Planning Manager Pro


Technical support


This document was created using an automatic translation. Perhaps it comprises errors,  non sense or imprecision. Thanks to readers to announce us any fault of translation by sending a email to the technical support address indicated

 

Significant: Uninstall the preceding version before installing this one, but with the precondition, save your data bases used.

Warning :

The version of demonstration is limited by not allowing the creation of collaborators.  Its recording makes it possible to transform it into unlimited final version without reinstallation.

This product uses components also present in the software "Report Designer" and "Process Manager" available on the same site. It is thus strongly recommended to carry out the update of those in the event of joint installation. 

The data bases used are bases Access XP. the access is free there, but attention if you carry out modifications there because the product is likely not to function more.





Planning Manager

This product makes it possible to manage planning. 

As for any traditional diary, it makes it possible to seize appointments and activities. 

But in addition to the traditional managers of diaries, it makes it possible to export the data towards a spreadsheet to obtain statistics on the distribution of the activity of the company according to the tasks, the services, the agencies, or each collaborator. In this direction, it exceeds a simple diary multi user and is particularly useful for the person in charge to know for which activities the working time is used.

More than one diary, it is a manager of working time. 

The current version plans only by section of fifteen minutes to smallest.

One can also plan by half day, or whole day.

Each task defined in the system has its scale of planning per defect. One will select the list of the collaborators impacted by the task to plan, and the writing in the various diaries will be automatic.

The public holidays are not usable. To amend the one day old, it will be necessary to update the calendar.

There are two kinds of regroupings those are known as "static" or "dynamic". The "static" regroupings will characterize the collaborators. The "dynamic" regroupings will characterize the appointments.

One can define static "or" dynamic "regroupings as many" that one wishes. A collaborator belongs to as many "static" regroupings desired, but it can belong only to one element by regrouping. For example, if one defines the 3 "static" regroupings such as "Agency", "Service", "Project". A collaborator could not be attached that to only one agency, only one service and only one project, at a given moment

The "dynamic" regroupings will be used during the creation of an appointment and will be used to characterize it.

The dynamic regroupings, static or, are used then to obtain various statistics according to these values. Their choice must thus be judicious and depends on the later use of the statistics.  

It is not necessary to attach a collaborator to all the "static" regroupings available. It is not either necessary to attach one return to one or more regrouping dynamics. It will only be necessary to take care to make it so as to obtain coherent statistics.

The catch of an appointment uses the elements defined in the moment when this one is recorded. It will be memorized with the characteristics of regrouping and time cost defined in the moment when the appointment is taken, and this for the various participants. he later modification of fastenings of one or several of the participants in this return will not change the characteristics of this go. For that, the only manner of making would be to remove this go for each participant, and to recreate it after having carried out the updates wanted on those. 

A fixed cost can be allotted to appointment. This cost is seized in a total way. It represents the total cost of the mission for which one will create the various appointments (or entries of diaries). Consequently, if there are several collaborators taking part in this mission, the seized total cost will be divided by the number of collaborator, and will be distributed on each collaborator. In the same way, if a mission relates to several days or half days, the total cost, possibly distributed, will be affected with the last go of each collaborator created. Example, mission a 3 half days, for 4 collaborator, and for which one seized a cost fixes of 600, will give place to the creation of 12 entries of diaries (3 return to X 4 collaborators), and only the 4 last go (1 per collaborator) corresponding to the 3rd half day will have a cost fixes of 150 each one.   The 8 others go will have a cost fixes of zero.

The suppression of an appointment (or entry of diaries) must be carried out for each participant individually. It will have to be taken care to correctly defer the associated fixed costs if this entry of diary belongs to a mission relating to several days or half days, or if several collaborators take part in it jointly.

If an appointment comes in superposition from an existing appointment, the user will be brought to decide if the catch of this new appointment must cancel and to replace it (or them) old return, for the collaborator in question. The question will be put for each participant in this new appointment in the same case, and for each old appointment in conflict. The same remark is essential concerning the fixed costs possibly associated these go removed.

Finally a task, which is the subject thus of a planning, is gathered in standard activity. Currently, there are no statistics relating to the standard activity. This concept is preserved for later use. For the moment one will be able to be satisfied to define only one standard activity, to which all the tasks will be attached.

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Documentation

NB: The icon  announces a new functionality or a significant modification compared to last version

With launching, the last open data base is used.

If the open base is in version 2.1, an automatic conversion towards version 3.1 is carried out after confirmation on behalf of the user. We advise you, to recopy the data base before carrying out its conversion.

