Update the Company Planning Board when the planned date/time of the work breakdown item changes, or to assign a different staff member to complete the work. NEW 4.8
*Synergy Enterprise Feature*
Tips:
Update the Company Planning Board when:
Tip: Adding a staff member to the scheduled task, shows the task in their My Schedule plugin on the My Synergy dashboard, and displays the task in their timesheet history on the scheduled date.
Update an appointment to change which staff member is allocated to complete a task, or change the length of the appointment. Double click an appointment item in the planning board, and the edit appointment window opens.
The following is shown in each of the drop down lists:
The appointment for Robert Howard's site inspection has been added to the project. The task was initially scheduled for October, however Robert was not able to complete this work. Edit the appointment to re-schedule the task.
To change the date of the appointment:
Click the image above to view the date/time of the appointment being updated.
After checking the Company Capacity Board the staff member assigned to the task is not available to complete the work. The appointment in the planning board needs to be updated to a staff member that is available.
To change the staff member on the appointment:
Schedule a staff member to work outside of office hours
When planning an appointment the default scheduled hours total used is based on the office/staff calendar settings. This means that if you have set the start / end time of the appointment to be greater than those hours, only the max office hours is shown as the total scheduled time for the appointment in the capacity report. Uncheck the 'Use working hours to calculate capacity' box on a planning board appointment if you want to plan a staff member to work overtime, or outside normal office hours on weekends.
Example: Robert Howard is planning to work extra hours on a project task to meet a deadline. He will be working an 11 hour day to complete the Design work. The normal office hours are set to 8 hours. Unchecking the working hours box on the appointment will show that Robert will work 11 hours instead of 8 hours on this date.
Change the appointment to use working hours by:
Click the image above to view the check box on the appointment for scheduled vs working hours.
Click the image above to see the appointment on capacity board using scheduled hours.
Tip: Uncheck the working hours box to plan staff members to work on weekends, and have that task show in the My Schedule plugin and timesheet history for that staff member.
After using the 'By Staff' display option, it was noticed that the staff member 'Simon' has been double booked on the 7th December. Two appointment have been scheduled for Simon on this date that will run for the entire day. The first appointment is scheduled to run across three days, and the second runs for a single day. The single day appointment cannot be moved, as another manager has a description entered which states ' This appointment cannot be moved, confirmed work'. Due to this the last day of the three day appointment must be moved to the following week.
To move one day of a multi day appointment:
The delete option can be used if the appointment has been scheduled on the wrong date, or if the project work for the task is no longer required.
To delete a scheduled item:
Tip: Delete is allowed for all scheduled items, even if the item is marked as complete, or if transactions have been allocated to the item via staff timesheet entry.
Other tips for updating the Planning Board:
In the planning board hover the mouse over a scheduled item, and more details are shown.
The details shown in the hover box are:
Click the image above to view the task hover box. The hover is shown over the 'Report' task scheduled.
The Projects to Schedule panel displays the columns Budgeted and Scheduled. This information is shown next to each Work Breakdown item. This allows you to view the number of units entered in budget within the work breakdown structure, and use it as a visual check that an item is not over-scheduled on the planning board. Check this before adding new appointments to the planning board to attempt to keep the Project Budget on-track.
Click the image above to see an item which is over scheduled, where more hours in schedule than were in the budget.
Try using the following views on the planning board before updating or adding new appointments.
Looking for more help? Try reviewing the following Micro Level topics about Planning at the Project level: View Topics
Or try reviewing the following Macro Level topics to plan at a Company level: View Topics
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