SEKO Worldwide: Asset Management System : Activity Scheduling User Guide

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1 Table of Contents Overview... 2 myseko.com End User Instructions... 3 The Activity Gantt Chart... 3 Creating or Editing an Activity... 4 Activity Details... 4 Selecting the location... 5 Choosing Human Resources / People... 6 Dates... 8 Products... 9 Saving the Activity Activity Home Support Revision Tracking Revised By Date Version Notes Jamie Weldon Lead Architect 05/25/ Initial guide, distributed to Ron Yee and initial QA users Jamie Weldon Lead Architect 06/29/ Remove notes, include changes since revision 1.1 AMS.Activity.Module.User.Guide.docx Page 1

2 Overview The Activity Scheduling module of SEKO s Asset Management Systems allows users of both myseko.com and SEKO s Inventory Management back office the ability to schedule staff for various Activities that are scheduled. AMS.Activity.Module.User.Guide.docx Page 2

myseko.com End User Instructions Use your provided username and password to log into http://myseko.com. Users of myseko.com will generally be taken directly after login to the Activity Gantt Chart.

3 myseko.com End User Instructions Use your provided username and password to log into Users of myseko.com will generally be taken directly after login to the Activity Gantt Chart. The Activity Gantt Chart The activity gantt chart gives users a month s view of the activities scheduled for all of the staff shown in the chart. The cells are color coded to give the user an indication of which days the staff is available, and which days they are free. Depending on the user s access, they can also optionally select from one or more groups, or from roles (job types) to filter results. There are also several options that change the displayed information on the grid to the right of the filtering. On any day, users can click on the white code (ex HOME, D, CM, etc) to go to activity entry. Clicking on a cell with an activity already scheduled will take you into that activity, whereas clicking on a cell where the person is not yet scheduled will start the activity entry process from scratch. AMS.Activity.Module.User.Guide.docx Page 3

4 Creating or Editing an Activity As mentioned above.. you can start creating a new activity by using the Gantt chart and clicking on a day where a person is available. You can also use the Entry button at the top left of the screen. With either option, you ll be taken to the Activity Entry page, with 5 distinct sections 1. Activity Details (dates, types, labels, notes) 2. Location (the location for the activity) 3. Human Resources (who is scheduled for this activity?) 4. Dates (Milestone dates for the activity) 5. Products (What product types / serial numbers do you need for the activity) Activity Details Figure 1 - Activity Entry - Details Start entering your activity by defining the start and end dates of the activity. Then select the activity type. Note: The screen will refresh when selecting an activity type, usually in under a second, while the system looks for the appropriate milestone dates for the selected activity. You can then enter an optional label (it will be populated for you if you leave it blank) and notes pertaining to your activity. AMS.Activity.Module.User.Guide.docx Page 4

5 Selecting the location The next step is to select your location. Figure 2 - Activity Location Try to use the Find Locations function to search the system for pre-existing locations before entering a location by hand. When you click the Find Locations link, you ll be shown a window with two (simultaneous) search criteria you can use to filter through locations to find the one you re looking for. Figure 3 - Activity Location - Searching for a location You can select a location by clicking the SELECT button and the popup window will close and the location s details will be populated on the screen as shown in picture for. AMS.Activity.Module.User.Guide.docx Page 5

Choosing Human Resources / People The next step is to assing our personnel to this activity. You have several options in the human resources section for doing this.

6 Choosing Human Resources / People The next step is to assing our personnel to this activity. You have several options in the human resources section for doing this. Option 1 The Gantt fills it in for you If you entered the activity entry from the Gantt chart.. you details for the person and date you clicked on are filled in for you.. simply choose to Add/Schedule or just Add Only to have a person on your activity. Option 2 - Just Start Typing Simply start entering the person s name in the first text box. The system will dynamically search the database for these people and return a list of the people you re looking for until we ve located the one we want. Selecting that name will populate the role (job title), address, mobile and phone fields. Option 3 - Find People Another way to add people to an activity is to use the Find People link next to Human Resources. Using this, you can view a listing of people (by both job role (title) and group (for example an outside company)). Clicking SEARCH then will query for the appropriate people, their driving distance to the activity s location, and provide you with some information on their availability. AMS.Activity.Module.User.Guide.docx Page 6

Figure 4 - Activity Scheduling - Find People Above is an example of using the Find People option. You can click on any of the calendar icons to the left of the individual to see their schedule.

