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PlanMill Work schedules User Guide 22032010

1. 00h 0 00h 0 00h 0 00h 0 00h 0 00h 0 00h 0 00 h E edit Doe John Task 1 14 63 16 10 1463 14 63 0 00h Planned 60 00 h 02 02 2009 29 05 2009 Actual 0 00 h Remain 60 00 h E edit Martin Steve Task 2 0 00 0 00 0 00 0 00 0 00h Planned 0 00 h 02 02 2009 29 05 2009 Actual 0 00 h Remain 0 00 h Figure 1 Numbers in the Work Schedules day week month cells Example With the person called John Doe his screen looks initially like this in Work Schedules Month mode Task Assignment February March April May Scheduled Assignment Task 1 Doe John 15h 15h 15h 15h Oh Planned 60 h 2 2 2009 29 5 2009 Actual O h Remain 60 h PlanMill Ltd 2010 www planmill com PLANMILL USER GUIDE 5 11 PlanMill Work Schedules Version 1 0 The 60 hours that was planned and remaining time is divided to 4 months giving every month 15 days Scheduled 0 h means that noone has yet edited the scheduling manually from the Work Schedules and this is an even breakdown of the work Notes In reality the figures would be a little bit different because of national holidays like Easter and Labor Day in the user s calendars and these months would have fewer work days Planned and Remain times will show the same amounts before any actual hours have been reported Planned and Remain will also be updated to Project space gt Task and Assignments tabs Time sheet and reports 2 3 Changing the scheduled work amo
2. Each project contains different price types PlanMill Ltd 2010 www planmill com PLANMILL USER GUIDE 11 11 PlanMill Work Schedules Version 1 0 Request A request is a wish or requirement attached to a certain project as a task and Time reporting Task Time sheet Users Work Schedules Workspace optionally to one or more performers For each performer an assignment is created A request can be related to contacts projects requests and partners Time can be reported for the requests by the performers Refers to vacations leaves or any types of time reporting by a person or employee working in a company or organisation The finish date and optional time of time reporting is entered in the Time reporting field A task is attached to a certain project assigned to one or more performers Allows users to report time for 7 14 or 21 days at a time Time sheet looks like a grid with tasks as rows and days as columns Time is reported as hours 0 5 h 30 min or optionally with start and finish times 9 00 to 11 00 to each cell Normal time Overtime and Travel time are supported in Time sheet Persons or employees in the company listed in the HR database which for example can perform general actions within the PlanMill system Used commonly by the Resource amp Project Manager for tracking tasks requests and their deadlines and shows assignments and performers assigned to the tasks In PlanMill Time Reporting thi
3. and so on Accounts are typically companies that are potential customers prospects or existing customers Refers to the holiday calculation according to Finnish annual holiday law implemented by default Refers to the remaining time measured in hours after the time reports are calculated Store information about your partners affiliates suppliers and other relevant details Enjoy quick access to all critical account data including a company overview key sales data relevant documents partners involved in the account and more Integrated and simple way to store customer related materials and documents All PlanMill activities are by default shared with colleagues Notify by email from any activity if you want instant reaction Description and details of Accounts Contacts Actions and Opportunities parameters Refers to person s with corresponding access rights as a power user and can for example view all absences and accept interruptions in absence request Power User also refers to the system roles of a person with corresponding access rights to the PlanMill system as a whole Refers to specific tasks assigned to one or more performers as an assignment A request has to be related to a project Project requests are also related to contacts partners Time can be reported for each project and can be entered by the performer s after each request A competence is bound to a billable request is based on a project s price list
