Browsing into Project

Project enables access to employees schedules in a yearly, monthly or weekly calendar:

The Schedule menu displays a monthly, yearly or 4-month calendar. This menu has two views: the Project view, that displays all scheduled projects and the Employee view, that displays employee schedules.
The Calendar menu displays a weekly calendar and helps organize employee schedules in a timestamped view.
The Estimated Workload menu gives a yearly view of the workload per project, to prevent workload escalation within the year.

Important

User partitioning is applied on the Project portal. When a user is limited to one or more companies, divisions, entities, projects or customers, the projects and employees displayed will be filtered accordingly.

Each scheduled item displayed in the calendar appears in a block. Schedules can be displayed in three ways:

Through filters applied to projects, resources and scheduled items, in order to target all schedules displayed in the calendar. No scheduled item is displayed by default when accessing a view without selecting a filter. Filters should always be applied in order to display the relevant scheduled items.
Through display options, that help differentiate between targeted scheduled items, by adding indicators or displaying / hiding some information.
Through categorizing options accessible from the Schedule and Estimated workload menus, that help filter the list of displayed resources.

The filters, display options and categories are saved as the user switches from a view to another, even if the displayed timeline differs. As such, the user maintains the same display options and context. However, display options that are not available in a view may not be saved.

Example

From the Schedule menu, the Scheduled rate will be displayed in any monthly or yearly calendar when the user is in Employee view. However, due to incompatibilities, that option will not be displayed in the 4-month view when the user displays the Calendar menu in Project view.

The timeline displayed on the calendar is also saved. Once selected, the timeline remains unchanged even if the user changes the menu, the view, filters, or even if a favorite is applied.

What are the displayed resources?

What are the projects displayed in Project view or in the Estimated workload menu?

When the user is in Project view or in the Estimated workload menu, ongoing projects are displayed based on the selected timeline (and applied filters).

An ongoing project is a project with a state code for which the Schedule option is checked (General setup > Project > Project status code).

The setup for the Schedule line in General setup > Project > Locking of project, phases and sub-phases is also taken into account:

The project will not be displayed if the Operational start date option is checked and the production is scheduled to end before the displayed timeline
The project will not be displayed if the Operational end date option is checked and the production is scheduled to end before the displayed timeline
The project will not be displayed if the Administrative closure option is checked and the project is already closed

A project will be displayed in Project view if its start date falls within the selected month. In this case, days preceding the project’s start date are shaded. Similarly, a project will be displayed if its end date falls within the month displayed in the calendar. In this case, the days following the project's end date are shaded.

The project time spans are also displayed in the Estimated workload menu. The months preceding the project's start date and coming after the end date are shaded.

Who are the employees displayed in Employee view or in the Calendar menu?

When the user is in Employee view or in the Calendar menu, a list of active employees will be displayed based on the selected timeline (and applied filters).

An employee will not be displayed if:

the arrival date in the company comes after the displayed timeline,
the exit date from the company comes before the displayed timeline.

In the resource list, the Multi-compagny assignment label is added below the name of an employee assigned to several companies. As such, the planner can see all the scheduled tasks of a multi-companies employee (depending on how user partitioning was done).

How are private projects managed?

If scheduled items are linked to private projects or to projects the planner cannot access:

The said items will not be displayed in Project view or in the Estimated workload menu.
The said items will be displayed in Employee view or in the Calendar menu, but with no detailed information. The item and its duration will be displayed, but with no details on the project to which the item is linked. No action can be carried out.

Browsing into the Schedule menu

The Schedule menu helps the planner create scheduled items in a monthly, yearly or 4-month view. The Schedule menu can be accessed:

by clicking on the Schedule menu on the left side of the screen, to access the home page without any filters applied,
from the Favorites menu on the left side of the screen, by clicking on a favorite that was saved from the Schedule.

Two view modes are available from the Schedule menu:

The Project view, that displays the list of ongoing projects and associated schedules.
The Employee view, that displays the list of active employees and their schedules.

Click on the Project or Employee view up at the top right of the Project screen, depending on your needs. The lines displayed in the calendar and the available display options will vary depending on the selected view.

Browsing through the Calendar menu

Important

The PLG_HORODATE management rule must be activated from the Application Desktop to display the Calendar menu.

The Calendar menu helps the planner schedule with more precise time slots in a weekly calendar. The Calendar menu can be accessed:

by clicking on the Calendar menu on the left side of the screen, to access the home page without any filters applied,
from the Favorites menu on the left side of the screen, by clicking on a favorite that was saved from the Calendar,
from the Schedule menu in Employee view only, by right-clicking on a resource and selecting Open calendar. The relevant employee will be automatically selected as a filter.

Managing the employee list

The Calendar menu displays the weekly calendar of the employees selected in the Employee list. The employees available in this list depend on the applied filters, the same way as for the list of employees in the Employee view of the Schedule menu.

To display the list of employees, activate the Employee list pane at the top right of the Calendar menu. From this list:

select an employee to display the associated scheduled items,
unselect an employee to hide the associated scheduled items.