The V2.1 bases will not be usable any more as long as their conversion with the V3 format will not have been carried out. The user will be able only to copy them under another name at ends of safeguard.

NB: If the initial installation of planning manager were carried out in V2, and that the passage in V3 is the result of the automatic update, then the initialization of a new data base being done under the V2 format, as of the creation of this new base, it will be required to migrate it to the V3 format. This behavior is normal, and will disappear if the installation is entirely remade starting from the downloaded file.

Corrections and improvements :

New functionalities :


Main menu:

 

Files

Initialize : Allows to create a new empty data base. The calendar is initialized for the years 2003 to 2010 included. This initialization relates to the legal French public holidays at January 1, 2004.

Open: Open a data base.

Copy: Duplicate a data base.

Quitter: Ciao, Adios, Au Revoir, Aufwiedersehn, goodbye.

Convert: Allows to migrate its data bases of version 1.2 towards new structure 2.1.The migration takes again all the data except the calendar. If this one were modified relative at the standard public holidays or the wrought days, it will be necessary to manually take again these modifications after migration.

Parameters

Confirmation of the suppressions:If this option is notched, the suppressions of planning will be carried out without requiring confirmation. This option is safeguarded for later launchings.

Control regroupings:If this option is notched (default value), the checking relating to the fastening of the collaborator to all the regroupings will be activated.

General parameters:Allows to fix some parameters like the time sections of work in the course of the day (used for planning by half day or whole day)..

Printer

This menu makes it possible to select the printer which will be used.

Modeling

Language: Change the language

Initialization of the calendar:It under menu makes it possible to initialize one year complete with the wrought days (Saturday and Sunday non wrought) and the standard French public holidays to the 01/01/2004 (including the 3 traditional Easter Monday, Ascension Day and Whit Monday)

Personalization of the calendar:It under menu makes it possible to put in agreement the calendar provided with the really non-working and really wrought days for the company. The modification wrought - non wrought - non-working is carried out with a left or right click of the mouse as indicated in the window.

Static regroupings:It under menu makes it possible to define the "static" regroupings which will be used to characterize the collaborators. It gives access a dynamic list of under sub-menus which will be built according to the number of "static" regroupings defined in the system. 

manage:The only one under sub-menu present at the beginning. It makes it possible to create the first regrouping. It under sub-menu will be then followed of a new line by new regrouping created. All under later dynamic sub-menus will give access directly the definition of the desired regrouping

See documentation

Dynamic regroupings:It under menu functions exactly like the preceding menu. It makes it possible to define the "dynamic" regroupings which will be used to characterize the appointments. It gives access a dynamic list of under sub-menus which will be built according to the number of "dynamic" regroupings defined in the system. 

manage:The only one under sub-menu present at the beginning. It makes it possible to create the first regrouping. It under sub-menu will be then followed of a new line by new regrouping created. All under later dynamic sub-menus will give access directly the definition of the desired regrouping

See documentation

Concerning this type of regrouping, one will be able for example to create a regrouping "Customer" (whose list of the elements will be the list of the customers), standard regrouping a "of file" (of which the list of the elements could be "Accounts Department", "Legal", "Social",… making it possible to characterize on which type of file the collaborator worked) or "a Commercial" regrouping (whose list would be commercial company for a company in which technical collaborators fills of the missions for the account of various sales engineers), which will then make it possible to obtain statistics by customer, per type of file or by sales engineer

 

Collaborator:It under menu makes it possible to define the list of the collaborators. Y is integrated a concept of cost time. Since version 2.1, this concept is used to calculate a total cost of realization of task at ends of statistics. A collaborator is identified by his number. See documentation

Standard activity:It under menu makes it possible to define the standard whole of the activities of the company. It is a concept of regrouping of the tasks. This concept is not currently used in the statistics and is present only for one later version. One will not define that a restricted number of standard activity (ex: ABSENCES, COMMERCIAL, TECHNICAL, DEVELOPMENT))

Task:It is the entity of planning. It under menu makes it possible to define the whole of the tasks of the company. One should not lose sight of the fact that this concept will be useful then for the statistics, it will thus be necessary to choose carefully the various possible tasks. The creation of an entry in one or more diaries will make it possible to obtain additional information which will specify the task in question. One (small) list to start could be for example:

Visit customer

Meeting of service

Vacation and RTT

Disease

Technical realization file customer

Administration file customer

Formation customer

Documentation realization

Technical support

Transport and Displacement

Others

It should be noted that a task is defined once for all. Only its wording can be then modified.