7 Figure 4 - Activity Scheduling - Find People Above is an example of using the Find People option. You can click on any of the calendar icons to the left of the individual to see their schedule. A (+) or (X) indicates if this person is avialble or scheudled for the given date range for the activity we re scheduling. When you ve determined the person you wish to schedule, click that (+) or (X) icon on the far left. The window will close, and the person will be added to the activity. Note: You still need to choose Add/Sched or Add Only as described in 2 a&b on page 7 under Just Start Typing. Once you ve identified the person we want to select and their details have been entered in the appropriate boxes, you need to choose either the Add/Sched link or the Add Only Link. Add/Sched. This will add the user and create the schedule (called Sub-Scheduling) (the information we see on the various calendars) for this user and activity, Add Only This simply just adds the user to the activity, w/o scheduling them. Consider using this if you re adding management / administrations / or site contacts who we do not wish to build schedule data for. If you re not sure which option to choose, select Add Only. You can then select the calendar icon next to the scheduled person to create the calendar that Add/Sched would have created. The calendar will be highlighted or grayed out / faded based on the existence of this schedule. AMS.Activity.Module.User.Guide.docx Page 7

Sub-Scheduling Sometimes, you may want to add a person to an activity, but not necessarily schedule them for every day that the activity runs for. You can use sub-scheduling for this.

8 Sub-Scheduling Sometimes, you may want to add a person to an activity, but not necessarily schedule them for every day that the activity runs for. You can use sub-scheduling for this. Once you ve added a person to an activity, you can click on the calendar icon to the right of their information to bring up the Contact Relation Calendar. Using this window you can define the types of activities for each day during the entire span of the activity, and optionally as well by unchecking the Scheduled box clear one or more of their calendar days during the activity. Dates In the dates section, you simply need to provide certain milestone dates for your selected activity type. Note that several activities may not have any milestone dates (vacations for example), while others may have several dates you re expected to enter. AMS.Activity.Module.User.Guide.docx Page 8

9 Products Figure 5 - Products To add products.. certain users (based on the company s inventory management profile) will have the option to select from a Configuration/Kit drop down at the top of the product entry screen. Users simply choose the configuration they wish to request, then click the plus sign to the right and all the parts (a configuration likely has several different part types in it) will be added to the activity. Optionally, users can also add products by simply starting to type in either the name or the number field. The system will query the inventory management profile and suggest records for the user to select, which once selected will fill in the name and number fields. You can optionally enter a serial number here, although note that the serial number will be validated against the existing data in SEKO s Inventory Management System, and you ll be stopped if that serial number is not found. Besides serial number, the other important piece of information under Products is the Status. This indicates the status of your requested product as updated by SEKO operations personnel. The possible statuses during the lifetime of an activity are REQUESTED, CONFIRMED, SHIPPING, and DELIVERED. AMS.Activity.Module.User.Guide.docx Page 9

Saving the Activity Great, you ve entered all the information you need to finish scheduling your activity. Simply click one of the Save > buttons at the top of the screen.

10 Saving the Activity Great, you ve entered all the information you need to finish scheduling your activity. Simply click one of the Save > buttons at the top of the screen. Depending on which button you click, you could be brought to the home screen, back to the Gantt screen, or just left at the activity screen with Save > Stay (a good option if you want to save your changes quick and come back to your entry at a later time. [Subject to change, detail reporting, gantt chart] [Subject to change, detail questionnaires] Activity Home You can use the Activity Home page to view your records in a different way than the Gantt Chart. You can access not only activities, but also other record types like questionnaires and utilization information using the Activity Home. The screen is split into sections. At the top of the screen you ll see a grid that lists your current activities, as well as several filters above the grid that allow you to sort or select activities based on your input. Top Half of the Activity Home page Other options to the right of the filters include the ability to export the grid to Excel, refresh the grid data when AMS.Activity.Module.User.Guide.docx Page 10

you change filters, view the Activity Gantt chart, and create a new activity. You can edit or view pre-existing activities by clicking on the activity name link on the left side of the grid.

11 you change filters, view the Activity Gantt chart, and create a new activity. You can edit or view pre-existing activities by clicking on the activity name link on the left side of the grid. Record Type: Activities By default we are shown activity information in both the top section and the bottom section of the Activity Home page. Figure 6 - Bottom Half of the Activity homepage At the bottom half of the screen is an activity planner. When you first log in your personal information will be shown here (and the grid in the top half will only show your activities). The calendars used are for the pevious and next month s activity. Users with access to see other user s information will be able to change the name in either of the Planner: fields at the top or bottom of the screen. Tip: To clear planner information for an individual, users with rights can click the Clear button above the grid. Record Type: Questionnaires [this section is not yet complete] You can use the Record Type option to select questionnaires to view in the Activity Home page. Questionnaires are created by the system for certain individuals with certain job types. Record Type: Utilization [this section is not yet complete] You can see utilization information by choosing Utilization from the Record Type option inside Activity Home. AMS.Activity.Module.User.Guide.docx Page 11

12 Support You can contact SEKO s Helpdesk anytime at SEKO or at helpdesk@sekoworldwide.com should you experience any problems or encounter any questions about the Activity Module. [subject to change, needs more detail about local operational contacts] AMS.Activity.Module.User.Guide.docx Page 12

Introduction to iauditor +

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