PlanSmart Manual 4

PlanSmart

Setup:

Required: Add Geolocations to all employees

To make a successful calculation the system needs correct geolocations as start and end locations of the trip. Edit each current and future employee details and make sure that for each employee there is a correct address, city, zipcode and country input underneath the HOME ADDRESS dropdown.

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When you try to start a route calculation using an employee that has no correct geolocation. It will either never schedule any work orders for this employee. As the employee may not be in range of your jobs.

In absence of employee address information. The system will try to use the geolocation of your company when possible.

Scheduling board groups

Any employee used for a route calculation needs to be part of an employee group.

Employee groups can be created by opening the groups & members page by using the top search bar.

Here you can add 1 or multiple groups. Once a group has been created, drag your available employees to 1 or more groups. An employee is allowed to be part of multiple groups.

Make sure you see a green checkmark when dropping an employee in a group:

Only active employees with the employee type: Permanent Employee can be used in route calculations.

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Employee work times

Work orders can only be scheduled at times when an employee is in fact working.

In the availability roster dates and times can be set for each individual employee. The availability roster can be found at the bottom of the employee details page.

When the global planning check mark is activated. You will indicate when an employee is working for each day of the year. By deselecting the repeat schedule, you can modify work times for specific dates.

Holidays, dentist appointments and so on need to be registered through these daily specific time work time modifications.

In this example you see that this employee work 4 days a week from 08:00 to 16:00

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When deselecting the repeat schedule, you will see that on Monday the 8^th^ of august he does not work either.

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Roster gaps

PlanSmart can handle Roster gaps like these:

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But keep in mind that the last geolocation of the previous work order will be used to continue the route. The calculation will not start again at 17:00 from the home address.

Nightshift

Unfortunately, nightshifts are not supported at the time of writing. At the start of each day the calculator will set the start from the home location and not the previous location. It will also not schedule beyond 24:00. Meaning that when an employee works from 22:00 to 24:00, it will not be able to schedule a work order longer than 120 minutes.

Currently you will get a logical error when attempting to do this:

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Private Travel time

The Availability roster will dictate the start time of the first scheduled work order. When availability is set at 08:00 and you want your employees to use private time to drive to these locations. You can manually set a general private driving time. This will be applied to all employees.

By opening your Work order settings -- Schedular you can go to the PlanSmart section:

The default value is 30 (minutes). {width="6.268055555555556in" height="0.23680555555555555in"}

Work order duration

Every work order that is added to the calculation is required to have a duration. Work orders without a duration or duration time 0 are ignored. The duration of a work order is calculated in minutes. The duration of the work order can never exceed the maximum duration of a workday of the selected employee.

As the duration is not allowed to exceed the daily work time of an employee, multiple day work orders can't be automatically scheduled.

The duration of a work order can automatically be added based on the type of work.

To set up or edit a type of work go to Most used -- Work type. Now add or edit a type of work and change the duration to the required amount in minutes.

Work order Geolocation

Any work order that is created manually through the backoffice will automatically get a geolocation. Route optimizations will be done based on the geolocation. Geolocations are added through the use of Openstreetmaps. If a work order is created with incorrect address information or required information is left out. The incorrect geolocation may be added by Openstreetmaps.

To confirm a geolocation the following can be done:

Click on the geolocation icon in the unassigned work orders list. And see if the right location is shown on the map.

If the geolocation icon has a cross through it. You know that the location couldn't be found, and you will need to edit the address to correct this.

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Adding geolocation in bulk

When orders are created in through an excel sheet or by a 3^rd^ party through an API. These orders will only get a new geolocation by manually editing them. Or by updating the geolocations of all your work orders in bulk.

1. Go to Settings -- Import data.

2. Execute the add GPS coordinates option.

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Keep in mind that this action may take a long time. Every geolocation update may take up to a second.

Activate additional route optimization parameters: Weight or volume (Optional)

A maximum daily weight or volume of the cargo can be set for each employee. Route calculation can combine the weight or volume of all cargo on each work order to never exceed the limit set to the employee.

How to set the maximum weight/volume for your employee?

There are 3 methods to set the maximum weight or volume.

Choose 1 of the 3 options:

1. Use employee free field 1 to 5

Go to you employee detail page and rename free field 1 up to 5 to the desired type: Max Weight or Max volume. Or any other name that you want to have a limit on as a combined maximum.

