EN_Part 2: Overview
- Katya Raykova
2.1 Status overview
In the status overview, all open projects, cases and standing orders are displayed in a status board. You can use the table bar to switch back and forth between projects, cases and standing orders.
Individual projects, cases or standing orders are displayed as small cards in the status overview. In addition to the name and ID, these also contain information about the customer and the start and end time.
If a start or end date is shown in red in the status overview, the project, case or standing order is overdue! If, for example, the end time of a project is shown in red in the IN PROGRESS status, the project should already be completed on the current date.
If technicians have created defect entries in the course of their work, you will receive a small note on the small cards.
Depending on which tab you are in, you can create new projects, cases and standing orders directly from the status overview. For example, if you are in the project tab, simply click on the ADD NEW PROJECT button.
2.2 Team planner
The team planner allows you to assign projects and cases to technicians and move them along the timeline. The team planner also gives you a general overview of the technicians' workload.
Although standing orders are displayed in the team planner, they cannot be assigned.
When you open the team planner, the current working week is automatically displayed. Alternatively, you can also display the calendar in a monthly view. You can navigate forwards or backwards one calendar week or month at a time using the arrow buttons at the top left.
2.2.1 Assignment to technicians
The bottom bar shows you all projects and cases that are planned for the week currently displayed but have not yet been assigned to at least one technician. Assign these to a technician by simply dragging and dropping the projects or cases vertically onto one of the technicians.
You can also assign projects and cases to several technicians by simply moving them from one technician to another.
If you want to remove the assignment of a technician to a project or case, simply right-click on the project or assignment and select the option REMOVE ASSIGNMENT.
If you remove the assignment of a project or cases from a technician and it is the only technician who was assigned, an orange notification appears in the top left-hand corner. If other technicians are still assigned to the project or assignment, the notification is displayed in blue.
2.2.2 Moving projects and assignments
You can also move projects and cases horizontally using drag & drop and thus change the scheduling. Please note that all times stored in the work steps will be moved according to your selection.
In the monthly view, projects and cases are each shifted by one day. In the weekly view, you can also move the projects and cases by a few hours.
2.2.3 Processing projects and cases in Team Planner
By double-clicking on a project or case, a pop-up window appears that also allows you to edit the assigned technicians and change the start date and thus the entire schedule.
To edit the project or insert in more detail, simply right-click on the project or insert and select the OPEN DETAIL VIEW option.
2.3 Equipment planner
The equipment planner can be found under 'Overview -> Equipment planner'. An installation can be selected. Once the system has been selected, the planned projects for this system appear on the timeline. As long as the project date has not been fixed, it is possible to move the projects on the Planner.
Double-click on the project to open a small window. The start and end date can be set in this window. You can also click on the boxes for 'Confirmed date' and 'Fixed date'. A fixed project can then no longer be moved in the timeline.
You can use the 'Add standstill' button to create planned or unplanned standstills in the timeline for the equipment.
2.4. Shift planner
The shift planner is located under the 'Overview' menu. Once a department has been selected, the currently active configured calendar is automatically loaded with this department. The workers can be assigned to the respective shifts using drag and drop.
The assigned workers can be removed from the shift or defined as shift supervisors.
2.5. Daily dashboard
The daily dashboard is located under 'Overview'. This dashboard brings together all data relevant to the day.
The current standstills (planned or unplanned) of the systems
Current faults on the systems
Current shift with list of workers present
The dashboard contains a button with a function to open a kiosk view. The kiosk view also shows the current time and today's date. The lists run automatically without the user having to interact with the screen.
2.6 Unassigned entries
Entries that are not assigned to work steps are referred to as “unassigned entries”. Typically, entries can be created by technicians as they are assigned to work items. Otherwise, they have no other option.
There are 2 scenarios:
Scenario 1:
A technician can create a maintenance notification. This is a maintenance message (IH message) in the system, a kind of “defect entry” where you could report that something is wrong. This message remains as an entry without assignment. It is possible to create a maintenance notification without being assigned to a work step.
Scenario 2:
It could happen that a coordinator creates a work item, a work order, and a work step and assigns it to a technician. The technician synchronizes his app and starts work. Suddenly the coordinator deletes the project in the web app. At the same time, the technician has already created entries but not yet synchronized them. From the coordinator's point of view, it is not known whether the technician has started work. If this situation occurs, it will result in the entry remaining unallocated after synchronization.
The " Unassigned entries" area is divided into two parts: Documentation and Export. On the left side, the coordinator can switch between entries, documents, images and reports.
On the left side of Documentation, the coordinator can switch between:
Entries:
Documents and images:
and reports:
In this area at the top right, the coordinator can filter the entries and documents and also finalize selected ones. Depending on the configuration of the Workheld platform, these entry types are available for selection:
Icon | Bezeichnung |
|---|---|
Defect entry | |
Travel entry | |
Expense entry | |
Working time entry | |
Measured value entry | |
Material Consumption Entry |
In the EXPORT area, you have the option of exporting travel and working time entries as well as documents and reports created by the technicians in the course of their work on the project.
2.7 Reports
Among all reports, you can view the project effort report, the weekly report and the material consumption report.
2.7.1 Project effort report
In the project effort report, you can see how much effort the projects have caused in a particular month. At the top left, you can navigate through the months. In this view, the projects are differentiated according to their status: Draft, Set up and Completed.
Icon | Name | Description |
|---|---|---|
| Active travel time | resulting from trip entry (who drove) |
Working time | resulting from time entry |
2.7.2 Weekly report
In the weekly report, you can view the aggregated daily working and travel times of the selected technician for a specific week and export the report if required. In this view, you have the option to view the weekly report for each technician, but you must first select the relevant employee at the top.
The current week is displayed right here, but it is possible to jump forwards or backwards one calendar week using the forward and back buttons.
Icon | Name | Description |
|---|---|---|
| Passive travel time | resulting from travel entry (who traveled with you) |
| Active travel time | resulting from trip entry (who drove) |
Arbeitszeit | resulting from time entry |
2.7.3 Material consumption entry
Here you can view a summary and a complete list of materials used within the selected accounting period. To do this, you should set the start and end dates of the reporting period, allowing you to view information across different departments. Report can be exported as a summary or just 1 report.