Setting up Project

The following management rules are applied on the Project's portal. These rules must be set up from the Desktop Application, in the setup menu General Setup > Special parameters > Management rules.

Important

The PLG_TACE management rule must be enabled and set up in order to show the Scheduled rate display option in the Employee view of the calendar.

The PLG_TACE management rule enables you to establish calculation rules for employees' occupancy rate excluding holidays (Scheduled rate) in Project.

Calculating the scheduled rate is done as follows:

  • Scheduled hours of the employee / (Number of worked days of the employee - Total number of days scheduled for items validated on leave projects)
Scheduled hours of the employee

An employee's scheduled hours is the total sum of that employee's daily occupancy rates.

By default, only internal and external projects are taken into account when calculating an employee's scheduled hours. However:

  • The codes of the internal projects / phases / sub-phases filled in Employee scheduled hours: Exclude the following internal projects / phases / sub-phases codes are not taken into account when calculating an employee's scheduled hours. If the *INTERNE* code is indicated in this field, then all internal projects are excluded from the scheduled hours.
  • The codes of the leave projects / phases / sub-phases filled in Employees scheduled hours: Include the following leave projects / phases / sub-phases codes are taken into account when calculating an employee's scheduled hours.
Number of worked days of the employee

This number of worked days includes:

  • national holidays in the employee company's calendar,
  • the employee's standard week, only if the Yes option is checked for the Employee worked days,
  • the number of working days in a month, only if the No option is checked for the Employee worked days.

Important

If No is checked for the Employee worked days, then you should exclude the employee's part-time projects from the Employee leaves.

If national holidays are generated by leave projects, then you should exclude these projects from the Employee leaves.
Total number of days scheduled for items validated on leave projects

Scheduled items validated on leave projects group together all leave projects.

Note

The validation is only need for leave projects of the Leaves with Request type. To be considered when calculating an employee's worked days, leaves of this type must be validated. The other types of leaves do not need that validation.

For the Employee leaves field:

  • If Yes is checked, then the codes of the projects / phases / sub-phases filled in the Employee leaves field are excluded from the projects taken into account.
  • If No is checked, only the codes of the projects / phases / sub-phases filled in the Employee leaves field are taken into account.

Note

On the Settings Portal, target scheduled rates management can be enabled. A target scheduled rate can then be specified on the record sheet of each employee. It is the scheduled rate that the employee must ideally reach every month.

For more information on target scheduled rates, refer to Entering general information and contact details.

Example 1

Employee A works 5 days a week.

For a week, employee A's schedule will look as follows:

  • 2 days scheduled on external projects
  • 1 day scheduled on an internal project
  • 1 day scheduled on a medical leave project
  • 1 day scheduled on a paid leave project
Calculating the standard Scheduled rate 3 scheduled days / (5 worked days - 2 leave days) = 100%
If the internal project is excluded (code indicated in Employee scheduled hours) 2 scheduled days / (5 worked days - 2 leave days) = 66%
If the number of working days is taken into account (with No checked in Employee worked days) 3 scheduled days [+ 2 leave days included] / (5 worked days - (2 leave days [- 2 leave days excluded])) = 100%
If medical leave projects are excluded (with Yes checked and the code indicated in Employee leaves) 3 scheduled days / (5 worked days - (2 leave days [- 1 leave day excluded])) = 75%

Example 2

Employee B works at 80% (4 days a week):

  • If the PLG_TACE rule takes into account standard weeks, the employee's working hours are divided over 4 days.
  • If the PLG_TACE rule takes into account working days, the employee has a day scheduled on a leave project ("part-time" for example) to manage his schedule.

For a week, employee B's schedule will look as follows:

  • 1 day scheduled on an external project
  • 1 day scheduled on an internal project
  • 1 day scheduled on a medical leave project
  • 1 day scheduled on a paid leave project
  • Example *: an additional day scheduled on a part-time leave project
Calculating the standard Scheduled rate 2 scheduled days / (4 worked days - 2 leave days) = 100%
If the internal project is excluded (code indicated in Employee scheduled hours) 1 scheduled day / (4 worked days - 2 leave days) = 50%
If the number of working days is taken into account (with No checked in Employee worked days)

Example *

2 scheduled days [+ 3 leave days included] / (5 worked days - (3 leave days [- 3 leave days excluded])) = 100%
If medical leave projects are excluded (with Yes checked and the code indicated in Employee leaves) 2 scheduled days / (4 worked days - (2 leave days [- 1 leave day excluded])) = 66%

The following management rules are linked or specific to Project:

Rule or control Description
AFF_ABS_BLOQ Prohibits schedules entry on leave projects of the Leaves with Request type.
AFF_ABSCAL_BLOQ

Prohibits schedules entry on leave projects of the Calendar absences type.