Diaries .

 appointments:The creation on appointment is also possible by selecting with the mouse the dates and hours as well as the desired collaborators for you. For that, to filter the collaborators in the window of the diaries to post only the wished collaborators, then to position the mouse at the exact place to begin the appointment. While maintaining the button left of the mouse supported, to make it slip to draw a framework including the lines corresponding to the collaborators and being prolonged until the date/desired hour. If the duration exceeds one day, then the scale will be automatically fixed at the half day or the whole day.

Collaborators : This menu gives access the whole of the diaries. See documentation

Planification : to plan an activity. See documentation

Export : This menu makes it possible to export the statistical data in form. Export can be done directly under Excel XP, or in the form of file "text". To export under Excel, it is necessary to have Excel version XP on the station. If it is not the case, one will be able to export with the format textual file. Apart from the choices "By tasks" or "collaborator", export will be able to relate to static "or" dynamic "regrouping a". The selection is done by notching or stripping the box "Regroupings dynamic".

 See documentation

? (Help menu)

This menu gives access a certain number of assistance. In particular the under small one automatic Update:

Updates automatic:This menu launches the automatic application of remote loading of the updates. Once the list of updates available charged on your station, a "What' s new" is posted in a window "Internet explorer", presenting in the broad outline the innovations. You can always cancel the remote loading of the updates if those seem inadequate or useless to you concerning you. The application "Planning Manager" is started again once the finished application of remote loading.

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 Collaborators

The window is presented as follows:

All the zones are obviously empty during the creation of the first collaborator.

The arrows make it possible to move within the list of the collaborators.

The list multi columns makes it possible to select the desired collaborator. The posted columns, in addition to the number, name and first name, will be those defined in the regroupings. A click on the name of the column will make it possible to sort the list on this column. That makes it possible to visualize the collaborators according to the desired regrouping quickly.

The number must be single for the whole of the collaborators. The number can be modified after the collaborator was created, in measurement or the rule of unicity is complied with.

The time cost is in numerical form with two decimals.

Both limp of list allow to attach the collaborator to the desired element of the desired regrouping. It is not necessary to attach the collaborator to all the regroupings. But if the control of regrouping is active, then a message indicating the regroupings for which the collaborator is not attached will be posted with each change of collaborator. Attention with the coherence of the statistics if collaborators are not attached to all the regroupings, because in this last case, the totals by regroupings will not be equal to the sum of the totals by collaborator. 

The fastening of the collaborator to the element is effective as soon as an element is selected in limps of list. It is not necessary to click on the button "Save".

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Static regroupings of the collaborators

The window is presented as follows:

During the creation of the first regrouping, the zones are empty.

The button creation (2nd on the left) is active only if the field "Regrouping" is modified. In this case, one will be able is to create a new regrouping (if the name is not already used), that is to say to modify an existing regrouping (while clicking on the up to date button emitted").

The arrows make it possible to move in the list of the regroupings, and limps it of list allows to position directly on the desired regrouping. 

The fith button (large book) makes it possible to post the window of definition of the elements composing the regrouping. It is presented in the following way :

As for the regroupings, one will define an element by his name. The arrows make it possible to move within the regrouping, and limps it of list, to position directly on the desired element.

This list is sorted in alphabetical order.

A name of element must be single in a regrouping, but two elements can have the same name if they are not in the same regrouping. Warning however with possible confusions.

Operation concerning creation - update is identical to that of the regrouping (the modification of the name activates the button creation and the update remains always available)

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Dynamic regroupings of the appointments.

Operation is strictly identical to that of the static regroupings.


Diaries of the collaborators

One can see the collaborators's diaries by the "Collaborator" menu or "Induvidual" menu.

With the "Collaborator" menu, the window is presented as follows:

This window posts the whole of the tasks assigned to the collaborators. The color is that which was indicated in the window of definition of the tasks. The selected task is posted in gray and its wording is in red.

The list multi columns on the left makes it possible to modify the posting of planning.

One can sort by criterion while clicking in the heading of column

One will select the collaborators who will be posted while clicking in the lines (the multiple selection is possible with capital letter or control), then while clicking on the button "Filters"

The arrows make it possible to shift the one week old calendar or one day in more or less.

The button "eye" allows refresh planning.

The button "updated" makes it possible to modify the wording of the task indicated in the box in top on the right "information on the selected task". In updated mode, the two buttons are then modified to allow the recording or the cancellation of the modification.

The button makes it possible to remove the task. This suppression will carry only for the selected element and not for the totality of the elements constituting initial planning if this one were carried out by selecting several collaborators over several days.

The button "Twin" allows alternatively zoom in and zoom out. This one is 7 days in extend mode, and 21 days in concentrated mode.