In this example free field one 1 been renamed by using the multitool icon and saving it using the disk icon.

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Now enter an amount in the free field and save the changes with the save button in the top right.

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2. Use employee free field 1 to 50

> Go to Settings - Free fields.

• Add a new free field
• Entity -- Employee
• Name -- Max. Weight or Max. Volume
• Reference code -- MaxWeight or MaxVolume
• Type -- Numeric
• Free field no. 1 to 50 \<- chose the first available number.
• Mandatory checkbox \<- This is optional.

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3. Use vehicle free field 1 to 50

> Go to Settings - Free fields.

• Add a new free field
• Entity -- Employee
• Name -- Max. Weight or Max. Volume
• Reference code -- MaxWeight or MaxVolume
• Type -- Numeric
• Free field no. 1 to 50 \<- chose the first available number.
• Mandatory checkbox \<- This is optional.

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How to apply the newly created free field for max weight/volume ?

1. Go to Work order settings - Scheduler

2. Go to the PlanSmart section.

3. Choose either Employee freefield 1 to 5 or vehicle freefield 1 to 50. And write the number of the used free field (1 to 50).

Per example:

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How to define the weight/volume for each work order?

1. Use work order free field 1 to 50

> Through this method you can write down a single number to indicate the > total value of that specific job. The amount stays the same even when > adding or removing materials of the work order. > > Go to Settings - Free fields.

• Add a new free field
• Entity -- Work order
• Name -- Total Weight or Total Volume
• Reference code -- TotalWeight or TotalVolume
• Type -- Numeric
• Free field no. 1 to 50 \<- chose the first available number.
• Mandatory checkbox will require the user to always add an amount

when creating or editing the work order. This is optional.

• Edit an item.
• Scroll all the way to the bottom.
• Enter a weight or volume value in the free field.
• Click Save in the top right.\

Now update all your materials in your catalog with the correct weight / volume.

2. Use material free fields

> Through this method you can set a weight per item added to the work > order

• Edit an item.
• Add a free field.
• Edit the name of the free field by clicking the wrench icon.
• Give it a name: For example: Weight or Volume.
• Save the Free field name by clicking the small disc icon.
• Enter a weight or volume value for this specific material
• Click the Save in the top right.
• Now update all your materials in your catalog with the correct

weight / volume.

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How to apply the total weight/volume for each work order?

1. go to Work order settings - Scheduler

2. Go to the PlanSmart section.

3. Select 1 of the following options:

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1. No load

No load restrictions will be applied (set by default)

2. Work order free field (1 to 50)

All work orders that have this free field number filled with an amount will be toted up to not pass the maximum allowed weight / volume. If the work order free field value is not set. It will be counted as 0.

3. Fixed Item free field (1 to 5)

A fixed amount can be set per item line in the free field. The quantity for this item line will not be multiplied with the set value. All item lines are then added together to calculate the total work order weight.

4. Tote up item free field (1 to 5)

Item line quantity will be multiplied with the set weight / volume in the free field. Then all item lines are added together to calculate the total work order weight.

5. Fixed Item free field (1 to 50)

A fixed amount can be set per item line in the free field. The quantity for this item line will not be multiplied with the set value. All item lines are then added together to calculate the total work order weight.

6. Tote up item free field (1 to 50)

Item line quantity will be multiplied with the set weight / volume in the free field. Then all item lines are added together to calculate the total work order weight.

Choose 1 of the 6 options. Then write the number of the used free field (1 to 50).

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Work order execution date and time restriction (optional)

1. Open work order settings -- Day parts

2. Add the required day parts

In this following example I have created a day part for each day of the week

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3. Create or edit a work order

4. Use the wrench icon to open the screen configuration.

5. Activate Preferred dates and preferred start- and end time.

6. Close the screen configuration to add the preferred date and time option to work orders.

7. Now add allowed dates, days, times to each work order in your unassigned work orders.

> Example: > > {width="4.194444444444445in" > height="3.4027777777777777in"}

• This work order is allowed to be executed on all Mondays except the

8^th^ of august 2022.

• Always on Tuesdays and Wednesday. Adding this information is not

required. When there is not contrary information. The route optimizer will assume the job can be executed within the work time of the employee.