Note

The leave type is defined in the project sheet > Additional information tab > Management data section.
PLG_AUTORISER_LES Automatically checks the Allow on Saturdays/Sundays/national holidays options when creating, duplicating or postponing a scheduled item.
PLG_CMDCLI Adds the Order line in a scheduled item's form (only in Project). This field indicates the customer order linked to the item.
PLG_COMMENTAIRE Makes it mandatory to specify a comment in a scheduled item's form.
PLG_DESCRIPTIF Adds the Description field in a scheduled item's form.
PLG_HORODATE

Makes it possible to specify timestamped schedules and access the Calendar menu.

Important

This management rule affects the way schedules are filled in Project, as well as in the Web Portal and the Desktop Application.

Before activating this rule, contact your Akuiteo project manager.
PLG_LNK_CLB_AFF_TACH

Makes it possible to manage the partitioning by project and by employee:

  • When this rule is disabled, the behavior of the standard partitioning applies and only the employees linked to a project can be affected as resources on the scheduled items.
  • When this rule is enabled, it is possible to associate a schedule item to all employees of a company and the multi-company employees.

Important

The PLG_LNK_CLB_AFF_TACH rule only applies to the Project portal, and not the Desktop Application or the other web portals.
PLG_MASQUER_ABS Hides leave projects' labels.

The color of the schedule items can be customized to quickly identify a project, an employee a specific schedule item.

There are several ways to customize the color of scheduled items. This color is determined with the following priority order:

  1. The color defined for a scheduled item (see Customizing the color of a scheduled item).
  2. In the Project view and Employee view menus, the color defined for the project is associated to the schedule item, from the Desktop Application (see Customizing a project color). In the Calendar menu, it is the color defined for the associated employee that is used (see Customizing an employee color).
  3. In the Project view and Employee view menus, the color for the project type, is set up from the Desktop Application or the default color (see Customizing a project type color).
DMF 250121 PROJECT SCHEDULE VIEW MODIFY COLOR
1 Click on a schedule item from a Project view to open its form.
2 Click on the sticker from the Color field then select the desired color.
3 Click on Save to take into account the modification.

The schedule item is now displayed in Project with the desired color.

Reference

For the detail of the fields in a schedule item form, see Description of a scheduled item's form.

Click on at the right of the Color field to erase the customized color and use the color linked to the project, employee or project type.

DMF 0601A8 PROJECTS PROJECTS MODIFY COLOR

You can customize the color of the schedule items displayed in the Project view and Employee view menus, depending on the project linked to each schedule (for example, yellow for the Maintenance project, red for the Support project, etc).

Customizing a unit

1 From the Desktop Application, open the desired project record sheet from the Management menu > Projects and go on modification mode.
2 From the Main information tab > Project section, click on the Color field sticker.
3 Select the desired color and then click on OK.
4 Save the project record sheet to take into account the modification.

Schedule items linked to the project are now displayed in the Project view and Employee view menus with the defined color. However, if only one color is defined from the form of a schedule item, this color will be used in priority to identify the item.

Click on at the right of the Color field to erase the selected color and use the color linked to the project type.

Customizing by batch

1 From the Desktop Application, run a projects search by specifying the desired criteria from the Management menu > Projects.
2 From the search results, select the desired projects then click on from the action bar.
3 In the multiple modifications window, check the box of the Color field and:
  • click on the sticker and select the desired color to give this same color to all the selected projects,
  • check the Random box to randomly give a different color for each selected project,
  • click on to erase the customized color.
4 Click on Validate to update the selected projects.

Schedule items linked to the project are now displayed in the Project view and Employee view menus with the defined color(s). However, if only one color is defined from the form of a schedule item, this color will be used in priority to identify the item.