4. company needs and stick to that for the whole company recommended Next select the period from the calendar selection or other tools Then choose the portfolio projects person team or other filtering with which you want to filter the resource situation 2 2 Numbers in the Work Schedules day week month If you have inserted planned or remaining values for the assignment from the Project space Task Assignment or Plan tabs the period boxes will show the remaining value divided to the whole period of the task See example assigned to John Doe where the planned work schedule is 60 h and remaining time is 60 h inserted from Task form Task Assignment Start Finish Planned Accepted Remain Task 1 Doe John 2 2 2009 29 5 2009 60h 0 60h Task 2 Martin Steve 2 2 2009 29 5 2009 0 0 0 Work schedules PLANMTEE View and edit assigned work gt My workspace gt Work schedules Projects Admi 0 3 Start timer 15 9 2009 18 41 Projects Time LUA aa Work schedules Miguruecy Save New task assignment lt Previous year Next year gt View by day View by week Reset filters View by My active tasks Order by Project Person o Project status Execution Person All active users C C A A O S COE vear ig 203 ia Project Person Task Jan Feb Mar Ap May Jun W Aug EI Oct Nov Dee Scheduled Assigned El Work schedules demo project 0 00h 1463h 16 10h 14 63h 1463h 0
5. mar apr ay in a aoe ETI O Nov Dec senccuie _ assigned Z Work schedules demo project 0 00h 10 00h 0 00h 20 00h 0 00h 0 00h 0 00h 0 00h 0 00h 0000h 0 00h 0 00h 000 h F edit Martin Steve Task 2 10 00 0 00 20 00 0 00 30 00 hh Planned 80 00 02 02 2009 29 05 2009 Actual 0 00 h Remain 80 00 Figure 5 Red circled values show that amounts have been changed also in Work Schedules Red circled values show that amounts have been changed also in Work Schedules by answering Cancel in the Task form but the scheduled amounts show still 10 20 30 hours not 80 hours This can be edited by entering new values to each month cell Answering Ok would have changed the values to 20 20 20 20 80 h After time reports have been saved and accepted for the assignment the Work Schedules will show the actual amount remaining scheduling for all manually scheduled assignments The user interface will show the cells as locked After the time reports have been saved and accepted for the assignment the Work Schedules will show the actual amount remaining scheduling for all manually scheduled assignments The user interface will show the cells as locked PlanMill Ltd 2010 www planmill com PLANMILL USER GUIDE 9 11 PlanMill Work Schedules Version 1 0 Time sheet Week 6 02 02 2009 08 02 2009 gt My workspace gt Time sheet Projects Time list Expenses Work schedules Finances Lock week Week gee 2009
6. x Lnewtasks jg Balance 1335 00 h 01 01 2009 15 09 200 BillionMill PlanMill Project Deployment 12639 Work schedules demo project 12777 E Taski 29 95 2009 EJ Legend O Task late O Accepted O Preliminary B Multiple tir 3a Tota 0 00h 5 00h 0 00h 0 00h 0 001 Reported Comment Creating time reports for demo Overtime Overtime comment Travel time I Figure 6 Work Schedules show the actual amount remaining scheduling for all manually scheduled assignments PlanMill Ltd 2010 www planmill com PLANMILL 11 PlanMill Work Schedules Glossary Absence type Accepted time reports Assignment Accounts Annual holiday Balance Contacts Document Library Import specification Power User Project USER GUIDE 10 Version 1 0 By default the absence type includes Annual holiday Sick leave Sick leave due to child Maternal leave Paternal leave Military leave Unpaid holiday Paid holiday Overtime leave Balance leave Bonus holiday pay Military refresher Layoff and Child care leave Time reports that have been approved by Acceptor and lists the reported time for the request For each performer an assignment is created after a request or requirement attached to a certain project as a task is given to one or more performers Each contact belongs to an account All the users are also shown on the contacts tab Contacts can be linked to actions requests campaigns
7. PlanMill Work Schedules User Guide Version 1 0 Copyright Notice Entire contents copyright 2010 by PlanMill Ltd All rights reserved Reproduction of this publication in any form without prior PlanMill disclaims all warranti s to the accuracy completeness or adequacy of such information PlanMill shall ha ation contained herein of for interpretations thereof The reader assumes sole e its intended results The content expressed herei ject to change 2010 PlanMill Ltd Teollisuuskatu 21C FI 00510 Helsinki info planmill com PLANMILL USER GUIDE 2 11 PlanMill Work Schedules Version 1 0 Table of Contents 1 Getting started in PlanMill Work Schedules 0 c cc ceeeeseteeceseseeeeseseeeeeeaeeesseeeseeseeseeseeeteeateees 3 2 Key functions of PlanMill Work SCHECULES ccecceeseceseeeeeeseeeeeeeseeeetseeecaeeetesaeeeetaeeeeetateeseees 4 2 1 Entering work schedules and choosing correct scheduling accuracy ce ceeeeeeeteeeeeeees 4 2 2 Numbers in the Work Schedules day Week Month cccceccsceceesseesctecseeecsesseeesseeesseeerens 4 2 3 Changing the scheduled work amounts cceceeceeesetseeeeeseeeeecseeeeesscseeeceeeecaesetetaeseeeteeaeeeeetses 5 3 Options in Rel 12 1 using planned and remaining values ce eeeesceeeeeeeeeeeseteteeeeseeeeaeees 6 3 1 Option A Scheduling from empty table oo ccc eeeeeeeeceseeeseeeeeeeesseeteeesasseeeseeaeeetetateees 6 3 2 Option B Scheduling more than tas