• Never on Thursday. Always on Friday between 13:00 and 17:00 But

never before or after those times on Friday. As 13:00 and 17:00 is allowed. All other times that day are contrary and there for it is not allowed.

• Always on Saturday and Sunday. Because there is no information

available for Saturday or Sunday, these days are allowed.

> Day parts logic explained: > > General Rule: Alle days and times are allowed by default. > > When adding a day that allows a specific day. All other days are > changed to not allowed. > > When marking a day as not allowed. The remaining days are > allowed. > > When a day including time is allowed. Then the remaining time of > that day is not allowed. And all other days changed to **not > allowed** as well > > When a day including time is not allowed. Then the remaining time of > that day is allowed. Furthermore, all other days are changed to **not > allowed.** > > When you add a date to a day part. This will not have an effect on the > general Monday to Sunday rules. > > Recommendations: When in doubt? Add all day parts to be sure.

Start a calculation Select work orders

Once you are done with the setup steps you can now use the Scheduler to start your first route calculation.

Elke medewerker die gebruikt gaat worden

First Open the scheduler by clicking on the scheduler icon in the left sidemenu.

The work orders in the unassigned work order section of the scheduling board have checkboxes next to them:

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Select 1 or more work order to open the PlanSmart work order selection menu.

The work orders in the unassigned work order section of the scheduling board have checkboxes next to them:

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Clicking the unmarked checkbox in column of the top row will select all visible checkboxes in the unassigned work order overview.

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Clicking the marked checkbox in the column row again will deselect all visible selected checkboxes.\ To cancel the whole selection process: Click on the top right cross in the selection menu:

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Pressing the start button in the Plan Smart Selection Menu will start calculating a route for all the selected employees, amount of days and all selected work order.

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Select employees

We have added filters to narrow down the amount of employees or groups you want to calculate a route for.

Click on select groups... or Select employees... To add or remove groups or employees to the filter.

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Confirmation of the selected amount of resources is shown in the Route setup windows: Selected resources.

Select dates

By choosing timeline day or week the amount of days and week can be increased or decreased with the + and -- icons

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The selected start and end date are shown in the PlanSmart calculator overview.

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Locked/unlocked orders

Any scheduled workorder that has the stage registered while being unlocked will be rescheduled and may even not be scheduled at all if it is not part of the most optimal route. If you want to prevent certain scheduled work orders from being rescheduled you can either right click on the work order and set it to locked.

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Locked work orders can be recognized by the lock icon {width="0.19444444444444445in" height="0.2361111111111111in"}.

When a work order is locked. You cannot manually drag the work to a different employee or day. You need to unlock the work order again to manually drag it.

Another way to prevent a work order from being rescheduled by the Plan Smart calculator would be by setting the stage of the work order to pending.

Work orders with stage Picked up, Completed and Processed will never be rescheduled either.

Calculation Limitations Employee work time around midnight

Employee end time may not exceed 24:00. This means that when scheduled work time is 00:00 and the private travel time is 30 minutes. The end time exceeds 24:00.

The same happens applies when the work time proceeds 00:00. If your private work time is 30 min and your start time is 00:00. The start time will be 23:30 in the previous day. Which is not allowed.

Calculation size

Currently the maximum instruction set may not exceed 4 megabytes. When the number of selected days + orders + employees is too high, the user will see a message telling him there is an error.

Overlapping work orders

Work orders that are overlapping each other in work time or traveling time cause a logic error when requesting a route calculation. When the route is calculated it needs a start time + location and end time + location for each prescheduled work order. If this is not possible the result will be a logic error. These orders cannot be ignored and must be manually rescheduled by the user.

The travel time for prescheduled work order will be recalculated. Therefore, if a work order is scheduled with a 10-minute travel time for something that takes over an hour. It will also cause a logic error.

Work duration

Any work order with duration 0 or duration \> 1440 (24 hours) will be ignored. Also, when the duration of a work order is larger than any employee work time + travel time. The work order will never be scheduled.

Employees start and end location

The starting location of the employee cannot be varied by day. The end location is always equal to the start location.

Volume and Weight

Volume or weight can be a manually set up restriction. It is however not possible to combine the 2 restrictions.

Real time Traffic

Calculations are not taking current or average traffic information into account. To compensate the traffic times are multiplied by 1.2 to compensate.

City restrictions

Any car restrictions due to emissions are not considered. If a route can be made to a certain geolocation. It will be made.