Scheduling > Schedule: Active and Inactive Statuses

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.

ON THIS PAGE YOU WILL FIND

OVERVIEW

When a ‘schedule is active’:

Bookings will appear in a resource’s task list
Bookings will appear in capacity planning views

Once a schedule is built, the ‘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 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

USING AN INACTIVE SCHEDULE FOR CAPACITY PLANNING

Create an inactive schedule

Create the schedule > add phases and tasks > and add resources - do not book hours yet
Go to the schedule’s settings tab > uncheck ‘schedule is active’ > set the activation probability %

To book hours, go to the tasks tab > open the booked resources horizontal panel
Enter hours against each resource via the list view > booking column

CAPACITY PLANNING VIEWS

To see how inactive schedules impact capacity, go to the scheduling module > weekly schedule or task matrix views.

Notes:

A schedule must be ‘active’ to add/edit resources on tasks but can be ‘inactive’ to book hours
Only automatic bookings according to the schedule or task setting can be used on inactive schedules, i.e. ‘even distribution of hours’ or ‘first available capacity’
Manual bookings are NOT displayed in capacity planning views in current versions of WorkBook

Weekly Schedule

In scheduling > weekly schedule we can review total hours booked per resource on both active schedules and 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 %

Task Matrix

In scheduling > 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 %

Re-schedule and edit hours on ‘active’ schedules only

View Inactive Schedules

To view data in either of these views:

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 filter to include your company, resources or teams
- Check ‘include inactive schedules’ box and the relevant option for how you would like to view capacity across inactive schedules:
  - Check use schedule probability to represent the activation probability as per the % applied on each individual schedule 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.

Colour coding within cells alerts you to capacity issues:

Purple = Booked on inactive schedules (according to the probability % option selected in your Filter settings)
Yellow = Booked on jobs in Quotation status
Green = Booked on jobs In progress
Red = Overbooked

Page:
Tasks > Create a Schedule (Deltek WorkBook)
Page:
Tasks > Allocate Resources Summary (Deltek WorkBook)
Page:
Tasks > Task Settings (Deltek WorkBook)
Page:
Allocate Resources > Allocate Employees to Tasks (Deltek WorkBook)
Page:
Allocate Resources > Bulk Update Resources on Tasks (Deltek WorkBook)
Page:
Allocate Resources > Group Scheduling Resources (Deltek WorkBook)
Page:
What to do if a Price List is updated on your Job (Deltek WorkBook)
Page:
Jobs > Tasks Summary (Deltek WorkBook)
Page:
Tasks > Create Recurring Task Bookings (Deltek WorkBook)