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The Resource Planner allows you to create and view tasks and bookings. 

There are 3 methods of scheduling on the Resource Planner, namely:

  • Bookings
    Bookings are useful for longer duration tasks.  These schedule daily hours in a similar way to common online resource scheduling applications.  Time is spread evenly over the duration of the task.  There are however options to edit specific days in a multi-day booking.  Agencies with dedicated traffic staff prefer bookings because they do not change, and disappear off task lists when the due date has passed.  Bookings are similar to calendar events and can be sent to calendars such as Outlook.
  • Tasks
    Tasks, or Floating Tasks are dynamically scheduled.  The Resource Planner automatically schedules hours for Tasks based on the priority of the task.  This is useful for low priority tasks, or agencies that do not have dedicated traffic staff e.g. Agencies that use Kanban or similar Agile methodologies.  Agencies that have dedicated traffic staff use Tasks to plan low priority work that can move automatically as higher priority work is scheduled.
  • Meetings (In Outlook)
    Outlook is useful for scheduling of meetings and short duration tasks (less than a day).  This is required for traditional agencies, e.g. for a TV shoot, which is essentially a series of meetings in staff diaries.  These are typically planned using Outlook.  For more information please see Adding Bookings via Outlook and How to setup Users for Calendar Integration.  The calendar integration also supports Gmail and other calendars, however at least one Office 365 mailbox is required.  Key benefits to calendar integration include a central view of all planned work throughout the agency, plus the Auto-Fill time feature.

The Planner feature is only available on the Ribbon if it has been enabled (Settings > Company Configuration > Company Details > Resource Planner), and if you have the correct user rights and license type.

The Resource planner consists of three main sections, or views:

  1. Job List View
  2. Resource Planner View
  3. Tasks/Gantt View 

Job List View

The Job List view allows you to view all Jobs at a glance. On this view, you can set search filters and sort date columns. 

The main Search filter allows you to search jobs by specific filters which have already been configured. Below is a list of filters you can use to narrow down the list of Jobs that appear on this drop down list.

Search Filter

Description

Active Jobs

All Active Jobs, with or without Tasks.

Active Jobs without any Tasks

Active Jobs that may require Tasks to be created.

Active Jobs with Tasks

Active Jobs that include ongoing, upcoming or completed Tasks.

Active Jobs with upcoming First Task

Active Jobs with approaching start dates. This excludes Jobs that have already started.

Active Jobs with unassigned Tasks

Active Jobs with one or more Tasks that do not have a resource assigned.

Active Jobs with Tasks that may run late

Active Jobs with one or more Tasks that are unlikely to be completed by their Due Date. This is identified by the Resource Planner when scheduling tasks for employees with low availability.

Active Jobs with Tasks and CE pending Approval

This will look for Jobs with a CE in Final status (i.e. Not Draft Status). This can be used to list Jobs that still require Approval prior to work commencing.

Active Jobs with overdue Tasks

Active Jobs with one or more Tasks that are past their due date and not marked as complete.

Finished Jobs with Tasks

Jobs with one or more tasks and where the status is Finished.


Select a Traffic Manager name from the drop down list on the Mgr field.  This will filter the list by Traffic Manager.  By default the Mgr filter is set to All.


Clear filter

Columns

Description

Job No

Unique reference number for the Job.

Status

The status of the Job. Refer to the Job Bag page for full status definitions.

Start

The date on which the earliest Task is set to start.

Task Due

The date on which the latest Task is Due.

Deadline

The date on which the entire Job is Due, i.e. this date is pulled from the Job Bag.

Client

The client for which the Job is scheduled.

Product

The product or brand that the agency will be doing work to promote, advertise or sell.

Element

What you are delivering e.g. Brochure or Leaflet. Ensure the name is unique for future searching purposes.

AE

The user responsible for liaising between the client and the production agency.

Overdue indicator

If dates are red, it indicates that there may be critical Tasks expected to finish past the deadline, or are already overdue.

  • Red Deadline = Tasks are due after the Job Deadline.
  • Red Task Due Date = Tasks overdue on the individual Task Due date. 


Resource Planner View

The Resource Planner shows Users and Divisions that have been tasked in a basic grid structure.  This view combines allocated Tasks, projected hours and employee availability in one view.  


  1. Employee/Task Column: This column contains the Employee names and the Tasks and Bookings allocated to each Employee.

  2. Task Due Column: This column displays the Task Due Date.

  3. Day Column: The day columns appear on the right-hand side of the Resource Planner. These columns represent the days of the week, excluding weekends.



  4. Load Line: The row inline with the Employee's name. This is the sum of the hours scheduled per user per day. To expand a load line, click the plus  button next to the Employee's name.

  5. Booking Line: Hours allocated to Bookings are visible in the row below the Load Line. This row always appears below the Load Line, except if the Employee has no Bookings.

  6. Task Line(s): These rows represent the Resource Planner's projected schedule for the Employee.


The Toggle FullScreen view button allows you to view the Resource Planner view in full screen.


The Collapse all groups to hide the details button allows you to collapse all expanded resource load lines.


The Number of Weeks field allows you to select the number of weeks you want to view on the Resource Planner view. By default, the Resource Planner view is set to display 4 weeks into the future.


The Filter by Traffic Division field drop down allows you to filter resources by a specific traffic division.  Once a division is selected on the drop down, the Resource Planner view will display resources that have the selected traffic division only.


The Filter by Employee Designation field allows you to view the Resource Planner view by user's designation.  Once an option is selected on the Employee Designation field drop down, the Resource Planner view will display resources with the selected designation only.


The Add New Task button will allow you to add Client and Internal tasks directly to the Resource Planner view.


The Reload button will reload the list contents.  When clicked, all unsaved changes will be lost.


The Export to Excel button allows you to export the Resource Planner view to an Excel format.


The Print button allows you to print the Resource Planner view in a PDF format.


Tasks/Gantt View

The Tasks/Gantt view gives granular visibility of the Tasks on a selected Job. This section displays the allocated hours per Task, the actual hours completed, and the percentage of the Task complete.  This view can be accessed by selecting a Job in the Job List view or clicking a Task in the Resource Planner view.  This is the same as the Job Task view when planning from the Job Bag.

The Job No hyperlink will open the Job Bag details.  This only displays on the Resource Planner Tasks/Gantt view, and not on the Job Bag Tasks/Gantt view.

The Short Name field will display a short description of the Job.  This name will be displayed on the Job Bag, and on allocated task descriptions in the Resource Planner.  If there is no short name against a job, the element name will display.  The short name will always override the element name.