Availability Planning—Exercises

Basic Data Setup

Purpose: The purpose of this exercise is to set up the basic data required for running this particular functionality. To enter this data, follow the instructions in the  Administer Employees, Administer Wage Codes and Administer Working Hours Schedules exercises. If you have completed these exercises, the data you need should already be in the database, and you can proceed directly to the main exercises.

Main Exercises

Purpose: The purpose of this lesson is to show you how to operate the graphical scheduling window. How to assign schedules to employees, and enter deviation days for different types of absence and changes in the working hours information for an employee.

Windows:
Availability Planning

Basic operations in the graphical scheduling window

Purpose: The purpose of this exercise is to show you how to populate the window, how to toggle between week and day mode, and how to change the date interval displayed.   

Windows:
Availability Planning

  1. Open the Availability Planning window.
  2. In the right-mouse-button menu, select the "Change Date Interval..." option and enter a relevant planning period.
  3. Press F3 (or F2) to open the Query dialog and enter, e.g., the appropriate Org. Code or a list of employee numbers.
  4. When window is populated, use the "Expand Descendents..." option in the right-mouse- button menu (in the left part of the window), or simply click the folders. Now you should see the available day types.
  5. Select the "Show Weeks..." option in the right-mouse-button menu (in the mid or right part of the window).
  6. When window is populated, use the "Expand Descendents..." option again, or click the folders. Now you should see the available (default) combinations of cycle schedule and shift. Note! If user-preferred default schedules are defined, you will only see these. You can query for all schedules via the right-mouse-button menu.
  7. Deselect the "Show Weeks..." option to toggle back to day mode. Point the mouse over a schedule or day type in the Gant area to see it's identity.

 

Drag and drop schedules 

Purpose: The purpose of this exercise is to show you how to assign schedules to employees and how this affects the employee schedule assignment information. 

Windows:
Availability Planning
Employee Schedules and Rules

  1. Open the Availability Planning window and the Employee Schedules and Rules window.
  2. Select the "Show Weeks..." option.
  3. Select your employees in both windows and compare the table based information with the Gantt information.
  4. Select a schedule by pointing the mouse and holding the left mouse button down. Drag the schedule to the Gantt area and drop it in any of the weeks. Save the new information.
  5. Go to the Employee Schedules and Rules window and see how the information has changed.

 

Drag and drop day types 

Purpose: The purpose of this exercise is to show you how to enter deviation days and how this affects the working hours information. 

Windows:
Availability Planning
Employee Deviation Days /Deviation Days

  1. Open and populate the Availability Planning window.
  2. Deselect the "Show Weeks..." option. You should be in day mode.
  3. Drag a day type to the Gannt area and drop it on any of the days. Save the information.
  4. Go to the Deviation Days window (use the right-mouse-button option "Enter Deviation Day..." found in the employee row) and you should be able to see the change you did.
  5. Note how the deviation day is "overlapping" the original one in the Gantt area.
  6. Drag and drop a new deviation day on top of the first and see how the Deviation Days information is updated.

 

Enter absence

Purpose: The purpose of this exercise is to show you how to enter various absence to an employee. 

Windows:
Availability Planning
Employee Deviation Days /Deviation Days

  1. Open the Availability Planning window.
  2. Select the "Enter Deviation Day..." option in the right-mouse-button menu found within the employee row.
  3. Now the Deviation Days tab is opened and automatically populated with the date interval from the Gantt area.
  4. Enter and save an absence (not a day type). Use the F1-help if necessary.
  5. Look in the Gantt area what happened. You should see the day has been marked with lines.