Monitor Resources

Explanation

Use this activity to monitor resource availability, allocations, and work assignments.

This activity is typically used when:

1. Monitoring the allocation results of the allocate resource process for resources
2. Monitoring work task and work assignment execution

In this activity work assignment execution; progress and exceptions and in jeopardy are monitored. As a result of this activity work assignments that needs to be rescheduled and reallocated are detected.

Prerequisites

In addition to the general prerequisites, listed in Maintenance Resource Setup:

Work assignments must exist for the resources that are monitored.

To filter resource with competency and certificates, Access Role with attributes for Pers_Competency_Profile and Pers_License_Profile and with flag ‘Limited access’ should be created for the person in IFS/HR Access Setup/Access Roles

System Effects

None.

Window

Resource Monitoring Gantt

Related Window Descriptions

Resource Monitoring Gantt
Resource Monitoring Search
Legend

Procedure

Read about:

• Monitor Work Assignments
• Monitor Exceptions
• Filter and Highlight
• Navigate to Allocation Process
• Transfer to Mobile
• Promote Work Assignment Status

Monitor Work Assignments

Follow this procedure to monitor work assignments for a selection of person or tool/equipment resources:

1. Open Resource Monitoring Gantt
2. In Resource Monitoring Gantt dialog click Search.
3. In Resource Type field, select the value Person or Tool/Equipment depending on which type of resources that should be monitored. The Search fields valid for each resource type will be enabled based on this selection.
4. In the Display Days field, select the number of days to visualize in the Gantt.
5. Select the From Today checkbox for the displayed interval visualize in the Gantt to start today.
6. In the From/To date field values have now been automatically inserted based on the previous selection. Note that is possible to change the From date manually and the date range and the To date will then be recalculated. 
7. In the Site field, select the site to search within. Use the List of Values to select a valid value.
8. In the Maint Org field, select the maintenance organization to search within. Use the List of Values to select a valid value.
9. In the Team field, enter the team to search within. Use the List of Values to select a valid value.
10. In the Person Group field, enter the person group to search for. Use the List of Values to select a valid value.
11. Tick the Include Sub Groups checkbox if resources that is connected to resource group that has been defined as a sub resource group to the resource group the user is searching for should be included in the search result.
12. If searching for resource type tool/equipment, enter the tool/equipment group to search for in the Tool/Equipment Group field. Use the List of Values to select a valid value.
13. If searching for resource type tool/equipment, enter the tool/equipment ID to search for in the Tool/Equipment ID field. Use the List of Values to select a valid value.
14. Navigate to the Competency tab.
15. Press the New button to add a new competency to the search criteria's. To remove competencies press the Remove button.
16. Press Save to save the changes.
17. Navigate to the Certificates tab.
18. Press the New button to add a new competency to the search criteria's. To remove certificates press the Remove button.
19. Press Save to save the changes.
20. Press Search to search.
21. Search results will be presented in Resource Monitoring Gantt.

Notice it is now possible to see all allocations for the selected resources during the pre-selected time interval. The allocations that are shown are work task allocations, PM Action allocations, project allocations and HR allocations. Note also that is possible to see the status of work tasks and work assignments.
Also note that the start and end of the work assignment and its duration gets updated when the work assignment is Work Started respectively Completed. This also makes it possible to monitor not only the status of an allocation but also when it was started and when it was completed.

Based on the previous procedure this is now monitored in Resource Monitoring Gantt:

• When work assignments have been started.
• When work assignments are done.
• What the status of a work assignment is.
• The work load of a resource.
• Whether resources are over allocated.

Monitor Exceptions

Follow this procedure to monitor exceptions, in jeopardy warnings and progress for work assignments for a selection of resources:

1. In Resource Monitoring Gantt dialog click Search.
2. Keep the search criteria from your previous search.
3. Navigate to the Settings tab.
4. Make sure the Show Progress checkbox is active.
5. In the Jeopardy Buffer in Minutes select a value from the dropdown.
6. Click Search to search.
7. Search Results will be presented in Resource Monitoring Gantt.
8. Make sure the Display Warnings and the Display Remarks checkbox is active, located in the header of the Resource Monitoring Gantt.

Notice that is now possible to see all allocations for the selected resources during the pre-selected time interval. It is also possible to see the progress of a work assignment (if progress templates are used) and to see work assignment exceptions and also remarks for work assignments carried out by mobile users.

