The graphic schedule

Searching for a published schedule

When a schedule is published, it can be seen from the Customer Portal > Schedules menu.

Creating an employee's schedule

Creating and accessing the details of a schedule's assignment

1

Go to My Akuiteo > My graphic schedule.

2

From the Details panel on the left of the screen, fill in the information required to create a schedule.

3

Click on

to add the schedule.

Modifying the tasks of a schedule

From the Schedule tab, use the different icons to modify the schedule. The features can also be accessed by right-clicking on a schedule task:

enables you to reassign the schedule lines depending on the project or the employee.
enables you to mark the selected task as completed.
enables you to mark the selected task as not completed.
enables you to duplicate the schedule lines per period, date; and validate or not the selected lines.
enables you to split the selected lines into one or several other lines, per month, week or day.
enables you to reschedule the schedule lines per period, date; and validate or not the selected lines.
enables you to transfer the selected lines into timesheets.
enables you to validate the selected tasks.
enables you to cancel the validated tasks.
enables you to link the schedule to a help desk issue.
enables you to publish (or remove) a schedule in the Customer Portal.
enables you to delete a task.
enables you to export the schedule of a predefined period of time in Excel format.
enables you to screenshot the schedule displayed on the screen.
enables you to screenshot the schedule of the generic resources displayed on the screen.
enables you to refresh the schedule after modification.

Viewing the statistics table

1

Click on the Statistics table tab.

2

Enter the start and end dates to display the schedule.

3

Use the icons on the right to display the table based on the employee's activity:

enables you to hide resources with normal activity.
enables you to hide resources that are under-allocated.
enables you to hide resources that are over-allocated.
enables you to update the table.

Generating schedules or timesheets from a search

1

Start a search for employees.

2

Right-click on the desired employee and select Administration > Generate the schedule or time spent for non business days.

3

At the bottom of the window that opens, check the options for the desired type of generation (schedule or time) and validate.

My graphic schedule

Through the cutom schedule, you can link a project to your tasks to automatically update your calendar and timesheets. You can add a task to any type of project (for example a leave project).

Adding a task to the graphic schedule

1

Go to My Akuiteo > My graphic schedule >

.

2

Under the Assignment tab, enter the customer, the project and its structure (e.g. DEV).

3

Enter the task name (e.g. Development version X) and its linked action code (e.g. Functional specification).

4

Enter the location where the task will be performed if needed and a comment.

5

Check the Online meeting option if the scheduled item is supposed to happen remotely, using a videoconferencing tool. This option enables you to transfer an online meeting to an Outlook calendar using the PlanningExchange batch.

Reference

For more information about the batch PlanningExchange, see PlanningExchange batch.

6

Enter the task start date and its duration in days. You can also select the type of working day (full day, half-day, etc). Then, select the period during which the task will be performed: day, morning or afternoon.

Note

The PLG_HORODATE management rule enables you to enter timestamped schedules. When this rule is enabled, you must enter a Start and End date and time for the scheduled item. You can also schedule in full days.

Check the Full day option if you want the item to be scheduled in full days. The start and end dates of the item can still be filled in, but the start and end times are hidden. The duration is indicated in days under Duration.

In this case:

Check Ends at noon if you want to schedule an item that ends at noon for more than one day.
Check Starts on the afternoon if you want to schedule an item that starts in the early afternoon for more than one day.

Examples

You want to schedule an item on Monday, 25: you schedule it from the 25th to the 25th and check Full day. The created item is scheduled for 1 day.

You want to schedule 2 days and a half, from Monday, 25 to Wednesday, 27: you schedule it from the 25th to the 27th and check Full day.

If you check Ends at noon, the item will be scheduled from Monday morning to Wednesday noon. The created item is scheduled for 2 days and a half.
If you check Starts on the afternoon, the item will be scheduled from Monday, in the early afternoon, to Wednesday evening. The created item is scheduled for 2 days and a half.
If you check both Starts on the afternoon and Ends at noon, the item will be scheduled from Monday, early in the afternoon, to Wednesday noon. In this case, the created item is scheduled for 2 days.

7

Indicate if you want to create the task starting from the end date and the authorized numbers of days for it.

8

Click on

to add the task to the graphic schedule.

9

Double-click on the created task to display details about the project linked to the schedule.