8. abs causes the manual scheduling to be out of sync with the new values If assignments have been scheduled for the task you are editing in the task form the task form will ask user if manual scheduling is going to be removed or not when editing remaining amounts or start and finish dates PlanMill Ltd 2010 www planmill com PLANMILL USER GUIDE 8 11 PlanMill Work Schedules Version 1 0 If user answers yes the new remaining amounts will be divided evenly across all periods of the assignment If user answers no the manual scheduling will be kept intact for example like in the table below but the Remain value will be different When the start or finish dates are edited all scheduling outside the task s new start and finish dates will be deleted settings Help Logout Team Revenues Planned h Planned Reported h Accepted h Remain h Total h Martin steve sw 0 00 Remove Add performer Add project team members x Work amounts Schedule has changed Required Remove manually done scheduling from work schedules Figure 4 Picture from Project space task form after changing the assignments amounts A PEAN MITEL Projects Projects Time Finances lt P ar gt View byday View by week ey serve asks o Proiect Person e Project statusi securion Le TA a CE C O fare E Work schedules demo project 12777 a t E a an eB
9. aining in the Project space Scheduling is done directly from Work Schedules An example with Steve Martin looks like this initially in Work Schedules because planned and remain are both 0 hours Task Assignment February March April May Scheduled Assignment Task 1 Martin 0 0 0 0 Oh Planned 0h Steve Actual 0h 1 2 2009 Remain 0h 31 5 2009 Editing the values will also change the assignment planned and remain values also in Project space After actual has become gt 0 h only remain is changed from manual scheduling Actual means the amount of accepted time reports saved to this particular assignment After scheduling manually the assignment will look like this Sz Project space of Work schedules demo project 12777 rs Last modified by Niinioja Marjukka 15 09 2009 18 40 25 gt My workspace gt Tasks Overview Tasks Assignments Plan Team Revenues Task 2 0o Planned Reported Accepted Remain Forecast Performer s E Work schedules demo project 2 90 00 h 0 00 h 0 00h 90 00h 90 00h mo Task 1 edit 60 00h 0 00h 0 00h 60 00h 60 00h Doe John E Task 2 edit 30 00 h 0 00 h 0 00h 30 00h 30 00h Martin Steve Figure 3 Assignment view in Work Schedules after scheduling manually 4 2 Editing remaining amount or start finish dates of task assignment Changing remaining amount or deadlines of a task assignment from Project space Task or Assignment t
10. an help manual scheduling with very long tasks and especially for continuous services with uneven resource load See the table below for a case when the month of April was edited with 50 h The automatically divided remain times were instantly emptied from other months to help manual uneven scheduling After that the user can enter amounts for some of the months or other periods and he doesn t have to manually empty those cells which are not manually scheduled Task Assignment February March April May Scheduled Assignment Task 1 Doe John Oh Oh 50h Oh Oh Planned 60 h 1 2 2009 Actual O h 31 5 2009 Remain 60 h 3 2 Option B Scheduling more than tasks assignments remaining amount causes error message The user cannot exceed the assignments remaining amount when scheduling in Work Schedules otherwise the user receives an error message For example when John Doe has 60 hours remaining in the Task1 assignment and someone tries to schedule 20 10 10 50 90 hours an error message is given and no changes are saved PlanMill Ltd 2010 www planmill com PLANMILL USER GUIDE 7 11 PlanMill Work Schedules Version 1 0 4 Quick guide scenarios in PlanMill Work Schedules 4 1 Scheduling and planning only from Work Schedules In some cases such as continuous services with resourcing needs in only a few periods of the year it is more convenient to assign performers with 0 hours planned and rem
11. erformers assigned to the task e All users assigned as performers have valid calendars for the planning period otherwise Work Schedules will show 0 hours for the persons Work Schedules are a resource management tool for resource managers and project managers Usually team members do not have editing rights but it is generally recommended that everyone can see what work and how much work is scheduled for them for each period Work Schedules also show the absence situation so it can be used for planning annual holidays and so on Preliminary projects are visible in Work Schedules but not in the Time Sheet This allows for resource planning for example for projects in sales stage or early budgeting stage Users can select which projects resource plans one wants to see preliminary execution or both PlanMill Ltd 2010 www planmill com PLANMILL USER GUIDE 4 11 PlanMill Work Schedules Version 1 0 2 Key functions of PlanMill Work Schedules PlanMill Work Schedules allow specific actions for different types of users Below is a description of the common functions for all users 2 1 Entering work schedules and choosing correct scheduling accuracy Start scheduling work from Project space Works schedules filters automatically only that specific project to the scheduling window You can also go to Work Schedules from My workspace directly You can schedule in day week or month mode Choose the one best suited for your
