Work Scheduler Setup

The Work Scheduler tool requires several setup steps to work.

User Specific Setup

In order to use the Work Scheduler, a user must have a saved filter in the Work Order module. (Otherwise, the Work Scheduler would attempt to display all open Work Orders.) What's more, this filter must be saved as one of the user's own filters, rather than one borrowed from another user.

How to create a Work Order filter

How to copy an existing Work Order filter

System Setup

The Work Order module works with the Work Scheduler tool found in the Lucity Web App Toolbar. The following fields are important for the work order to show up in the work scheduler.

• Start Date - Sets the calendar date that work will begin.
• Projected Completion Date - Sets the expected date that work will end. This can be calculated based on:
  • The estimated duration of the work order's Main Task, or the PM record that generated the work order.
  • The work order's Start Date.
  • The number of hours that the assigned employees work per day.

These two dates together enable the Work Scheduler to display the work order on a calendar.

Setup

Estimated Duration

The estimated duration of work can come from two different sources:

• The Work Task Setup record for the work order's Main Task has an Est Task Duration(Hrs) field that stores an estimate for how long it takes to complete the task.
• A PM/Template record that generates work orders has a an Est Duration(Hrs) field to store an estimate for how long it takes to complete the work assigned by the pm.

The esimated number of hours can be updated two different ways.

• Manually
  • Find a Work Task Setup record and fill out the Est Task Duration(Hrs) with the number of work hours it should take to accomplish the task.
  • Find a PM/Template record and fill out the Est Duration(Hrs) with the number of work hours.
• Automatically
  • Calculate the Work Task Setup record's Est Task Duration (Hrs) based on historical instances of the task using the Work Task Setup > Calculate Estimates From Historical Data toolkits. These toolkits collect the Start and End Date from closed work orders, that use the task setup record as the Main Task, and calculate the number of work hours it took to complete the task. It then finds the average duration and uses that to populate the Est Task Duration (Hrs).
  • Calculate the PM/Template record's Est Duration(Hrs) based on historical instances of work orders using the PM/Template > Calculate Estimates based on Historical Data toolkits. These toolkits collect the Start and End Date from closed work orders that were generated from the pm, and calculate the number of work hours it took to complete the task. It then finds the average duration and uses that to populate the EstDuration(Hrs).
• The Enter the Minimum Number of Linked WOs required to update the Est Duration work option controls how many historical work orders must be associated to the task or PM before the toolkit will run.
• The Est Task Duration (Hrs) or Est Duration (Hrs) is carried over to the work order's WO Duration Est(Hrs) field when the task is used as the work order's Main Task.

Settings Organization Scheduling Defaults

• Default Number of Hours worked Per Day - This work option configures the system with the number of hours that most employees work in a day. This helps the system know how many hours of a task can be accomplished in a day.
• Default Work Order Start Time - This work option configures the system to know what time work typically starts every day. This helps the system calculate a default start time for work orders.

Setting Leadworker defaults

The system knows the default number of hours per a day that employees work but some supervisors or leadworkers lead teams that work different types of shifts, therefore their hours per day can be adjusted.

• Open the Work Employee Setup module and enter the Hours per Day field for any leadworker or supervisor that does not work the Default Number of Hours worked Per Day.
• During the calculations this takes precedence over the Default Number of Hours worked Per Day work option.

Setting Crew defaults

The system knows the default number of hours per a day that employees work but some groups of employees work different types of shifts, therefore their hours per day can be adjusted.

• Open the Work Crew Setup module and enter the Hours per Day field for any crew that does not work the Default Number of Hours worked Per Day.
• During the calculations this takes precedence over the Default Number of Hours worked Per Day work option and the leadworker or supervisors Hours per Day..

How this works

• A user creates a work order and sets the Main Task, which sets the work order's WO Duration Est (Hrs).
  • If the work order was created from a pm the WO Duration Est (Hrs) will come from the pm record's Est Duration (Hrs).
• The user sets the Start Date and Start Time.
  • If the Start Time is not filled out when the work order is saved the system automatically sets it to the Default Work Order Start Time and then proceeds with the rest of the calculation.
• The system checks the Default Work Order Start Time to figure out when the work day starts and then checks the Default Number Of Hours Worked Per A Day.
  • If the work order has an assigned Leadworker with Hours per Day entered this is used instead.
  • If the work order has an assigned Crew with Hours per Day entered this is used instead.
  • These help the system know when the work day starts and when the work day ends.
• The system checks the work order Start Date/Start Time.
• The system then calculates the Projected Completion Date and Project Completion Time.
  • It takes the WO Duration Est (Hrs) and starts counting from the Start Date/Time until it uses up all the hours in the WO Duration Est (Hrs).
  • If the amount of time required for the task takes it beyond the end of the work day it will roll over to the next work day and continue counting until it has used up all the work hours.
• The work order will now show up on the Work Scheduler.