View the Scheduler

Your progress:

What will you learn in this lesson?

After completing this lesson, you’ll be able to:

  • Describe the features of the Scheduler.

Let’s set the scene.

  Remember Tyler? Tyler is not only our Brand Marketing Expert, she has a secret identity as a trainer. Now that the website has been built, Tyler is getting ready to train Grommets, Inc’s in-house team on the new website. Tyler would like to see when her first training session is scheduled.

What is the Scheduler?

The Scheduler is an excellent resource capacity planning tool. It provides a calendar style view of scheduled Actions by Role. In our example, the Scheduler will show Tyler the date when the “Deliver Website Training” Action is scheduled. Tyler is also able to see what Projects other team members are working on. It also shows public holidays and team member’s individual leave records so you can see when someone is not at work.

The Scheduler offers three views: Timeline, Hours, and Month. Let’s take a look at how you might use each view.

Timeline View

Scheduler showing Timeline view.

The Timeline view shows between 1 and 12 weeks at one time. Key features of this view include: 

  • Weekends appear in grey.
  • Holidays appear in red.
  • Actions appear in the color defined on the Project Detail page.
  • Quick access to Action detail pages is achieved by double-clicking on the action.
  • View hours scheduled versus hours available per week for each Role, taking Holidays into consideration.
  • View utilization percentage per week for each Role (Note: where the hours scheduled are more than the hours available per week, this will be highlighted red to indicate the Role has been over-allocated).

Hours View

The Hours view is a pop-up dialogue displaying the number of hours scheduled for each Role in a color-coded view of the current timeline date range. It is ideal to see hot-spots. Key features of this view include:

  • Weekends and holidays appear in blue with N/A
  • Less than 50% scheduled hours appear in green
  • Between 50% and 85% scheduled hours appear in yellow
  • Over 85% scheduled hours appear in red

Month View

The Month View provides a view of scheduled Actions in a calendar month. It is important to note, this view does not display Holidays. It is a useful view to get a high-level overview of what is happening in the month. Key features of this view include:

  • Actions appear in the color defined on the Project Detail page.
  • Quick access to Action detail pages is achieved by double-clicking on the action.

Let’s use the Scheduler.

Tyler is ready to view the dates she is scheduled to deliver training. Here are the steps:

  1. Go to Scheduler tab.
  2. View schedule by Month, Timeline, Hours.
  3. Use the Today button to jump to today’s date.
  4. Use the Calendar icon to jump to last month.
  5. Double-click on an Action on the Scheduler to view the Action details.

Before we move on…

Tyler has viewed her scheduled Actions on the Scheduler and is pleased the dates she is scheduled to deliver training for Grommets, Inc. doesn’t clash with her upcoming holiday.

 

Ready to move on? Take the quiz below to test your knowledge.