Introduction � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �3 1�1 MULTI Project View � � � � � � � � � � � � � � � � � � � � � � � � � � � �4 1�2 Resource View � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �6 1�3 Resource Availability View � � � � � � � � � � � � � � � � � � � � � � 10 Change Log � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � 11 Contact Us � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � 12
TABLE OF CONTENTS
In this document, the main functionalities for using MPRS will be discussed This acronym means Multi Projects Resources Scheduler
There are three views, each with their respective functionalities HOW TO USE IT ?
1�1 Project - for resources allocation
1�2 Resources - for assigning period plans and absence visibility 1�3 Resources Availability - for resource workload visibility
INTRODUCTION
WELCOME TO OUR
MPRS USER GUIDE 101
THE VIEWS ARE
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Using MPRS means that your projects have been created in SAP Business ByDesign�
Meaning that the project’s structure has been created: phases and/or tasks�
All you need to do is assign services and resources to projects�
MPRS offers the same visual as ByDesign with the view on all projects and the Gantt chart�
Column - Resources
Active employees as of today as well as active service agents in By Design’s system
The project list is on the filter My Active Project displaying the projects you manage this is the default filter as in ByDesign�
You can navigate through all the company’s projects by selecting the filter - All Active Project Projects with the status In planning and Release are displayed in MPRS
The filter allows you to filter on
all assigned or unassigned project tasks
allows to develop
or reduce all project tasks To erase a resource from MPRS he must be terminated in SAP ByDesign under the Personnel Administration module
If a service agent is inactive, its status must be set to Block
under the Partner data module so that it is no longer visible in MPRS Column - Services
All active services in the system with the unit of measure in hours for possible time entries It is always possible to hide the Resources/Services section by clicking on
1.1 MULTI PROJECT VIEW
ON THE LEFT SIDE OF THE SCREEN
ON THE RIGHT SIDE OF THE SCREEN
PROJECT VIEW
ALL TASKS EXPAND | COLLAPSE
Here are the main features to be able to navigate in the Multi Project View
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Displays the time for header phases and tasks Allows you to display the projects
into the Gantt diagram for a desired period
Button sets the Gantt chart to today’s date The icon is almost the same functionality
as the Current day with an emphasis on an earlier version of today’s date
By clicking on the field,
it is possible to search for the project by its ID or by the project name But also sort the projects list
by ascending or descending order
Also, you can search for a resource by entering its name in the field
To add a service to a project creating a work package select the required service in the Services column on the left side of the screen and drag & drop it to the project task level
It is possible to do the same action to add resources on a service level, just select and drag the resource on the service (drag & drop)
To change the assignment of a resource
simply drag the new resource onto the resource to be replaced It is always possible to remove a service or resource
by dragging the element (drag & drop) to the respective columns, if no hour is visible in the - Actual column
Display the start and end date of the element of the project structure
A resource must always be assigned to a service, MPRS does not allow assignment to a project without a service
Planned Hours:
To add hours to the Planned column, simply click on a service row and add the planned hours Remaining Hours:
The hours in the Remaining column will be updated automatically as in ByDesign But it can also be adjusted manually by the user if it’s required
If a period plan has been assigned to an employee in the next view, it will no longer be possible to change the hours in the Remaining column
Keep in mind that it is not possible to have more than one person working on the same service, similar to ByDesign, otherwise changes cannot be saved or create inconsistencies.
Also, it should be remembered that no data such as project or service descriptions can be modified in MPRS, everything must be done in ByDesign, as it remains the main tool.
MPRS is an enhancement of the project module found in SAP.