By default, the first 10 employees that correspond to the filters applied are checked. You can select or unselect up to 30 employees, making sure the schedule remains readable.

Specific colors are randomly assigned to employees in order to differentiate them. Once assigned to an employee, the color remains unchanged. This color is used both in employees' checkboxes in the Employee list and for the colored schedule blocks. Therefore, the various colors assigned help differentiate between employees' schedules.

From the Employee list:

Search for one or more employees by entering the first three letters of their name in the search field . The list automatically displays the relevant employees.
Select or unselect up to 30 employees in the displayed list.
Click on or to sort the list in alphabetical order or the reverse. The sorting is applied on the employee's last name.

Browsing through the Estimated workload menu

The Estimated workload menu provides access to a workload schedule, with the same filters applied than in the Project view of the Schedule menu. This menu helps visualize scheduled tasks in a yearly calendar, to prevent workload escalation within the year. The Estimated workload menu can be accessed:

by clicking on the Estimated workload menu on the left side of the screen, to access the home page without any filters applied,
from the Favorites menu on the left side of the screen, by clicking on a favorite that was saved from the Estimated workload menu.
from the Schedule menu in Project view only, by right-clicking on a resource and choosing Open estimated workload. As such, the relevant project is automatically selected in the filters.

Filtering scheduled items

To display scheduled items in the Schedule, Calendar and Estimated workload menus, you have to use filters: if no filter is selected, no scheduled item is displayed.

There are two types of filters:

Full filters: scheduled items that do not match a full filter are displayed in the calendar but shaded; a color border helps identify the type of item.
Resource filters: resources that do not match a resource filter are not displayed; both the employees or the projects are hidden.

The values available for the following filters depend on the type of partitioning applied to the planner: company, division, entity, project, customer.

The type of filters available vary depending on the context:

From the Employee view in the Schedule menu and from the Calendar menu, filters help filter the way employees and their scheduled tasks are displayed.
From the Project view in the Schedule menu and from the Estimated workload menu, filters help filter the way projects and associated tasks are displayed.

Filters are combined with a logical AND. However, if you enter several values for the same filter, these filters are combined with a logical OR.

Example

In Project view, you enter two Employee-related filters, with John Smith and Mary Carter as values, and a Customer-related filter with Customer A as the value.

The calendar will therefore display all the projects linked to Customer A and the tasks scheduled either for John Smith or for Mary Carter.

To apply those filters:

Click on

in the filters area, at the top of the Project screen, and select the type of filter you want to apply.

The type of filter is selected. The filter's icon is displayed on the left of the filters area and the name of the filter field shows Filter by Type of filter.

Enter at least three letters in the filter's field, to open the list of values relevant to your search, then select the filter you want to apply.

Tip

Press F2 in the filter's field to directly open the list of all the values available for the selected filter.

The selected value is applied as a filter and the calendar is automatically updated.

Repeat this action for as many filters as needed.

Note

When using the Additional skills filter, the various levels of additional skills are displayed in brackets.

Managing how scheduled items are displayed

The calendar of the different menus displays ongoing scheduled items that match the filters applied and the timeline selected.

An ongoing scheduled item is an item linked with:

a phase with a state code where the Schedule option is checked (General setup > Project > Phases status code)
a sub-phase with a state code where the Schedule option is checked (General setup > Project > Sub-phases status code)

From the Schedule menu, each scheduled item is represented by a colored block in the calendar. The color varies depending on the project in order to differentiate between external, internal and leave projects. The caption associated with the color code is displayed at the bottom of the calendar. If the display option Quotation schedules is activated, schedules generated from a customer quotation are displayed in a white background.

Reference

For more information on how to customize colors assigned to scheduled items, refer to Customizing the color of scheduled items.

Each block displays specific information. To show further information, hover over a schedule block to display more details in a tooltip. You can also click on a schedule block to open a form, on the right of the screen, with comprehensive information on the scheduled item.

Reference

The information displayed by default can be customized. For more information, refer to Customizing the information displayed in a schedule block.

Using display options

Display options are used to highlight some scheduled items or modify the way items are displayed in the calendar. These options are found above the calendar.

Click on an option to activate or disable it. Disabled options are shaded.

