The planned workload

To set up the planned workload, go to Tools > Setup > General setup > Special parameters > Management rules and create and/or activate the PL_CHARGE management rule for one or multiple companies managed in Akuiteo.

Enabling the PL_CHARGE management rule automatically deactivates the graphic schedule. Make sure you specify PLG_GRAPHIQUE in Info1 if you also want to display the employees' graphic schedule.

If you were using the graphic schedule, the planned workload automatically retrieves the schedules in a more detailed way.

Start the planned workload from menus that can be accessed from the following screens:

• Dashboard: go to Dashboard > Labor > Workload
• Employees search: select one or multiple employees, then Workload button
• Project record sheet : go to Edit > Schedule > Workload
• Search results of a Project record sheet: right-click on the search result
• Customer record sheet: go to Edit > Linked management objects > Customer's workload
• Customer search result: via the Selected customers' workload button at the top right of the search result.
• My Akuiteo/My workload: go to My Akuiteo > My workload or My Akuiteo > My calendar then, in week view, double-click on the assignment to load My workload
• Interactive personal dashboard: go to My Akuiteo
• Leave requests: go to My Akuiteo
• Weekly report: go to My Akuiteo
• Issues and tasks: go to Edit (from an issue record sheet) to access the tasks workload

About the weekly, monthly, quarterly and yearly views

Weekly view

In the weekly view, Akuiteo displays the 7 days of the associated week. The columns title enables you to identify the associated day and month. In the Week view, you access and specify workload day by day.

• The tab's title enables you to identify the source of the displayed Planned workload (Dashboard, project, customer, etc.), the week number and the analyzed year.
• The top arrow icon enables you to switch to the monthly view.
• To create/modify a schedule line, you must specify the projects, phases, sub-phases, tasks and action codes, etc.
• You can indicate multiple resources during the creation process. This enables you to set up multiple resources (employees) that will work together on the same task...
• In modification mode, only one employee can be specified.

Monthly view

In the monthly view, Akuiteo displays the associated 4 or 5 weeks. The monthly total displayed in the yearly view can be different from the total of the 4 or 5 weeks that are displayed. Indeed, in the monthly view, the first and the last week of the month can overlap on two months and Akuiteo displays the total workload for each week. The columns Title enables you to identify the week number and the first day of the week.

• The tab's title enables you to identify the source of the Planned workload (Dashboard, project, customer, etc.), the month and the analyzed year.
• You can specify a significant workload (more than 7) for an employee's week. In this case, you consider the remaining to produce for the associated week/month/quarter/half-year/year.
• The top arrow icon enables you to switch to the yearly view.
• To create/modify a schedule line, you must specify the projects, phases, sub-phases, tasks and action codes, etc.
• You can indicate multiple resources during the creation process. This enables you to set up two consultants (employees) that will work together on the same task...
• In modification mode, only one employee can be specified.
• In the monthly view, you can only access and specify workloads week by week. The relevant schedule workload is automatically assigned to the first day of the week.

Quarterly view

In quarterly view, Akuiteo displays 3 columns matching the three months of the quarter in order to allocate the workload. The first column is the month corresponding to the Reference date specified when starting the planned workload.

Yearly view displayed in months

In the yearly view, Akuiteo displays 14 columns to break down the workload in days. By default, the first column corresponds to the current month. In addition, Akuiteo only displays the active schedule and not the completed schedule. The column's title corresponds to the displayed month and year.

Before: if the first column corresponds to the current month, the column Before is displayed to indicate a delay in the schedule update.

• Either the schedule is completed. It is therefore visible in the relevant status or is deleted.
• Or it must be postponed.

When you click on the column, the relevant schedule of the selected month is displayed. To sort the columns by workload types, you must right-click on the column to access the relevant feature.

The + button enables you to create a new assignment.

The next/previous buttons enable you to go 12-months backwards or forwards. You get the same result when you click on the title of the Before or After columns.

To create/modify a schedule line, you must specify the projects, phases, sub-phases, tasks and action codes.

You can indicate multiple resources during the creation process. This enables you to set up two consultants (employees) that will work together on the same task...

