Work order scheduling

Manage scheduling of work order jobs

Introduction

On the Planning board, you can schedule and reschedule work order jobs. You can also split and merge jobs, if required.

Prerequisite

Setup of the Planning board is completed in Dynaway Mobile in D365FO.

Audience
Maintenance Planner, Maintenance Manager

Capacity

The Planning board is meant for manual planning of work order jobs for which no additional tools or other capacity reservations are required to complete the job. Worker capacity is shown on the Planning board, next to the worker name.

Color codes are also used to show available capacity for a worker. Colors are shown at the bottom of a date field in the calendar area, as a horizontal line. Refer to the table below for more details.

If you're planning jobs that involve several workers, specific groups of workers, and tools, or if jobs are to be scheduled across several dates, refer to the Split work order jobs and Auto-split work order card or work order jobs sections.If you schedule work for a worker, you can exceed number of work hours, compared to the calendar setup for the worker. If you exceed number of work hours for a worker, the day is marked with an orange line on the Planning board, and a note regarding "no available hours" is shown on the work order. Example: Workers have been asked to work on a Saturday or Sunday, which is not part of their standard work schedule.

Color codes explained

Schedule a work order or work order job

A planner can easily schedule and reschedule work orders to workers on the Planning board.

On the Mobile Client, the worker gets an overview of the jobs scheduled to him or her in the list "Work scheduled to me", which is available in the Work orders module. Read more about the Work orders module in the document "Mobile Client Training Material for Dynaway Mobile - Assets and Work orders".

  1. On the Planning board, select the period you want to schedule work orders for.
    1. Select a period button - Day or Week or 14 days - as you require.
    2. On the calendar ribbon below the period buttons, select the period you want to schedule work orders for.
  2. Select the work order or work order job you want to schedule in the work order list section on the right side of the screen.
  3. Drag-and-drop the work order or work order job on the date to the worker who should complete the job(s). Now, you've made a scheduling proposal.
    1. When you start to create a schedule proposal, the buttons Reset and Save are shown at the top of the screen, indicating you're in 'edit' mode and have not yet saved scheduling changes.
    2. In 'edit mode', the Workers list and the Calendar filters are inactive.
  4. Select Save to confirm / commit scheduling proposals. The Reset and Save buttons disappear from the screen because you're no longer in 'edit' mode.
  5. If you want to reschedule, drag-and-drop the work order or work order job to another date and/or worker in the calendar view. Remember to save again to confirm rescheduling.

Reschedule work order jobs

When you've scheduled a work order or work order job in the calendar, there are several ways you can view job details or reschedule, if required.

Example: Two work orders have been scheduled for a worker, and an orange line is shown on the work day, indicating that the worker is overbooked, compared to his or her work time schedule.

Work order schedule on the planning board

Reschedule or unschedule work order jobs

  1. In the calendar view, select the 'right arrow' button"[number of] Schedules" link to see related jobs. The work order and all related jobs are shown in the work order list section on the right side of the screen (see figure below showing the work order list section with WO-000236 expanded).
    1. If you want to delete the schedule for some of the work order jobs included in the work order, select the blue button on a work order job in the work order list section.
    2. You can reschedule a work order job by selecting it from the work order list section and dragging-and-dropping it to another worker or date in the calendar.
  2. Save your changes to confirm / commit scheduling proposals, or select the Reset button if you want to cancel the rescheduling proposal. Example: In the figure "Reschedule to different worker", two work order jobs from Work Order 000236 (shown in the figure "Select a work order list") have been rescheduled to a colleague to solve the problem of overbooking.

Select a work order list
Reschedule to different worker

View work order details and job details

In the work order list section on the right side of the screen, you can view details of work orders and work order jobs:

  • Select a work order to expand it and show work order jobs
  • Select a work order job to see job details

In the calendar area, you can see details of scheduled work orders and work order jobs, and you have more options for job scheduling.

If you've made a scheduling proposal but have not yet saved the changes, and you leave the Planning board module to continue work in another module on the Mobile Client, the changes are saved in cache and will be shown when you return to the Planning board module. The unsaved schedule proposal will only be available on the current device, meaning the scheduling proposal will not be shown if you log in on another browser, or another mobile device or computer.

Note

The company selected in Dynamics 365 for Finance and Operations provides the basis for the dates and times of work order job schedules. For example, scheduling a work order job to 7am means 7am in the time zone of the selected company. All dates and times are stored in UTC format in Dynamics 365 for Finance and Operations , meaning if you open the Planning board in Denmark, Danish local time is displayed, and if you open it in the United States, US local time is displayed.

If absence registrations have been made for a worker in the Time and attendance module in Dynamics 365 for Finance and Operations, you see them as registrations in gray color with the text "Absence" on the Planning board, including number of hours registered.

Split work order jobs

During scheduling, you can split a work order job schedule on the Planning board. This means one work order job schedule is split in two.

Example 1: The split functionality may be useful if you have a large job with many planned work hours that you need to break down and allocate to different workers on different dates.

Example 2: You may have a job shown as one work order job that requires two workers to be completed.

