Job schedules in WorkBook can be set to ‘Active’ or ‘Inactive’ via the Tasks > Settings tab. The ‘Schedule is active’ box is checked by default.
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OVERVIEW
When a ‘Schedule ‘schedule is active’:
Bookings will appear in a resource’s Task task list
Bookings will appear in capacity planning views
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Once a schedule is built, the ‘Schedule ‘schedule is active’ box can be unchecked and the status will change to ‘inactive’, this means:
Bookings are not visible to a resource in their Task task list
An activation probability % can be set on inactive schedules
Inactive schedules can be viewed by probability in the:
Scheduling module >
weekly schedule and
Scheduling module >
task matrix views (
colour coded to purple)
In the drop-down menu, brackets around the schedule name indicate that it is inactive.
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USING AN INACTIVE SCHEDULE FOR CAPACITY PLANNING
Create an inactive schedule
Create the schedule , > add phases and tasks , > and add resources (but don’t - do not book hours yet).
Go to the schedule’s Settingssettings tab > Uncheck ‘Schedule uncheck ‘schedule is active’ and > set the Activation activation probability %
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To book hours, go to the Taskstasks tab and > open the Booked Resourcesbooked resources horizontal panel, enter
Enter hours against each resource via the List list view > Bookingbooking column.
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CAPACITY PLANNING VIEWS
To see how inactive schedules impact capacity, go to the
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scheduling module >
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weekly schedule or
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task matrix views.
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Notes:
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A schedule must be ‘active’ to add/edit resources on tasks but can be ‘inactive’ to book hours
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Only automatic bookings according to the schedule or task setting can be used on inactive schedules, i.e.
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‘even distribution of hours’ or
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‘first available capacity’
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Manual bookings are NOT displayed in capacity planning views in current versions
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of WorkBook
Weekly Schedule
In
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scheduling >
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weekly schedule we can review total hours booked per resource on both active schedules and
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inactive schedules. This view allows you to:
View booked hours, % or revenue, or available capacity against a resource by day, week or month
See the planned resource capacity for active schedules across jobs
See the planned resource weighted for inactive schedules by the activation probability %
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Task Matrix
In
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scheduling >
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task matrix we can review resources and see the jobs and tasks they have been booked on in both active schedules and inactive schedules. This view allows you to:
View booked by number of hours or revenue by day, week or month
See the planned resource capacity for active schedules across jobs
See the planned resource weighted for inactive schedules by the activation probability %
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Re-schedule and edit hours on ‘active’ schedules only
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View Inactive Schedules
To view data in either of these views
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Click on the Filter icon
to adjust the data set you are viewing:Period by entering a start date > select to view data by Week / Month > select the time period in Days / Weeks / Months
Update Resource resource filter to include your company, resources or teams
Check ‘Include ‘include inactive schedules’ box and the relevant option for how you would like to view capacity across inactive schedules:
Check Use existing estimateuse schedule probability to represent the Activation activation probability as per the % applied on each individual schedule OR,OR…
Check the % slider to apply one percentage across all inactive schedules, i.e. this could be set to 100% to view potential future capacity across all jobs should they all be approved.
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| Info |
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Colour coding within cells alerts you to capacity issues:
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