DMF 160877 TOOLS RESOURCES MODIFY COLOR

You can customize the color of the schedule items displayed in the Calendar menu, depending on the employee linked to each schedule (for example, blue for Jeanne Dupont and green for Michel Blanc).

By default, each employee is identified by a unique color which is applied randomly. Once assigned to an employee, the color remains unchanged. This color is used both for the employees checkboxes in the Employee list and for the colored schedule blocks. Therefore, the various colors assigned help differentiate them thanks to their color.

To customize the color given to each employee:

1 From the Desktop Application, open the record sheet of the desired employee from the People menu > Resources (Employees and Subcontractors) and go on modification mode.
2 From the Resources (Employees and Subcontractors) tab > Identity section, click on the sticker of the Color field.
3 Select the desired color and then click on OK.
4 Save the employee record sheet to take the modifications into account.

The schedule items of the employee are now displayed in the Calendar menu with the defined color. However, if only one color is defined from the form of a schedule item, this color will be used in priority to identify the item.

Click on at the right of the Color field to erase the customized color and go back to the random color.

If no customized color is defined for the schedule item nor the project, default colors are used in the Project view and Employee view menus for the schedule items in order to visually differentiate them:

  • internal projects,
  • external projects,
  • leave projects.

However, a user can customize these colors in the Desktop Application, if granted the needed access rights. Colors are set up by company. Therefore, the displayed color code is the one set up for the user's connection company.

Note

You only need to set up one color per type of project. Additional colors will not be considered.

1 From the Desktop Application, go to Tools > Setup > General Setup > Schedules and Timesheets > Scheduled item.
2 Click on in the action bar to create a color code and specify the following fields:
Field Description
Code Identify the color using a unique code.
Rank #

Add a rank number to the color code.

This rank number is used only if several codes are set up for the same Type. In this case, the code with the smallest number is used.
Label Specify the label of the color code.
Color

Click on the colored sticker to open the color chart. Choose the desired color or set your own customized color, then click on OK.

Important

Information displayed in schedule blocks is written in white. Make sure you use a dark color for your projects to be readable.
Type From the drop-down list, choose the type of project (internal / external / leave) to associate with the color code.
3 Click on .

The color code is created. In Project, the setup color replaces the default color that was used for the scheduled items of the relevant project type.

Tip

This color code is displayed at the bottom of the Project's screen.

The PLG_ENTETE_FICHE management rule allows you to customize the information displayed in each schedule block, in the Project view and Employee view menus as well as in the tooltip displayed when hovering over a block.

When this rule is enabled, the information displayed is the one indicated in the rule. If the rule is disabled, only the information displayed by default is available.

Specify the following parameters in the management rule:

Field Description
Information to display on a scheduled item (Project view)

Specify the codes of the information you want to display in a schedule block in the Project view menu.

You can display up to 2 lines.
Information to display when hovering over a scheduled item (Project view)

Specify the codes of the information to display in a schedule tooltip when hovering over a block in Project View menu.

You can display up to 7 lines.
Information to display on a scheduled item (Employee view)

Specify the codes of the information you want to display in a schedule block, in the Employee view menu.

You can display up to 2 lines.
Information to display when hovering over a scheduled item (Employee view)

Specify the codes of the information you want to display in a schedule tooltip when hovering over a block in Employee view.

You can display up to 7 lines.
Task comment available

Check Yes if you want the Comment field of each task to be displayed in Project:

The comment can also be specified or modified from the modification window of a task (see Modifying the tasks to be scheduled).

If the option is set to No, the CommentProject field is never available in .

The available codes are listed in the description of the management rule, with the following specific cases:

  • Concerning the DUREE code, if the duration of a scheduled item is less than 1 day, the period (morning or afternoon) is also displayed.
  • The ICONE_PHOTO_COLLAB and ICONE_LOGO_CLIENT codes enable you to display an employee's picture in the Project view menu or a customer's logo in the Employee view menu. Only one icon can be added per field, you cannot display the picture of an employee and a customer logo in the same block or tooltip. The displayed icon maintains a fixed position no matter where you add the code in the syntax.

For the syntax:

  • If you want to display the information on the same line, use the hyphen "-" to separate the codes.

