|Note:||In order to use the Project Management app, you must have data for the following data object types: Business Partner, Contact, People, Equipment, Items, and Skills. This data is managed in the Master Data Management module.
In addition, this feature is only available to users with a Global license.
In a Nutshell
The Project Management app is used to view and manage projects and project phases using an interactive “Gantt Chart”-like view in order to optimize activity sequencing and time and resource allocation.
With the Project Management app, you can organize projects into phases and sub-phases, create corresponding activities, and even release the activities to the Planning Board located in the Workforce Management to be assigned to a technician.
In this topic, you will learn how to create and manage projects from start to finish.
The following is an overview of the actions you will be regularly making in the Project Management app, such as linking, unlinking, releasing for dispatch, and replanning:
Linking activities is done on the dynamic planning board by hovering over the activity and extending the arrow to one or more other activities. This is done in order to ensure that the activities are executed in sequence.
For example, if the end of Activity 1 is linked to the beginning of Activity 2, then Activity 2 (the successor) cannot begin until Activity 1 (the predecessor) has been completed.
Activities still in planning can, if necessary, also be unlinked. This is done by clicking on the more buttton and selecting one of the following choices:
|Unlink||By selecting this option, you will unlink the activity from the selected activity.|
|Unlink from All||By seleting this option, you will unlink the activity from all activities that it is connected to, both before and after.|
Release for Dispatching
The Release for Dispatcing option is used to release the activity to the planning module in order to plan and release it to a technician.
The Project Management module is part of the Workforce Management application.
When this option is selected, it will lock the activity, meaning that the date/time cannot be adjusted unless the Replan option is selected from the more button.
Activites that have been released for dispatching can still be adjusted if necessary if they have NOT yet been assigned to a technician and released for dispatching on the planning module.
Activites can be replanned by selecting the Replan option from the button beside the activity.
Project Management Lifecycle
1. Create New Project
The first step is to create or import a new project (for more details on importing projects, refer to the topic on Importing Projects.
- From the Project Dropdown Menu, select the New Project option
- The application will then display a sidebar where you can input the following Project Information
|Title||Here you can give the project a name. This name will display in the Project Management dropdown menu.|
|Description||Here you can give the project a description.|
|Customer||Here you can select the customer associated with the project. The customer data is managed in the Business Partner tab of the Master Data Management module.|
|Project Type||Drop down menu. Here you can selectct a type for the project among the one that have been defined in the WFM configuration (currently there is no UI to defnine new Project type in WFM).|
|Responsible||Here you can select the employee responsible for the project. This data is managed in the People tab of the Master Data Management module.|
|Contact||Here you can select the customer contact. This data is managed in the Contacts tab of the Master Data Management module.|
|Equipment||Here you can select the equipment associated with the project. This data is managed in the Equipment tab of the Master Data Management module.|
- After you have finished entering project data, click the beside the project name.
2. Create Phases/Subphases
After the project has been created, you can now create and define the project phases and subphases by completing the following:
- Click on the more button and selecting the
- Repeat as necessary until you have created the phases that comprise your project.
- You can then create sub-phases by clicking on the more buton and selecting the
- Subphases can then be dragged and dropped under phases until the project is fully decomposed into phases and subphases.
- When complete, you can then create activities and place them within phases and subphases.
3. Create Activities
After setting up the project phases and sub-phases, you can then begin creating activities for them (this can also be completed at the same time you are creating and defining phases and sub-phases).
To create activities complete the following:
- Click on the more button beside the project phase or subphase and select the
- Repeat as necessary for the phases and subphases as needed.
- You can now use the dynamic board to extend the activity to increase its time, link the activity to other activities, and drag and drop the activity in other time positions.
- When complete, you are now ready to release the activities for dispatching.
Note: The project start/end time is calculatd based on the start time of the first activity and end time of the last activity.
4. Release Activities for Dispatching
When activities are ready to be released for dispatching, complete the following steps:
- Click on the more button and select the
Release for dispatchingoption.
- By releasing the activity to dispatch, the activity will be locked on the project module. To assign the activity to a technician, you would navigate to the planning module.
5. Assign Activities to Technicians
Next, you will assign the activity to a technician. This can be done one of two ways.
Option 1: Find Best Matching Technician
Note: In order to use this feature, there must be skills associated with technicians, and required skills associated with Activities or equipment.
The Find Best Matching Technicians feature allows you to see which technicians are best suited to execute an Activity, as well as provides prompts when Activities with specified requirements are assigned to technicians with missing skills.
To find the best matching technician for an activity in your project with specific skill requirements, complete the following:
- From the Activity List below the planning board right-click on the Activity for which you would like to view the best-matching technicians.
- Select the Find Best Matching Technicians option. At the bottom of the Activity sidebar, the application will display a new Best Available Technicians section:
- When you select a technician, the application will display the following information:
|Include Booked Technicians||Checkbox. This option allows you to query for both available and booked technicians in order to find the best technician.|
|Name||The name of the technician.|
|Availability||The current availability of the technician.|
|Rating||The rating reflects the suitability of the technician for the Activity based on the ratio of matching and missing skills.|
|Missing Skills||Any/all skills that are missing from the technician but recorded as “required skills” for the Activty.|
|Matching Skills||Any/all skills that the technician possesses that were were recorded as “required skills” wfor the Activty.|
- After finding the best matching techncian, you can then drag-and-drop the Activity from the Activity List onto the matching technician’s schedule. If there are missing skills, the application will display the following:
- If you want to proceed with the Activity, select the
Plan Anywayoption. If you want to assign the activity to another technician, select the
- When complete, you can release the Activity to the selected technician by clicking the
Option 2: Manually Assign Activity
Alternatively, acitivites can also be manually assigned and released by completing the following:
- Select the activity from the list below.
- Drag-and-drop the activity onto the technician’s schedule.
- When you have found the optimal time and technician to complete the activity, click the