burger button symbol) at the start of each worker line.
    2. Drag and drop workers in the team to the preferred position in the list.
    3. When you have completed rearranging workers, select Finish rearrangement.

The figure below shows two teams on the Planning board.

Team example
Team example

Overview of Work Order jobs

On the right side of the screen, a list of work order cards are shown. The work order cards contain unscheduled work order jobs. If a work order card contains several work order jobs, a message regarding number of jobs is shown on the work order card, for example, "2 lines".

The colored box on a work order card showing a number, for example, "3" or "4", refers to work order service level. The number shown as, for example, "2h" or "3h", shows number of scheduled work hours when the work order job is scheduled. It displays number of forecasted work hours when the work order job is located in the work order list section on the right side of the screen (unscheduled). If a work order card contains several jobs, the number showing scheduled work hours or forecasted work hours is a sum of all jobs.

  • Select an unscheduled work order card to see the work order jobs.
  • Select a work order job to see job details. Select Cancel in the pop-up window to close job details.
  • In the work order list section, select the link Back to full work order list to close the card and return to the list.

The figures below show an example of the work order list with job cards. "WO-000155" has been selected, showing the two jobs related to the work order.

Work order list with job cards
Work order list with job cards
Jobs related to work order
Jobs related to work order

Create a work order list

The first time you open the planning board, no work order lists are available. You create your own lists as you require.

  1. On the Planning board, select the Current work order list drop-down in the upper-right corner of the screen. The Work order lists pop-up opens.
  2. Select Create list.
  3. On the Create list screen, you see a list of parameters that you can use to define your list. Make a selection in the list.
  4. Select the details for your list, and select Apply.

Note

If you see an All / Clear toggle button in the upper-right corner of the screen, you can select All, if you want to select all options shown on the screen. Select Clear if you want to remove the selections.

  1. If required, repeat steps 3-4 to add more details to your list.
  2. When you've made your selections, enter a name for the list in the List name field, and select Save changes.
  3. You return to the Planning board, and you can select the list in the Current work order list drop-down in the upper-right corner of the screen.

Search in a work order list

You find a search field below the Current work order list drop-down in the upper-right corner of the screen.

You can search for:

  • Work order ID
  • Work order lifecycle state ID
  • Job type ID

When you make a search, you search in all unscheduled work orders and work order jobs in the selected work order list.

You can search for an entire ID, or part of an ID. For example,

  • if you write "rel" in the search field, the search result includes work orders with, for example, work order life cycle state ID "Released".
  • if you write "155" in the search field, the search result includes work orders with "155" as part of, for example, the work order ID.

You find the navigation pane on the left side of the screen. You can quickly get access to other modules in the Mobile Client by selecting them in the navigation pane. The number of modules available depends on your company setup.

At the top of the navigation pane, you find a minimize/expand button. It can be useful to minimize the navigation pane when you are doing planning work, to maximize the size of the calendar area on the screen.

Navigation pane with minimize/expand button
Navigation pane with minimize/expand button
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