Once the task is added, you can modify it or create new actions from this schedule.

Duplicating the selected lines automatically

Duplicating a line enables you to retrieve the content of an existing task on N years, months, weeks, days or on a specific date, as well as to specify the scheduled / not scheduled status.

1

Right-click on the task to duplicate in the graphic schedule then click on Duplicate the selected assignment, or select the task and click on

.

2

In the duplication screen, indicate the time frame on which you want to repeat this schedule:

By period: specify the number of years, quarters, months, weeks or days.
On a specific date: enter the task date.

3

Indicate the default status of the line: validated / not validated or maintain the (same) status as the duplicated assignment.

4

Validate.

The task is duplicated.

Reassigning a line to another employee / project

Reassigning the selected line(s) enables you to modify one or several information in the selected schedule lines, except for the date and the workload.

1

Right-click on the task to reassign in the graphic schedule then click on Reassign the selected assignment, or select the task and click on.

2

Indicate the new project or the new employee to link to the task and validate. The task is reassigned.

Rescheduling the selected lines

This feature enables you to reschedule the selected lines on N years, months, weeks, days or on a specific date.

1

Right-click on the task to reschedule in the graphic schedule then click on Carry forward the selected assignment, or select the task and click on

.

2

Check Dissociate the schedule if you want to split the task into 2, over a predefined period:

Enter the number of days in the field.
Choose between days to carry forward/to keep, depending on your needs.

3

In the rescheduling screen, indicate the time frame on which you want to repeat this schedule:

By period: specify the number of years, quarters, months, weeks or days.
On a specific date: enter the task date.

4

Indicate the default status of the line: validated / not validated or maintain the (same) status as the duplicated assignment.

5

Validate.

The task is rescheduled.

Transferring lines into timesheets

Transferring schedule lines into timesheets enables you to add timesheet entries from schedule lines and therefore automate timesheet input.

1

Right-click on the task to transfer into a timesheet then click on Transfer the allocation selected for the timesheet, or select the task and click on

.

2

Confirm the transfer.

My weekly activity

The weekly activity enables you to have a quick view of your schedule and timesheet for the current week. You can also see the following or previous weeks and modify the schedule if needed.

To modify the schedule:

1

Go to My Akuiteo > My weekly activity >

.

2

Click on

to add a line or on

to delete a line.

3

Right-click on a schedule line to:

export one or several lines to Excel;
validate the selected line;
transfer the selected line into timesheets. For more information about timesheets, refer to Timesheets;
set the selected activity as the default activity. Refer to Inputting recurring activities.

4

Right-click on a timesheet line to:

export one or several lines to Excel;
transfer the selected line into the schedule.

5

Save.

Managing the different work paces

The work paces within a company can vary depending on the employees and their company or place of assignment (part-time, subsidiary abroad, etc).

Akuiteo enables you to manage these differences through a simple and consistent setup to enter timesheets that match with each employee's work pace:

Set up the different work paces of an employee, with a history.
Use the exact duration of each working day / half-day when transferring schedules into timesheets.
Effectively track time input (completion and validation).
In labor analyses (Schedule and Timesheets), manage the ratio between the Schedule (in days) and the Timesheets (the Hours Day field is the sum of each worked days divided by the number of worked days).

Setting up the calendar

1

Go to Tools > Setup > General setup > Regional parameters > Calendar >

.

2

Specify the code and the label of the calendar.

3

Check the default box if the calendar must be used by default for each employee.

4

Check the days not worked (e.g. Saturday and Sunday).

5

Specify the other non-business days (e.g. national holidays such as 01/01 for the New Year celebration).

Tip

To easily add national holidays, click on . In the window, specify the desired year in the Year field, click on then click on Validate.

6

Save.

Setting up the company

1

Go to Tools > Setup > General setup > Company > Company.

2

In your company record sheet, specify the calendar to use in the Calendar field.

3

Save.

Note

The calendar will be automatically applied when the company is changed.

Setting up the standard week

1

Go to Tools > Setup > General setup > Resources and Labor > Model weeks >

.

2

Specify the code and label and the standard week.

3

Check the default box if the standard week must be used by default for each employee.

4

Specify an end date of validity and a rank number, if necessary.

5

Check the days not worked under Weekly Rest.

6

Check the boxes related to morning and/or afternoon part-time work.

