1. Open the Work > Planning and Budgeting > Tasks module.
2. Click Add . A new record appears.
3. Select the Work Task (required). (Picklist options are established in the Work Flow Setup > Task Setup module.)
4. In the Setup fields section, select a Department/Fiscal Year.
   • These fields are required and are tied together to represent a department in a particular fiscal year.
   • This selection also auto-populates any related Division, Sub-Division, Area and Sub-Area fields; so, if there are several entries for a single Department in a single Fiscal Year, make sure to select the desired unit.
5. Select a Work Category, if desired.
   • Lucity completes the Asset field if a default Asset Type has been assigned to the Category.
6. If applicable, check the Overhead Item option.
   • When this option is enabled, Lucity omits the Task's cost data from department cost calculations.
7. Identify how much work the department plans to complete during the year:
   1. Enter the desired Units of Asset and Unit of Measure.

      or

   2. Select the Calculate Units of Asset drop-down-menu option to let Lucity supply the total number of units. (This option can be used when the related Category Setup record designates a field to sum or count.)
8. Convert the Asset Units to Task Asset Units:
   1. Enter a Conversion Factor of "1" if no conversion is necessary.

      or

   2. Enter a custom multiplier as the Conversion Factor if the Asset's Unit of Measure differs from the Task's Unit of Measure (such as converting feet/miles) or the department plans to work only on a portion of the asset.
9. Select the Calculate Task Asset Units drop-down-menu option to direct Lucity to calculate this value.
10. Select the corresponding Unit of Measure.
11. Provide information about the department's work capabilities:
    1. Enter the Daily Quantity (the amount of Task Asset Units a crew can complete in a day) and the # of Crews Available.
    2. Enter the number of work hours required of each crew per day (MHs Reqd/CrewDay).
       • The system automatically calculates the Crew Days Needed and Min Crew Days.
12. In the Quantity section, estimate how much work (Est Amt or Est % of Task Asset Units) the department plans to complete on the Task each month. More information on Task Quantity fields
    • Lucity will calculate work estimate totals when you save the Task record.
13. Bypass the Labor Days section. Lucity will generate the estimated cost figures from Resources you'll later link to the Planned Task and generate the actual cost figures from matched Work Orders.
14. Bypass the Cost section. Lucity will generate the estimated cost figures from Resources you'll later link to the Planned Task and generate the actual cost figures from matched Work Orders. More information on Cost calculations
15. In the Specific Guidelines section, select Modify Guidelines to add additional details about the Task. More information about Guideline fields
16. Click Save . The new record appears in the grid.

1. Open the Work > Planning and Budgeting > Tasks module.
2. Click to expand the Planning and Budgeting > Task record for which you want to create a Contractor Resources record.
3. Select the Contractor Resources grid.
4. Click Add . A new Contractor Resources record appears.
5. Use the Resource picklist to select the Contractor you want to link to this Task (required). Options in this list come from the Contractor Setup module.
   • If the related Contractor Setup record specifies the contractor's Unit of Measure and Unit Cost, Lucity automatically copies those values to the Planned Contractor Resource record.
   • If the Unit of Measure and Unit Cost values do not carry over, you must complete these fields manually.
6. Enter the Quantity of work units you expect the contractor to complete this task during the fiscal year.
7. Click outside the Quantity field. Lucity calculates the estimated Total Cost of this contractor's work on the task.
8. Save and close the record. The new record now appears in the Work > Planning and Budgeting > Contractor Resources grid; however, Quantity and Cost data from the Resource record are not included in the Task's Quantity and Cost figures until Lucity Nightly Services runs or you run one of the Perform Cost Update toolkits.

1. Open the Work > Planning and Budgeting > Tasks module.
2. Click to expand the Planning and Budgeting > Task record for which you want to create a Fluid Resources record.
3. Select the Fluid Resources grid.
4. Click Add . A new Fluid Resources record appears.
5. Use the Resource picklist to select the Fluid you want to link to this Task (required). Options in this list come from the Fluid Setup module.
   • If the related Fluid Setup record specifies the Unit of Measure and Unit Cost for the item, Lucity automatically copies those values to the Planned Fluid Resource record.
   • If the Unit of Measure and Unit Cost values do not carry over, you must complete these fields manually.
6. Enter the Quantity of units you expect to use to complete this task during the fiscal year.
7. Click outside the Quantity field. Lucity calculates the estimated Total Cost of the fluid for the task.
8. Save and close the record. The new record now appears in the Work > Planning and Budgeting > Fluid Resources grid; however, Quantity and Cost data from the Resource record are not included in the Task's Quantity and Cost figures until Lucity Nightly Services runs or you run one of the Perform Cost Update toolkits.
   • The new record now appears in the Work > Planning and Budgeting > Fluid Resources grid.