In modification mode, only one employee can be specified.

In the yearly view, you see and specify the workloads month by month. The relevant schedule workload is automatically assigned to the first day of the month.

Yearly view displayed in quarters

In the yearly view displayed in quarters, Akuiteo displays 4 columns (Q1, Q2, Q3 and Q4) to break down the workload by quarter. The first column is the quarter corresponding to the Reference date specified when starting the planned workload.

From all the views in the planned workload, you can access all the features available in this module, by right-clicking on a contextual menu.

The first section of the contextual menu corresponds to the standard features of search modules found in Akuiteo: Export to Excel, Filter, Categorization, Manage columns

For each context and each view, you can have access to a different column organization and categorization. To save a given organization, you must check Save categorization.

The features

New assignment: this feature enables you to create an assignment from an existing one and modify the relevant information in order to create a new assignment.

Change selected assignments: enables you to modify all information in a schedule line, particularly the project/phase/sub-phase and the task. Important: all selected lines will be deleted and recreated using the information specified in the modification screen. If your selection is multi-project/phase/sub-phase and you do not want to delete everything, refine the selected lines.

Reassign the selected assignments: enables you to modify the resource and/or the action code and/or the location and/or the comment and/or the description of the selected lines. Unlike the Change feature, selected lines are modified separately, using the values specified. This feature is particularly useful when reassigning a schedule from a generic resource to an actual resource.

Delete the selected assignment: enables you to delete all the selected schedule lines. Important: this feature can also be accessed from a grouping of lines (categorization). All the lines associated with a grouping are therefore deleted when using this feature from a grouping.

Duplicate the selected assignments: this feature enables you to duplicate template assignments on one or multiple occurrences: On X years or quarters or To a specific date or With one occurrence.

Example: Y specifies a standard week or Y works at a customer's on Monday and Wednesday. Y duplicates with an occurrence of 1 week until 04/30 to schedule the same tasks, every week, until April 30th.

Split the selected assignments: this feature enables you to later split a Macro workload over: X month / week / day. You can choose the status of newly created assignments: validated or not validated. Example: the employee has a five-day workload for a week. He can split it over all the days of the week to ease timesheet input.

Project workload of selected assignments: this feature enables you to open in a new tab the planned workload of projects associated with the selected schedule lines. This feature can be accessed from a grouping. Example: from an employee's planned workload, you can display the full workload of projects on which this employee is assigned.

Resource workload of selected assignments: this feature enables you to open in a new tab the employees' (resources) workload associated with the selected schedule lines. This feature can be accessed from a grouping. Example: from a project's workload, you can display the full workload of the employees with at least one assignment on this project.

History: as long as the Change feature has not been used, this feature enables you to track who created, reassigned, postponed the selected line.

Validate or De-validate the selected assignments: by default, an assignment is associated with the DEMANDE status (not validated). These two features enable you to change this status. The Validation type column has two values: DEMANDE or VALIDE. You can easily identify assignments per status, using the Conditional formatting feature.

Transfer selected assignments in timesheets: this feature enables you to generate timesheet entries from the planned workload.

Link the selected assignments to an issue: the workload is usually generated from the Help Desk module to process help desk issues. This feature enables you to link an assignment to an issue for specific cases.

View issue: if the assignment is linked to a help desk issue, this feature enables you to open the issue (Evolution, Bug, Assistance, etc.) in a new tab.

Open task: if the assignment is linked to a help desk task, this feature enables you to open the task record sheet in a new tab.

Scheduling rate analysis for the selected assignments: for the selected employees, this table indicates - for a given period - the production capacity in working days, the number of scheduled days, the remaining time to schedule via the difference in both columns, and the scheduling rate. This information is displayed per resource's main skills, per resource types (internal, generic, external), per resources and per projects. You can start a statistics table directly from an employees search. Employees with no planned workload are displayed in this table with a 0 scheduling rate.

Resource workload of selected assignments: this feature displays in a new tab the selected employee's planned workload.

View resources skills from the selected assignments: this feature enables you to start the skills dashboard for the list of employees associated with the selected assignments.