Example

You want to display the project's company and code on the same line. You specify the following code in the relevant field: CODE_SOCIETE_AFFAIRE-CODE_AFFAIRE.

In Project, the information will be displayed as follows: Company1 - ProjectB

  • If you want to display information on several lines, use the hash symbol "#" to separate the codes.

Example

Following the first example, you want to add the employee's name on a new line. In the relevant field, you specify the following codes: CODE_SOCIETE_AFFAIRE-CODE_AFFAIRE#NOM_PRENOM_COLLABORATEUR.

In Project, the information will be displayed as follows:

Company1 - ProjectB
John Smith

The PLG_CHAMPS_AFFAIRE, PLG_CHAMPS_CLIENT and PLG_CHAMPS_COLLAB management rules allows you to customize the fields and custom data displayed in the detailed information windows of the project, the customer or the employee, respectively, that can be accessed by right-clicking on a resource from the Project view and Employee view menus.

When this rule is enabled, the information displayed is the one indicated in the rule. If the rule is disabled, only the information displayed by default is available.

Specify the following parameters in the management rule:

Field Description
Defines the fields to display for the project/customer/employee, separated by a '-'

Specify the codes of the fields to display in the detailed information window (for the project, customer or employee). Each code must be separated by a dash "-". If the field is left empty, all the available fields will be displayed.

The available codes are listed in the description of each management rule.

Note

For the PLG_CHAMPS_COLLAB rule, the fields displayed also depend on the user's DMFs (1608**). If the user does not have the required DMF to access some data of the employee record sheet, this data will be hidden even if the fields are set up in the management rule.
Index of the first custom data to display

The number specified indicates the rank number of the first custom data to be displayed. The following custom data are displayed depending on their rank order, defined in the setup of these data.

Example

The index specified is 1 and the Number of custom data to display is set to 4. The first custom data displayed in the detailed window will be the data whose rank number is 1, then 2, 3 and 4.
Number of custom data to display

The number specified controls the number of custom data displayed.

Specify 0 to display all existing custom data without having to specify a specific number (taking into account the limited space available to display these custom data).
Number of columns for the custom data display

The number specified defines whether the custom data are displayed are displayed in one or several columns (maximum 3 columns).

If you do not want to display custom data, specify 0.

To access the preferences, click on the connected user's picture in the header, then click on Preferences. To set up a preference, check/uncheck a box or specify a value, then click on Save.

Schedule (Project view and Employee view)

Preference Description
Displaying tasks to be scheduled

Check this preference to automatically display the tasks to be scheduled pane.

When this box is not checked, tasks to be scheduled are hidden by default.
Show weekends

Check this preference to automatically enable the Weekends display option and display weekends in the calendar.

When this box is not checked, the option is deactivated and weekends are hidden by default.
Expand

Check this preference to automatically enable the Expanded display option and expand all scheduled items.

When this box is not checked, the option is disabled and scheduled items are collapsed by default.
Number of additional resources

Define the number of resources to display when using the Show the next XX projects button in the Project view menu and Show the next XX employees in the Employee view menu. It is possible to define a minimum of 20 resources and a maximum of 50 resources to display.

By default, the number of resources is set to 20.
Width of resources column in px

Define the width in pixels of the resources column, that is to say the first column of the calendar.

By default, the width is set to 200 pixels.
Use original date of the event instead of today's date

Check this box so the duplicated items have the same start date as the original item.

When the box is unchecked, the start date of the duplicated item is today's date.

Calendar

Preference Description
Show employees to be scheduled

Check this preference to automatically display the Employee list.

When this box is not checked, the employee list is hidden by default.
Start time

Specify a start time to set the working hours to be displayed in the Calendar menu and the WEEKLY view of the Project view and Employee view menus. The start time you specify determines the first hour displayed in the calendar; preceding hours are hidden.

Example

If you specify 11:00 AM as the start time, 11:00 AM is displayed as the first line in the calendar and the preceding lines are hidden.
End time

Specify an end time to set the working hours to be displayed in the Calendar menu and the WEEKLY view of the Project view and Employee view menus. The end time you specify determines the last hour displayed in the calendar; following hours are hidden.

Example

If you specify 7:00 PM as the end time, 7:00 PM is displayed as the last line in the calendar and lines that follow are hidden.