12. heduling Planned and remaining amounts for the assignment are also still 60 hours because the amount has not changed and the same amount was scheduled Note Release 12 1 shows the scheduled amount change in real time even before saving changes This lets the user see if there is a difference between the project plan or the prior scheduling and the scheduling he is doing right now PlanMill Ltd 2010 www planmill com PLANMILL USER GUIDE 6 11 PlanMill Work Schedules Version 1 0 3 Options in Rel 12 1 using planned and remaining values These parameter driven features can be activated by contacting PlanMill support They will enable the features and affect the whole instances 3 1 Option A Scheduling from empty table If manual scheduling is started user enters a value in one of the period cells all of the values divided to the other cells automatically will be removed and the user can start the scheduling from an empty table Example of an assignment where the planned 60 h has been given in the Project space Task Performers Task Assignment February March April May Scheduled Assignment Task 1 Doe John 15h 15h 15h 15h Oh Planned 60 h 1 2 2009 Actual 0h 31 5 2009 Remain 60 h When empty table mode is activated entering a manually scheduled value to a period cell for example 50 h to April will cause all the other period cells in that assignment to become 0 h This c
13. ks assignments remaining amount causes error IT O SSAGO oy cesses E saudondvongeeveiyehsoueodsen EE EE E AOE T 6 4 Quick guide scenarios in PlanMill Work Schedules cc eceeseeseeseeeeeseeseeeeseeeceeseesesseeesenees 7 4 1 Scheduling and planning only from Work Schedules ccececeeseeseeeeeeseeeeeeseteeeeeeseeeceseeeaees 7 4 2 Editing remaining amount or start finish dates of task assignment 7 GLOSSARY nn teas sell aa eee and E a ee ee 10 PlanMill Ltd 2010 www planmill com PLANMILL USER GUIDE 3 11 PlanMill Work Schedules Version 1 0 1 Getting started in PlanMill Work Schedules Work Schedules are used for viewing the resource situation and availability of individual employees as well as the assigned work load of each person or each project for a certain period of time Work Schedules can also be used to edit the work load unevenly for periods of time day week and month Work Schedules shows the load situation in green if no assignments with remaining work exist for a person on a given period It also appears in red color if a person s available capacity calculated from work calendars is exceeded for example if the person assigned has too much work or is overbooked during that period Before planning resources with Work Schedules check that you have valid information in the projects you are scheduling This includes the following e Tasks or requests exist with valid deadlines e Assignments correct p
14. s is useful for checking current resources for the company during multiple projects Also called My Workspace this is the PlanMill dashboard where users can customize screen layouts from different readymade options and can add frames gadgets and widgets PlanMill Ltd 2010 www planmill com
15. unts If the project manager thinks it is best if the work is not scheduled evenly and decides to change the scheduling manually After manual editing Work Schedules will look like this Task Assignment February March April May Scheduled Task 1 Doe John 20h 10h 10h 20h 60 h 1 2 2009 31 5 2009 SA View and edit assigned work Work schedules EE PLANMILL gt My workspace gt Work schedules k Projects V dministratio 7 7 Start timer 15 9 2009 19 15 Projects Time esos Work schedules SAUCU Save New task assignment lt Previous year Next year gt View byday View by week S oceans e OED eor rroen e OESE einer EE ATacivewsers Ln C a Ta A o Ce a Year e 2009 e Ja E C Person Project Task dan Feb Mar Ap May lm JW Ag RT Oct Nov Dec Scheduled Assigned El E Doe John N 20 00h 10 00h 10 00h 20 00h Maa 60 00 h E edit Work schedules Task 1 20 00 10 00 10 00 20 00 60 00h Planned 60 00 h demo project 02 02 2009 29 05 2009 Actual 0 00 h Remain 60 00 h El Martin Steve 0 00h 0 00h 0 00h 0 00h 0 00h 0 00 b 0 00h 0 00 h 0 00 h 0 00 h 0 00 h 0 00 h 0 00 h E edit Work schedules Task 2 0 00 0 00 0 00 0 00 0 00h Planned 0 00 h demo project 02 02 2009 29 05 2009 Actual 0 00 h Remain 0 00 h Figure 2 Changing the scheduled work amounts in Work Schedules Scheduled work amounts are changed to 60 hours because the user has manually changed the sc

PlanMill Work schedules User Guide 22032010

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