Scheduler Overview - Scheduler
The Scheduler module was created for maintenance scheduling with planners and self-schedulers in mind. There are three tabs within the module: the Schedule tab, the Availability tab, and the My Schedule tab. Each tab serves a different purpose.
- Scheduler tab: The Scheduler tab allows planners to assign WOs at varying granularities; they can assign WOs or schedule them out for specific dates and times. This tab also highlights WOs that might need attention, such as WOs that lack an assigned supervisor.
- Availability tab: The Availability tab shows an overview of employee availability and allows planners to manage employees' workloads.
- My Schedule tab: Individuals can use this tab to schedule their own work.
Navigate to the Scheduler Module
To navigate to the Scheduler module:
- Click Maintenance in the blue sidebar.
- Click Scheduler.
The sections below describe the different tabs and views available in the Scheduler module. Use the table of contents above to jump to a specific topic.
The Schedule Tab
The Schedule tab is intended for maintenance planning and assignment, as well as for highlighting work orders that might need attention due to issues such as blank fields that are recommended to be filled in. The tab is broken up into three different sub-sections: Manage WO, Monthly Overview, and Weekly Overview. To access any of these, click the Schedule tab and then click on the sub-section you want to navigate to.
The Manage WO Tab
The Manage WO tab is used to see work orders in given statuses as well as work orders that might need attention due to missing data or other related items. Click on a status bucket to see a list of relevant work orders. Work orders that need attention are marked with a red exclamation point.
Click into any status to see a list of work orders in that status separated into different buckets. Each bucket describes a field or component of the work order that is missing or needs attention.
Click on any of the buckets to resolve the applicable field. For example, if you need to resolve work orders that do not have a supervisor assigned, you can click on the Supervisor bucket to mass assign work orders to roles or resources.
The Monthly Overview Tab
The Monthly Overview tab is where you can view work orders by month. The month is split up into columns that describe what work orders will occur on each week. Work orders can be parsed out in this view by being clicked and dragged over to the appropriate week. View the full version of any work order record by clicking on it.
What is Auto Schedule?
Auto schedule is a feature in the Scheduler module that automatically assigns unfinished (not in Complete or Close) WOs with no Actual Start Date to different weeks. This process is done as follows:
- The system organizes the work orders in the left hand column by Priority, Type, and End Date.
- The system separates the new list generated in step 1 into groups of four (weekly limit).
- The system assigns each group of work orders starting from the top of the list. It starts with the first four in week 1, then the next four in week 2, etc. This repeats for the remaining weeks.
The Weekly Overview Tab
The last view in the Schedule tab is the Weekly Overview. Once work orders are assigned to weeks in the Monthly Overview tab, users can make more specific WO assignments using this view.
Assign WOs by dragging and dropping them onto the employee tiles or by checking off the work orders' checkboxes and using the Multiple Edit tool.
Individual Employee Schedules
View an employee's schedule by clicking their employee tile. This will bring up a calendar where you can designate expected start dates and times for assigned WOs that do not have an expected start date and time.
Drag and drop from the list of WOs on the left to the calendar on the right to schedule expected start dates and times for those WOs. You can also click the checkboxes next to one or multiple WOs to Multiple Edit.
The Availability Tab
The Availability tab gives an overview of resource availability. From this view, users can also edit employees' availability or manage their workloads using the Manage Workload functionality.
Manage Workload
The Manage Workload functionality makes it easy to reassign a resource's work order(s) to others. An example use case is if the employee is on leave and cannot complete their work, so it has to be assigned to another. Click the drop-down next to a person's name in the Availability tab to access Manage Workload.
The My Schedule Tab
The My Schedule tab functions like the individual employee schedules in the Weekly Overview tab; its serves as a place to quickly schedule expected start dates and times for a user's assigned WOs. In this case, however, this is only applicable for the user that is signed in. This tab is useful for those who do not necessarily manage others' work orders, but might want to schedule their own WOs in NEXGEN. See the features of the My Schedule tab's Calendar and Board view below.
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