Sage 200 Add-on Package Project Scheduling

Transcription

1 Sage 200 Add-on Package Project Scheduling Contents Background & Purpose... 2 Required Set-up... 3 Overview... 3 Creating Time Durations... 3 Creating Qualification Categories... 3 Creating Qualifications... 4 Usage... 5 Adding Qualifications to Resources... 5 Add Qualification Requirements to Project/Project Item... 5 Search For and Book Resources... 6 View Project Calendar... 7 View Resource(s) Calendar... 9 Copyright 2015 TMS Sage 200 Add-Ons Rev 1

2 Background & Purpose With project accounting you can create a list of your employees with various cost & charge rates; and then enter timesheets to book time (and therefore cost) to projects. However, Sage 200 out of the box cannot be effectively used as a standalone staff planning tool because of the followings: - There is no way to book or schedule employees onto jobs. - Only basic information can be stored about each employee, therefore it s not possible to assess whether someone is suitable / qualified for a job purely based on the information within Sage There is no validation across timesheet bookings i.e. it s perfectly possibly to book more than 24 hours per day for a single employee across multiple projects. This tool aims to expand the functionality of Sage 200 Project Accounting to allow it to be truly used as a standalone staff / project planning tool. It allows: - Creation of a master list of accreditations / qualifications - The assignation of accreditations / qualifications (i.e. to record which employees have which qualifications) - A booking system the ability to book an employee to a current or future job - A staff searching system the ability to search for staff which are free (i.e. not booked to jobs) on certain dates. Can be further filtered based on required accreditations / qualifications necessary for the job. - Job & resource diaries so you can clearly see your staff bookings in a diary based interface. P a g e 2

3 Required Set-up Overview Before the project scheduling can work effectively, each resource needs to be updated with their qualifications so that these can be matched to specific jobs within the scheduler. Each qualification requires a start date, a duration and a category, all of these have to be set up. Creating Time Durations The first requirement is to add durations, although most qualifications are valid for an amount of years, there are examples where this is not the case, adding new durations allow the accurate recording of each resources qualifications. The input for this can be found at Project Accounting > Project Maintenance > Project Scheduling > Maintain Qualification Duration. The form has three functions, to add, to remove and to edit a current duration. Creating Qualification Categories Qualification category allows all of the qualifications to be grouped together under a certain banner, for example, this will allow project managers the opportunity to book any welder to their job if it does not require a special welding skill. All qualifications require a category, these can be added, removed or amended from Project Accounting > Project Maintenance > Project Scheduling > Maintain Qualification Category. A category requires a name and a description. P a g e 3

4 Creating Qualifications Qualifications are added to the database and are made up of Name, Description, Duration and Category. Duration and Category are selected from the fields created in the previous Once created these are added to resources, this method allows the same qualification to be added to several different resources, which prevents having to input the same information to many different employees. P a g e 4

5 Usage Adding Qualifications to Resources Adding a qualification to a resource is done from the invoice resource screen at Project Accounting > Project Maintenance > Resources, once a resource has been selected, select the Qualifications tab and click the Add button. Select the qualification from the drop down, the start date of the qualification and click save. Add Qualification Requirements to Project/Project Item This part of the add-on has been included to allow project managers to consider the type of resources that will be required when drawing up the project plan. From the create or amend project screen, Project Accounting > Projects > Amend Projects. Select the required project from the drop down menu and select the Qualifications tab. From here you can add, remove or edit qualifications from this screen, this creates a list of required qualifications for a project or project item that can then be booked for the project. P a g e 5

6 To add a required qualification, select the qualification needed from the drop down and the amount of time required from the two duration fields and click save. Search For and Book Resources This is the main feature of the Project Scheduling add on, this screen gives the ability to search all resources, filter them by qualification (or qualifications if a person with more than one is required) and the dates required for the booking. Once the criteria has been met, click the search button and the panel on the right of the screen will be populated by every resource that meets the qualification requirement. The example below shows a search for Project 17, for a qualified health and safety engineer for the 1 st January P a g e 6

7 The grid on the right shows the result of the search, you can see from the image above that the column on the far right shows which of the resources is available on the 1 st January This grid allows further filters on both first name and surname. From here multiple resources can be selected and booked. View Project Calendar To view the project bookings calendar, navigate to Project Accounting > Projects > Amend Project. From here select the required project from the drop down, go to the Qualifications tab and click the Calendar button. This will bring up the calendar, showing all booked resources for that selected project. If a project item is selected from the Project Structure tree on the left hand side, instead of the top level project, the calendar will only show booking item s against that project item. The image below shows this. P a g e 7

8 The image below show the calendar, in this example the top level project has been selected and the calendar shows all of the booking associated with this project. P a g e 8

9 View Resource(s) Calendar The calendar shown above for the project can also be viewed showing a selected resource or to show all resources. The both stem from the same menu at Project Accounting > Project Maintenance > Resources. The image below show the calendar for all resources, this is accessed from the resources form by clicking on the View Calendar button. The final image below show the same calendar but for a single resource. This is again found from the Project Accounting > Project Maintenance > Resources menu but once on the resources form, a resource has to be selected. Once selected go to the Qualifications tab and click the View Calendar button. P a g e 9