DURATION COLUMN DATE FIELD
CURRENT DAY | EYE PROJECT NAME FIELD
RESOURCE FIELD
SERVICE
RESOURCE
EDIT HOURS
START | END DATE COLUMNS
DRAG AND DROP
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Once you make changes in the Project view everything is instantly visible in the Resource view�
This view allows you to visualize the employees’ assignment on the different projects in addition to displaying absences�
The main use is to be able to assign period plans according to the planned hours set in the previous view�
Gathers all the work packages turned into period plans Green Icon:
Yellow Icon:
Red Icon:
Blue lcon:
Gathers all the work packages not turned into period plans
Gathers all the green, yellow, and red icons
Gather all the work packages partially turned into period plans
In Addition to the filters described above, on the same side you can find the icon Simply click on one of the fields to select the data and click OK
It is possible to click on Reset to remove your filters This will filter the left side of the screen only
1.2 RESOURCE VIEW
ON THE LEFT SIDE OF THE SCREEN
ADVANCED FILTER
To make your work easier, several filters are available here is how to use them
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Represents the period plans assigned to the employee as well as the number of hours Green line:
Yellow line:
Red line:Informs about the planned hours that need to be turned into period plans Informs about the remaining hours that need to be turned into period plans
To make an efficient assignment of period plans
Simply click on the day you want to create it
To delete the filter on resources, based on the match
between their skills and the one required by the work package, click on this icon To hide all works package planned at 00�00 hours, click on the following button
By Selecting this, the work packages information will be displayed on the left side of the screen Click on it to start the period plan creation process
simply click on a red or yellow line
Now that we have talked about the left side, the right side is still the same with some variations�
When you open the second view, the display shows the current month as well as the list of employees and the assignment to the different projects�
The assignment of employees to projects is done according to a specific color code:
ASSIGNEMENT
ON THE RIGHT SIDE OF THE SCREEN
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When a period plan is added to an employee as explained in the previous step It is possible to modify the scheduling data by clicking into the period plan Here are the different functionalities you can find:
Click on the period plan to change the Planned and Remaining hours
Delete a period plan by clicking on the trash icon
Send this period plan as an Outlook meeting using the green icon
It is possible to enter a comment and a specific location for the period plan Edit or delete an Outlook meeting by clicking on these icons
Click on Start date and End date to change the hours in the period plan You can also change the date of the period plan if you want
If you want to add more hours, you can go back to the to modify the planned hours in the Planned column
Also, as mentioned above, absences as well as holidays are displayed in MPRS
They are directly linked to the time indicators in the employee’s time sheet as a result of manual entry These can be the standard codes from ByDesign or those defined by the client
As for public holidays, they are configured in ByDesign based on those offered by the company It is also possible to copy a period plan to assign it to another employee
using the CTRL key and simply drag the period plan to the other resource on the required day
This is done as a copy/paste and keeps the period plan of the initial resource, like creating a duplicate You can also drag & drop a period plan by dragging the period plan to another resource
This will make the initial period schedule disappear at the beginning resource and assign it to the other resource There is also a similar filter on the left and right side of the resource, but the fields are different
After changes or additions to period plans, MPRS will lock if the planned hours are reached
This avoids any error during manipulation in the application, an information message will be displayed ADD PERIOD PLAN
MODIFY PLANNED HOURS
ABSENCES | HOLIDAYS
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To assist you in your work, here are some additional features:
Date display Connecting to Outlook email Allow you to save the filters you have configured
With just one click, you can plan several meetings at the same time, via recurring meeting
Simply select the start and end time
the days on which the meeting will be repeated
And the required period
There is also a similar filter on the left and right side of the resource, but the fields are different ADDITIONAL FEATURES
RECURRING MEETING
ADVANCED FILTER
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The Date field allows you to choose the period you wish to display the employees’ availabilities The drop-down list next to the Date field is used to select the employees’ company
By clicking on the Get Availability button, MPRS displays the occupancy percentage for the selected employees
This view considers holidays, vacations and assignments to period plans that are found in the Resource View�
This includes all the red, yellow, and green lines mentioned earlier in the document�
If a change is made in the Resource View, simply update the information in the Resource Availability View and click again on Get Availability and the information will be updated�
Is to provide better visibility of an employee’s occupancy rate for assignment to different projects�
The operation remains simple and there is not much user manipulation, just understanding the different fields available is enough:
1.3 RESOURCE AVAILABILITY VIEW
The purpose of the
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An Advanced filter was added to the Gantt table which can be used to perform more complex filtering than the basic search
It is now possible to execute the availability calculation based on the remaining assigned hours of the resources on the remaining assigned hours of the resources
The Advanced filter is used to filter multiple data sets,
depending on userdefined criteria that can be applied to several projects simultaneously�
CHANGE LOG
MULTI PROJECT VIEW
RESOURCE AVAILABILITY VIEW 2020.05 Release
+1 514 313-5726 465 rue McGill, Suite 520 Montréal (Qc) H2Y 2H1Canada
[email protected] www.projexia.ca