7

Specify the number of hours worked in the morning and/or afternoon, under Nbr of Hours.

8

Enter the Standard time slots for the morning and afternoon to define the time slots available for scheduling. Time slots are required for worked days.

9

Check Warning or Critical, if you want to avoid any alert message or action to be sent when the maximum number of days is exceeded during timesheets input or transferring scheduled items into timesheets.

10

Save.

Notes

If a standard week is already being used by employees, some of the fields (such a worked hours) cannot be modified. You must therefore create a new one.

For standard weeks that are already used, click on Linked employees to open the list of employees using the standard week.

Examples

Example with part-time

The employee Y works 8 hours every day, except on Friday.

His standard week must therefore be set up as follows:

Day	Morning	Afternoon
Monday	4h	4h
Tuesday	4h	4h
Wednesday	4h	4h
Thursday	4h	4h
Friday	0h	0h

Consequences:

When entering timesheet entries on his worked days, Akuiteo will not dun him for the Fridays that are not worked.
In the timesheets completeness check screen, the manager can therefore access a schedule calculated with the setup of the standard week.
For employees with a standard week, the scheduling rate is considered as full from the Statistics table tab of the graphic schedule.

Example with different hours

The employee Y works 8 hours a day, except on Friday where he works 7 hours.

His standard week must therefore be set up as follows:

Day	Morning	Afternoon
Monday	4h	4h
Tuesday	4h	4h
Wednesday	4h	4h
Thursday	4h	4h
Friday	4h	3h

In this case, if 1 day has been scheduled on Friday, 7 hours will therefore be allocated to the timesheets (and not 8 hours).

Example with the project's timesheets analysis

The employee Y works 8 hours a day, except on Friday where he works 7 hours (see previous table).

In the timesheets analysis dashboard of a project, Akuiteo will consider daily hours.

For example, we will get:

Employee	Worked hours	Worked days	Ratio
X	12.00	1.5	7.45
Y	10.00	1.30	7

Memorizing an employee's schedule

DMF

060225 PROJECTS SCHEDULES SEARCH SCHEDULE HISTORY

060226 PROJECTS SCHEDULES VIEW SCHEDULE HISTORY

060227 PROJECTS SCHEDULES DELETE SCHEDULE HISTORY

060228 PROJECTS SCHEDULES VALIDATE SCHEDULE HISTORY

060229 PROJECTS SCHEDULES GENERATE RESOURCE IN SCHEDULE HISTORY

060230 PROJECTS SCHEDULES GENERATE PROJECT IN SCHEDULE HISTORY

060231 PROJECTS SCHEDULES TIME AND SCHEDULE DASHBOARD

060232 PROJECTS SCHEDULES IMPORT

060233 PROJECTS SCHEDULES SCHEDULE HISTORY - ACCOUNT CLOSURE MANAGEMENT

You can memorize schedules at a specific time, to compare them with timesheets and updated schedules.

It is possible to memorize the schedule from the employee record sheet and/or from the employee search results.

This feature is mainly used by the line manager.

To use the features linked to schedule logging, the following user rights must be enabled and distributed depending on the roles and user profiles.

Memorizing the schedule

To memorize a schedule from an employees search:

1

Right-click on one or several employees.

2

Go to Administration > Memorize the schedules of selected resources.

3

In the Save a copy of the schedule window, fill in the following information and validate:

a code and a name (20 characters maximum each),
a type,
a period if you do not want to log all schedules (with no period defined, Akuiteo logs 100% of the selected employees' schedules),
a closing date.

To memorize a schedule from an employee record sheet:

1

Go to Edit > Save a copy of the schedule > Make a copy of the schedule.

2

Follow the steps mentioned above.

Publishing a schedule on the Customer Portal

You can publish one or several of your schedules (projects, employees, etc.) in the Customer Portal, for the project's main customer to see.

Publishing multiple schedules from a graphic view

1

Open the desired schedule's graphic view.

2

Select the assignments you want to publish.

3

Right-click on the schedule - not on the assignments - and select Publish/Remove.

Removing a schedule

If you want to unpublish a schedule:

1

Open the desired schedule in the Desktop Application.

2

Right-click on the schedule and select Publish/Remove.

Note

The schedule is unpublished but still exists in Akuiteo.