Based on the previous procedure this is now monitored in Resource Monitoring Gantt:

• Progress: Progress indicates the calculated progress of a work assignment. It is only possible to see progress for work assignments connected to work orders that have been defined to use progress templates.
  The progress bar is displayed as a thin bar at the bottom of the allocation bar.
• Exceptions:  An Exception occurs when the work assignment is not yet started or completed and the deadline is passed. i.e. when the system date is later than Latest Start or SLA Start and the Work assignment is at the status Assigned, Accepted, On Route or Waiting at Location,  or when System date is later than Latest Finish or SLA Finish and the Work assignment is at the status Assigned, Accepted, On Route, Waiting at Location or Work Started the exceptions are given. Work assignments with Exceptions will be marked with a red color exception to the left hand side of the allocation bar. The tool tip displays the relevant date by prioritizing Latest Start, SLA start, Latest Finish then the SLA finish date
• In Jeopardy Warnings: Warnings are used to catch Exceptions before they even occur. Warnings are displayed if the Exceptions are not occurred. It is possible to define an In Jeopardy Buffer time which will raise an In Jeopardy Warning a certain predefined number of hours/minutes (in jeopardy buffer time) before the exception occurs. If buffer for instance is defined to 1 hour then an In Jeopardy Warning will be raised when 1 hour remains until Latest Start or SLA  Start and the work assignment has not been started (i.e. Work assignment at Assigned, Accepted, On Route or Waiting at Location) . Alternatively when 1 hour remains until the work assignment Latest Finish or SLA Finish and the work task has not been promoted to Completed/Incompleted  (i.e. Work assignment at Assigned, Accepted, On Route or Waiting at Location) . Allocations In Jeopardy will be marked with a yellow color warning to the left hand side of the allocation bar.
• Transferred: Transferred remark indicates that a work assignment has been transferred to mobile, but is yet not downloaded by the mobile user.
  Allocation Remarks are displayed as a symbol on the right hand side of the allocation bar. Two arrows pointing upwards indicates that the work assignment is transferred to mobile.
• Downloaded: Downloaded remarks indicates that a work assignment has been transferred and downloaded to mobile by the mobile user.
  Allocation Remarks are displayed as a symbol on the right hand side of the allocation bar. Two arrows downwards indicates that the work assignment has been downloaded. 

Filter and Highlight

Follow this procedure to filter, highlight and to add descriptions for allocations and toggle on auto refresh for a selection of resources:

1. In the Resource Monitoring Gantt select a value from the dropdown for Highlight in order to select a criteria for highlighting allocations, for instance City.
2. In the Highlight text field next to the dropdown enter a logical statement (valid statements are; New York, %York, N% Y% or !New York, where % can be used like a wildcard and ! means not like).
3. Select the Highlight checkbox in order to activate the highlighting function, highlighting all allocations that matches the highlighting conditions.
4. Select a value from the dropdown for Filter in order to select a criteria for highlighting allocations, for instance Work Order No.
5. In the Filter text field next to the dropdown enter a logical statement (valid statements are for instance 200245, %245, 2%2% or !200245, where % can be used like a wildcard and ! means not like).
6. Select the Filter checkbox in order to activate the filtering function, hiding all allocations that does not match the filter conditions.
7. Select a value from the dropdown for Description in order to add a descriptive label on top of the allocation, for instance Work Order Directive.
8. Select the Description checkbox in order to activate the labeling function, which will display the selected criteria on top of all visible allocations.
9. In the Auto Refresh in Minutes select a the number of minutes for how often the Gantt chart should get refreshed.
10. Select the Auto Refresh Enabled checkbox in order to activate the auto refresh function. Please note that a green light gets lit when the auto refresh is enabled and that when an auto refresh is about to start that light turns red, to forewarn the that a refresh is about to take place.

Navigate to Allocation Process

Once a planner/dispatcher/service manager/ call center user has reviewed the allocations he or she can go back to the allocation process by going to the Allocate Resource Gantt.

Follow this procedure to navigate to the Allocate Resource window from Resource Monitoring Gantt:

1. Populate the Resource Monitoring Gantt in a way so that the work assignment that should be reallocated or viewed in Allocate Resource is shown.
2. Select the work assignment for which should be brought into the allocation process again and select the right mouse option Allocate Resource.
3. The Allocate Resource window will be opened for the work task that the work assignment is connected to.

Transfer to Mobile

Once a planner/dispatcher/service manager/ call center user has reviewed the allocations he or she can proceed to transfer the affected work assignments to a mobile user.

Follow this procedure to transfer an allocated work assignment to a mobile user in Resource Monitoring Gantt:

1. Populate the Resource Monitoring Gantt in a way so that the work assignment that should be transferred is visible.
2. Select the work assignment to be transferred transfer and select the right mouse option Transfer to Mobile.
3. The Transfer to Mobile dialog will now appear. (The Resource assigned to the work assignment will be set in executed by field and it will be transferred to the resources mobile automatically).

Promote Work Assignment Status

The Planner/dispatcher/service manager/ call center user also sometimes has to manage and/or control the execution of work assignments at the same time as monitoring resources. For this purpose it is also possible for the user to promote work assignments in Resource Monitoring Gantt.

Follow this procedure to change the status of a work assignment in Resource Monitoring Gantt:

1. Populate the Resource Monitoring Gantt in a way so that the work assignment that should be promoted is visible.
2. Select the work assignment for which the status should be changed and select the right mouse option Status and select the preferred status.
3. The work assignment status will now get promoted.