1. Open the Work > Planning and Budgeting > Tasks module.
2. Click to expand the Planning and Budgeting > Task record for which you want to create a Material Resources record.
3. Select the Material Resources grid.
4. Click Add . A new Material Resources record appears.
5. Use the Resource picklist to select the Material you want to link to this Task (required). Options in this list come from the Material Setup module.
   • If the related Material Setup record specifies the Unit of Measure and Unit Cost for the item, Lucity automatically copies those values to the Planned Material Resource record.
   • If the Unit of Measure and Unit Cost values do not carry over, you must complete these fields manually.
6. Enter the Quantity of Units you expect to use to complete this task during the fiscal year.
7. Click outside the Quantity field. Lucity calculates the estimated Total Cost of the material for the task.
8. Save and close the record. The new record now appears in the Work > Planning and Budgeting > Material Resources grid; however, Quantity and Cost data from the Resource record are not included in the Task's Quantity and Cost figures until Lucity Nightly Services runs or you run one of the Perform Cost Update toolkits.

1. Open the Work > Planning and Budgeting > Tasks module.
2. Click to expand the Planning and Budgeting > Task record for which you want to create an Employee Resources record.
3. Select the Employee Resources grid.
4. Click Add . A new Employee Resources record appears.
5. Use the Resource picklist to select the Resource you want to link to this Task (required). Options in this list come from the Employee Classification Setup module.
   • If the related Employee Classification Setup record specifies the class's Unit of Measure and Hourly Rate, Lucity automatically copies those values to the Employee Resource record's Unit of Measure and Unit Cost fields.
   • If the Unit of Measure and Unit Cost values do not carry over, you must complete these fields manually.
6. Enter the Quantity of Units you expect to use to complete this task during the fiscal year.
7. Click outside the Quantity field. Lucity calculates the estimated Total Cost of this employee class's work on the task.
8. Save and close the record. The new record now appears in the Work > Planning and Budgeting > Employee Resources grid; however, Quantity and Cost data from the Resource record are not included in the Task's Quantity and Cost figures until Lucity Nightly Services runs or you run one of the Perform Cost Update toolkits.

1. Open the Work > Planning and Budgeting > Tasks module.
2. Click to expand the Planning and Budgeting > Task record for which you want to create an Equipment Resources record.
3. Select the Equipment Resources grid.
4. Click Add . A new Equipment Resources record appears.
5. Use the Resource picklist to select the Equipment type you want to link to this Task (required). Options in this list come from the Equipment Classification Setup module.
   • If the related Equipment Classification Setup record specifies the class's Unit of Measure and Hourly Rate, Lucity automatically copies those values to the Equipment Resource record's Unit of Measure and Unit Cost fields.
   • If the Unit of Measure and Unit Cost values do not carry over, you must complete these fields manually.
6. Enter the Quantity of Units you expect to use to complete this task during the fiscal year.
7. Click outside the Quantity field. Lucity calculates the estimated Total Cost of this equipment class's work on the task.
8. Save and close the record. The new record now appears in the Work > Planning and Budgeting > Equipment Resources grid; however, Quantity and Cost data from the Resource record are not included in the Task's Quantity and Cost figures until Lucity Nightly Services runs or you run one of the Perform Cost Update toolkits.

Part 1: Create a Work Order Task

1. Open the Work Orders module.
2. Select the Work Order record you wish to link to a Planning Task. *The Work Order and Planning Task must have the same:
   1. Category
   2. Main Task
   3. Department, Division, Sub-Division, Area and Sub-Area
3. Select the Toolkit for Work Orders. *Do not select the Toolkit for the Work Order Task.
4. Select General, then select Add Main Task and Sub Task | Select Record. *This option is not available if there is no Main Task assigned to the Work Order.
5. The Main Task from the Work Order record now appears as a subtask in that Work Order's Task grid.
6. In the Work Order > Tasks grid, Open the new Work Order Task record.
7. Set the Task Start Date and End Date within the range of the fiscal year for the Planning Task record.
8. Click Save . The Work Order now appears in the Planning Tasks > Work Orders grid.

Part 2: Link a Work Order to a Planning and Budgeting Task

1. Open the Planning and Budgeting Tasks module.
2. Select the desired Planning Task record.
3. Run one of the Toolkits below. Once the Toolkit is done running, the Work Order should appear in the Planning Task's Work Orders grid.
   • How to match Work Order Tasks to Planning Tasks from all Fiscal Years
   • How to match Work Order Tasks from another Fiscal Year to selected Planning Task
   • How to match Work Order Tasks to Planning Task with same Fiscal Year