Display options of the Schedule menu

Display option	Description
Validated items	When this option is activated, validated scheduled items are displayed as shaded and transparent, to highlight the scheduled items that are not yet validated.
Done items	When this option is activated, scheduled items which have already been done are displayed with the icon added at the top left of the schedule block.
Scheduled rate (in Employee view only and not available in the 4-month view)	Important To show the Scheduled rate display option, the PLG_TACE management rule must be activated and set up. Reference For more information on the PLG_TACE management rule, refer to Management rules. When this option is activated, the scheduled rate excluding holidays is displayed (in percentage) in the first column of the calendar, below the name of each employee. The calculation rules of the scheduled rate are set up in the management rule. For the timeline, the calculation is based on the 1st day of the month until the last one. The following color code is used: when an employee scheduled rate stands below 100%, meaning the employee still has empty time slots. when the employee has been scheduled for the entire displayed timeline. when the employee scheduled rate exceeds 100%, meaning the employee is over-scheduled. Hover over the scheduled rate indicator to display, in a tooltip, the number of scheduled days, validated leaves and worked days used to calculate the scheduled rate.
Quotation schedules	When this option is activated, scheduled items generated from customer quotations are displayed in the calendar. Quotation schedules are displayed in a white background and their color code differs from the one used for schedules. When a quotation becomes an invoice, all the schedules linked to it are now considered as standard scheduled items. Note Until they are validated, quotation schedules are not taken into account when calculating an employee's workload, occupancy and scheduled rates.
Under/Over-scheduled days	When this option is activated, an icon appears at the bottom right of the box allocated to a day, to display: under-scheduled days, with the icon ; over-scheduled days, with the icon . This icon is displayed on days that have scheduled items (validated or not, done or not) which duration does not cover a full day.
Expanded	When this option is activated, all the schedule blocks of a day are displayed. As a result, the line height will vary depending on the number of items scheduled for a day. When this option is disabled, only one schedule block is displayed if several items are scheduled for the same day: either the main item (that is the item with the longest duration), or the item that was recently created when all scheduled items have the same duration. Additional items are displayed in a +X format. Click on +X to open a pop-up window that will display all the scheduled items for the selected day.
Weekends	When this option is activated, the days of the weekend are displayed in the calendar. When this option is disabled, the calendar runs from Monday to Friday.

Display options in the Calendar menu

Display option

Description

Validated items

When this option is activated, validated scheduled items are displayed as shaded and transparent, to highlight the scheduled items that are not yet validated.

Weekends

When this option is activated, the days of the weekend are displayed in the calendar.

When this option is disabled, the calendar runs from Monday to Friday.

Adding a project to the calendar

It is possible to add a project to the list of projects displayed in the calendar, when you are in Project view in the Schedule menu, or from the Estimated workload menu. It can be:

a project that does not correspond to applied filters,
from an employee's detailed view, a project that does not have a scheduled item allocated to this employee.

Click on Add project at the bottom left of the calendar.

In the Project field, enter the code or the name of the desired project, or open the drop-down list to display all available projects.

Choose a project and click on Validate.

The selected project is added to the calendar, including all its scheduled items.

You can therefore add scheduled items to a specific project or, from an employee's detailed view, allocate scheduled items to a project which is not linked to that employee.

Note

Added projects will not be saved if you refresh the page. Allocate an employee to the added project if you want it to be displayed in that employee's detailed view the next time you access it.

Adding an employee to the calendar

It is possible to add an employee to the list of employees displayed in the calendar, when you are in Employee view in the Schedule menu, or from the Calendar menu. It can be:

an employee that does not correspond to applied filters,
from a project's detailed view, an employee who does not have a scheduled item on that project.

Click on Add employee at the bottom left of the calendar.

In the Employee field, enter the code or the name of the desired employee, or open the drop-down list to display the list of all available employees.

Choose an employee and click on Validate.

The selected employee is added to the calendar, including all his/her scheduled items.

You can therefore add scheduled items to a specific employee or, from a project's detailed view, allocate scheduled items to an employee who was not already associated with that project.

Note

Added employees will not be saved if you refresh the page. Allocate a task to the added employee if you want that employee to be displayed in the selected project's detailed view the next time you access it.

Categorizing scheduled items

Categorizing helps organize and filter projects per categories in Project view, or employees in Employees view.

The levels of categorization available are limited to a maximum of 4 and they vary depending on the selected category. If you choose Employee in Category 1, then only one level of categorization will be available. However, you can also categorize by selecting Main skill > Service > Manager > Category 1, and you will have 4 levels of categorization.

The categories available vary depending on the menus:

From Project view in the Schedule menu and from the Estimated workload menu, categories have common items such as the company or the entity, and items specific to projects (customer, project category, etc.).
From Employee view in the Schedule menu and from the Calendar menu, categories display common items and items specific to employees (manager, service, etc.).

Click on CATEGORY in the calendar's header.

Choose Category 1 from the drop-down list.

Depending on the category that was previously selected, enter Category 2, Category 3 and Category 4.

Click on Validate.

The items displayed on the first column of the calendar are grouped based on selected categories, and categories are sorted in alphabetical order.

Examples

From the Project view, if you choose the Customer category, projects will be grouped per customer (sorted in alphabetical order) as follows: Customer A and its projects > Customer B and its projects > etc.

From the Employee view, if you choose the Service then Manager categories:

Employees will be grouped per service (sorted in alphabetical order) as follows: Sales and the employees of that service > R&D and the employees of that service > Help Desk > etc.
The employees of each service are grouped per manager (sorted in alphabetical order). In the R&D Service: Manager A and his/her employees > Manager B and his/her employees > etc.