  1. On the Planning board, select the work order job you want to schedule and split.
  2. Drag-and-drop the work order job on the date to the worker who should complete the task.
  3. Select the work order job, and select the Split button. The proposal on the screen splits the work order job in two, based on forecasted work hours. You can edit work hours and also add more work hours to each work order job, if required. Select Save in the pop-up window to save the job as two work order jobs.
  4. The two work order jobs are shown on the same date. You can move one or both of them to another date for the same worker, or you can move one or both jobs to another worker on the same date or another date.

Note

If necessary, you can split a work order job several times, following the procedure above.

Merge scheduled work order jobs that were previously split

If required, you can merge work order jobs from the same work order after you've split them.

Example: You split a work order job in two work order jobs and scheduled them for two workers, but now, one worker has been allocated to other jobs. Therefore, you want to reschedule one work order job to the not-so-busy worker. When you drag-and-drop the split work order job to reschedule, a message is shown, informing you that you can merge the schedules (because they come from the same work order job). Select OK if you want to merge the jobs to become one work order job.

Note

The merge functionality can be used for work order jobs if you've used the Split work order jobs or Auto-split work order card or work order jobs functionality.

Auto-split work order jobs

Apart from using the split work order functionality described in the previous chapter, the Planning board also has an auto-split function, meaning you can split a work order card or work order job into several work order cards or work order jobs. Hours are divided evenly according to available capacity for the worker.

Example: A work order job contains many work hours, for example 30 hours, and you want to schedule the job for the worker on several days and use all available capacity for that worker.

  1. First, consider the total number of work hours you're going to split. In order to split a larger number of work hours, for example 20 or 30 hours, ensure that you have a period shown on the screen that includes available capacity. Use the Calendar filter to select an appropriate filter and period.
  2. On the Planning board, select the work order card you want to schedule and auto-split.
  3. Drag-and-drop the work order card to the first date that the worker should start working on the job.
  4. Select the work order card, and select the Auto-split button. Work hours are evenly distributed on several work days, according to available capacity for the worker.

Note

If the period shown on the Planning board does not have enough capacity for all hours, the remaining hours are shown on the last available date on the screen. In that case, either use the split work order jobs functionality to distribute the remaining work hours to the same or other workers. Or, you can continue to use the auto-split work order functionality and select a longer period to be shown on the screen. You must save your changes before you can change the period view on the screen.

If a worker has a work day from 8am to 4pm and already has a scheduled job from 10am to 11am, automatic scheduling is done from 11am onwards. If you want to make a schedule from 8am to 10am, that scheduling must be done manually by planning on exact time.

Planning on exact time

When you schedule work order jobs as described above, they are added to a worker's work day in the sequence they are scheduled. The first job begins when the worker starts the work day, according to his or her work calendar. Subsequent jobs are added sequentially to the work day. This means that the start time of a job is the next available time. An orange line is shown under the worker's name if the worker is overbooked, compared to the work calendar.

It is possible to schedule work order jobs in more detail on the Planning board, meaning you can change duration and scheduled start time on a work order job. This detailed planning can be done when you have first scheduled a work order job to a worker, as described in the Schedule work order jobs and Reschedule work order jobs or view job details chapters.

  1. On the Planning board, select the planned work order job. The details view of the work order job opens.
  2. At the bottom of the pop-up window, you see scheduled start time and duration in the Start and Duration fields. Edit those fields as you require.
  3. Save the changes.

Note

If you use planning on exact time functionality on the Planning board, be aware that if you change scheduled start time for a work order job, other jobs are not automatically updated if they overlap.

Create planning notes

You can add virtual notes on the Planning board for specific workers on specific dates. A planning note is typically used by a planner to remember deviations on the current day for a worker, compared to the worker's standard work time schedule.

Example 1: A worker is busy a part of the day, participating in a department meeting.

Example 2: A worker calls in sick in the morning, and the planner creates a note to remember not to allocate any jobs to the worker on that day.

  1. In the Planning board calendar, find the worker and the date you want to create a note for. Select the date field, and select the note button that appears.
  2. In the Notes pop-up, select a Category.

Note

The Category field is only available if planning note categories are set up in the Dynaway mobile module.

  1. Select Start time and enter Duration of the meeting or event.
  2. Add Notes as you require.
  3. Select Save to add the note to the calendar.
  4. Select Save on the Planning board to update it.
  5. If you want to delete a note, select it on the Planning board, and select the Delete button. Then select Save on the Planning board to update it.

Note

In general, a planning note is used for worker-specific information that the planner must remember. If your company uses Time and Attendance functionality in Dynamics 365 for Finance and Operations, planned absence registrations are automatically shown on the Planning board.

In Dynamics 365 for Finance and Operations > Dynaway mobile > Common > Asset management > Planning notes, you can get an overview of all planning notes created for all workers shown on the Planning board.

Validate scheduling

When you use the Planning board, it provides flexibility in terms of planning. For example, you're able to overrule calendar setup if you've called workers to work on a Sunday, at a time when they are not normally at work.

When you schedule a job to a specific worker on the Planning board, you make a scheduling proposal, which is validated. You see a warning on the screen if scheduling conflicts occur, for example:

        • The worker calendar is not open / no available work time.
        • The worker is scheduled to work on other jobs.
        • The worker does not have the skills or certificates required to do the job.
        • The worker is not set up with the trade and related certificates required to do the job.
        • The same job is scheduled multiple times to the same worker on the same start date and time.
        • The asset has other reservations.
        • Scheduling date and time are in the past.

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