The button "view" makes it possible to visualize the editions before impression in the current version, only one state is available.

The button "printer" makes it possible to print on the selected printer the diaries for the selected people. he edition will relate to the whole of the days following the selected zoom (either 1 or 3 weeks)

Control date makes it possible to position directly at the wanted date, is while clicking on with dimensions control, which will reveal a complete calendar making it possible to choose itself the day, that is to say while clicking inside the date, and by seizing the wanted value directly, or by moving in the dates using the keys "arrows high" and "low arrow" of the keyboard. 

The two input zones make it possible to modify the width of the posting of the diaries, fixed by defect at 6 days and 20 days in extend mode or compressed.

With the "Individual" menu, the window is presented as follows:

While clicking in one of the elements of the window of left, the window of right-hand side opens in order to show the details of the appointment chosen, in particular the collaborators associated with go, and the others go dependent in the case of several days or half days.

The Combo box allows to choose the collaborator for whom one wishes to see the diary

While clicking in a free element of appointment, one will open the window of definition of a new appointment for the collaborator chosen, as for the fashion show wide

 

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Planning of a task

This window makes it possible to fix a task for one or more collaborators.

The list multi criterion allows, as for the preceding menu, to select the list of the collaborators for whom will be planned the task.

The calendar makes it possible to fix the first day of the task (in the case of a recurring task for example).

The choice of the task is done while selecting in the list indicated.

One will be able to modify the unit indicated by defect (once the selected task) in the lower list.

One will indicate the duration of the task in the zone of seizure. This duration will be expressed in selected unit.(3 half day will result in 3 task of a half day each one)

The cursor makes it possible to fix the hour of beginning. For tasks "at the half day", the cursor will be used to indicate morning or after midday while positioning over any hour before or after 12.The hours of the tasks "at the half day" will be planned according to the provided general parameters.   For a task "at the day", this value will not have an effect.

The clock located at with dimensions makes it possible to choose the desired fifteen minutes. This clock is a flip-failure. It turns permanently until one clicks above. The fifteen minutes posted are then the selected fifteen minutes. This selection will be active as long as another fifteen minutes will not have been selected. To release the needle, it is enough Re-to click on the clock. One can then select another fifteen minutes while clicking above when the needle arrives in the desired position.

A task proceeding over several days will not be planned over non wrought days.(ex:3 days as from one Friday will result in a planning Friday, Monday and Tuesday, insofar as those are not non-working obviously, if not, the shift would be prolonged)

Control calendar at summer modified compared to version 2.1 and arises as for the visualization of the diaries.

The association of the mission with one or more dynamic groups is done by the intermediary of limp combo and of the buttons arrow. The selection of an element of a dynamic group by double click or while clicking on the horizontal arrow directed towards the line adds (if an element of the selected group were not already present in the list of right-hand side) or replaces (if an element of the selected group were already present) the element of fastening. The arrow directed towards the left makes it possible to remove association with the element selected in the list of right-hand side. This arrow is available only if one element were selected.

The fixed cost makes it possible to add a fixed total cost to the mission, according to the rules of distribution indicated to the beginning of this document

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Export

The window is presented as follows:

The calendar makes it possible to select the desired period.

The extraction will create a file of P lines and N columns. The contents of the columns will be that indicated by the choice "Regrouping" and that of the lines will be that indicated by the choice "Datas". The durations will be in decimal hour.

The extraction "by task" will prohibit the choices "sum by task". For the other regroupings, the four possibilities of extraction are possible. Times of extractions will take more or less a long time according to the quantity of data to be extracted. The longest extraction being that bearing on the cost cumulated by task.

The two regroupings "By task" and "By collaborator" always exist. The others are defined by the user.

The elevator, visible starting from 8 regroupings, will make it possible to select the desired regrouping if this one is posted apart from the zone of posting.

The check box "dynamic Groups" makes it possible to choose between the "static" groups or the "dynamic" groups

The extraction with the Excel format will not be possible that if Excel XP is installed on the station.

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 Use in environment multi user

The use in environment multi user is based on the standard operation of Windows.

After having installed the product on several stations, it is enough that each station opens the same data base so that the unit functions in mode multi user. Simplest will be to create a division network on one of the repertories of the stations installed containing a data base, and to create virtual readers network on this division starting from the other stations. The opening of the data base on these virtual readers will allow the division of information.

The constraints and the security management of Windows apply as for very produced Windows. In particular, it will be necessary that the users have the right of writing and reading on the basis of data, and if the station lodging the data base is a station customer, this one will have to be lit and a session will have to be open so that the base is accessible.

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