Work Order Scheduling

Lucity's Work Order module works with the Work Scheduler tool to display Work Orders in a calendar format. The tool allows an agency to visually analyze how its workload is distributed.

To display a Work Order in the Work Scheduler, the system must have the following Work Order data:

• Start Date/Time - Establishes the calendar date and time of day that work will begin.
• Projected Completion Date/Time - Sets the date and time that work is expected to end. A user may enter this information manually or allow the system to determine the date/time.
  • To manually enter the date/time, make selections in the Projected Compl fields and check the Lock field to prevent Lucity from performing its own calculations.
  • When Lucity defines the Projected Completion Date/Time, it bases its calculation on:
    • the estimated duration of the Work Order's Main Task or the duration specified on the PM record that generated the Work Order (if applicable);
    • the Work Order's Start Date/Time; and
    • the number of hours that the assigned Employees work per day.

Together, these values enable the Work Scheduler to display the Work Order on its calendar.

Setup

Estimated Duration

Lucity determines the estimated duration [Duration Est(Hrs)] of a Work Order by checking two sources for default data:

• The Est Task Duration(Hrs) field on the Task Setup record that's related to the Work Order's Main Task. This field stores an estimate of how long it takes to complete the Task.
• The Est Duration(Hrs) field on the PM/Template record that generated the Work Order (if applicable). This field stores an estimate of how long it takes to complete the work assigned by the PM.

The value the system locates is carried over to the Work Order's WO Duration Est(Hrs) field.

If neither value exists, you may enter the Duration Est(Hrs) manually. You may also overwrite the default by entering your own value and checking the Lock option, which prevents Lucity from calculating the figure.

Note: If a Work Order created from a PM has values for both the estimated task duration and the estimated PM duration, Lucity applies the estimated value of the PM as the estimated value of the Work Order.

Setting Default Task or Work Order Duration Estimates

An agency can establish default Est Duration (Hrs) for a Task or Work Order using either a manual or automatic process:

• Manually
  • Open the relevant Work Task Setup record and enter the number of work hours it should take to accomplish the work in the Est Task Duration(Hrs) field.
  • Open the relevant PM/Template record and enter the number of work hours necessary to complete the job in the Est Duration(Hrs) field.
• Automatically

  Agencies can opt to let Lucity analyze historical data to determine how long it will take to complete a Task or Work Order.

  • Calculate the Work Task Setup record's Est Task Duration (Hrs) value by running the Work Task Setup > Calculate Estimates From Historical Data toolkit. The system collects the Start Date/Time and End Date/Time from closed Work Orders with the same Main Task and calculates the average number of work hours it took to complete the task.
  • Calculate the PM/Template record's Est Duration(Hrs) value by running the PM/Template > Calculate Estimates based on Historical Data toolkit. The system collects the Start Date/Time and End Date/Time from all closed Work Orders that were generated from the PM and calculates the average number of work hours required to complete the task.

    Note: The "Enter the Minimum Number of Linked WOs required to update the Est Duration" Work Option controls how many historical Work Orders must exist in order to run the Toolkit.

Setting Work Schedule Defaults for Your Organization

The following settings, located under Work Options, allow an agency to configure the length of its standard work day and the time work starts each day.

• Default Number of Hours worked Per Day - Establishes the standard number of hours that most employees work in a day. Lucity uses this number to determine how many hours of a Task can be accomplished in a work day.
• Default Work Order Start Time - Establishes the time that work typically starts each day. Lucity uses this input to determine a Start Time for Work Orders.

Setting Default Work Hours for Supervisors or Lead Workers

Supervisors or lead workers may work hours that differ from the majority of employees; therefore, administrators can adjust their hours on an individual basis.

• Open the Work > Administration > Work Flow Setup > Employee Setup module and enter an Hours per Day value for any Lead Worker or Supervisor who does not work the agency's Default Number of Hours worked Per Day.
• When performing calculations, Lucity gives the work hours stated on the Employee Setup record precedence over the Default Number of Hours worked Per Day setting in Work Options.

Setting Default Work Hours for Crews

Certain work groups may work hours that differ from the majority of employees; therefore, administrators can adjust hours for established Crews.

• Open the Work > Administration > Work Flow Setup > Crew Setup module and enter an Hours per Day value for any Crew that does not work the agency's Default Number of Hours worked Per Day.
• When performing calculations, Lucity gives the work hours stated on the Crew Setup record precedence over the Default Number of Hours worked Per Day setting in Work Options, as well as over the Leadworker's or Supervisor's Hours Per Day.

How It Works

• A user creates a Work Order and selects the Main Task, which, in turn, sets the Work Order's WO Duration Est (Hrs).
  • If the Work Order was created from a PM, the WO Duration Est (Hrs) value is carried over from the PM record's Est Duration (Hrs) field.
• The user chooses the Start Date and Start Time.
  • If the Start Time field is empty when the Work Order is saved, the system automatically sets it to the Default Work Order Start Time (HH:MM) and proceeds with the rest of the duration calculation.
• The system then checks the Default Number Of Hours Worked Per A Day to determine the duration of a work day.
  • If the Work Order has an assigned Leadworker with specific Hours per Day, the system uses that figure, rather than the agency default.
  • If the Work Order has an assigned Crew with specific Hours per Day, the system uses that figure, rather than the agency default or the Supervisor's or Leadworker's personal defaults.
• The system then calculates the Projected Completion Date and Project Completion Time.
  • It begins counting from the Start Date/Time until it reaches the number of hours in the WO Duration Est (Hrs) field.
  • If the amount of time required for the Task extends beyond the end of the work day, the system rolls into the next work day and continues counting until it it reaches the stated number of work hours.
• The Work Order now appears on the Work Scheduler.
• Each time the Work Order is saved, Lucity checks whether its Start Date/Time have changed. If they have changed, the system recalculates the Work Order's Duration Est (Hrs).