Workloading

Workloading allows you to manage staff workload by showing the availability and schedules of users. Both the Logbook and Schedule modules share the same Workloading functionality.

To open the Workloading page:

1. In either the Logbook or Scheduling module, select the Workloading tab.

2. To filter your results, specify any of the following criteria. If no criteria are specified, the schedule will be run for all values.

   • Property – Click the Select link to select a property and display the schedule for a particular property.

     If a property is selected, the Region field is replaced by one or more location fields.

   • Region – Select a value to display the schedule for a particular region.

     If a property is selected, the Region field is replaced by one or more location fields.

   • Location – If a property is selected, additional location fields appear, allowing you to further define a location within the property.

     Location is highly configurable. Your system may display one or more of the following fields:

     • Space/Floor – Select a value to find schedules associated with a particular space or floor. Some systems group spaces and floors together and some use separate space and floor values.

     • Zone – Select a value to find schedules that are associated with a particular zone within the property.

     • Tower/Wing – Select a value to find schedules associated with a particular tower or wing within the property.

     • Floor – Select a value to find schedules associated with a particular floor within the property.

     • Space – Select a value find schedules associated with a particular space within the property. You cannot select a space until after you select a floor.

     • Sub-Space – Select a value find schedules associated with a particular subSpace within the property. You cannot select a subSpace until after you select a space.

   • Activity Group – Select a value to display the schedule for a particular activity group.

   • Type – Select a value to display the schedule for a particular type of work.

   • Sub Type – If you select a Type, this field appears. Select a value to display the schedule for a particular subType of work associated with the selected Type.

   • Schedule – Click the link to display a particular schedule.

   • User Group – Select a value to display the schedule for a particular user group.

   • Assigned To – Select a value to display the schedule for a particular user. Only full users (not guests) are available.

   • Date Range – In the first field, select whether the date range you specify represents the date scheduled or the complete by date. Then, specify the beginning and end dates of the range. For monthly schedules, the range will start with the first day of the month specified.

   • Search Filter – Select a value to display all requests, unscheduled requests only, scheduled only, or project work only.

3. Click the button corresponding to the type of schedules you want to display.

   • DAILY SCHEDULE – Displays daily assigned work orders and estimated labor hours by date and the Assigned To employee. This display is especially helpful in reassigning work orders to balance the work load for one or more days. Open work orders can be easily reassigned from this page without navigating to other pages. 

   • MONTHLY SCHEDULE – Displays a monthly calendar with total assigned work orders and total estimated labor hours by the Assigned To employee. For example, an entry of "Smith, F. (2) 4.00" would indicate that there are two work orders assigned to Fred Smith for that day, with a total of 4 labor hours among those work orders. 

   • DAILY LABOR HOURS – Displays actual labor hours by labor date, employee and work order.

   • MONTHLY LABOR HOURS – Displays actual labor hours by employee in a monthly calendar view.

Worker Availability

A link to the Worker Availability page appears on the Schedule Workloading page. Clicking this link opens another window containing the Worker Availability page.

The Worker Availability page allows you to designate a backup person to serve as a replacement for an employee for work order assignment over a given period of time. This feature is useful to allow work orders to be automatically reassigned while a particular person is unavailable, for example, on vacation or out of town on a project. This feature is used only for the initial assignment of new work orders; it does not reassign existing work orders. For more information, see Worker Availability.

Reassign Work

From the Workloading page, you can reassign work from one user to another. Work can be reassigned from the Daily Schedule page. You can either display the monthly schedule and click the name of the user whose work you want to reassign, or open a Daily Schedule page for all users. If you use the Daily Schedule button, you can specify a date range and display the daily schedule for several days.

To reassign work:

1. Open a Daily Schedule page containing the work requests that you want to reassign.

   All of the work orders scheduled for each day in the selected date range are displayed.

2. For each work request you want to reassign, select a new assignee in the Assigned To field.

3. Click UPDATE.

   If you are reassigning requests for multiple days, clicking any UPDATE button updates the assignments for entire page.

   Notifications are not immediately sent when the work is reassigned. When you click UPDATE, the You have unsent email notifications link appears above the list of work orders. Click this link to send email notifications to the users the work was reassigned to. If this link is not displayed, clear the value in the Assigned To criteria at the top of the Workloading page and reload the page.

   Clicking this link sends notifications to all of the reassigned users. You cannot elect to notify certain users and not others. If you do not click this link, all unsent notifications remain in the unsent message cue and will be sent out when this link is clicked at a later time.