Plannertech Help

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Contents



System requirements

PC: Plannertech is optimized to run in a Chrome Browser on any Operating System (Windows, iOS, Mac, Android etc.). Do not log in to Plannertech in more than one browser/tab with the same user. It is however save to log in with different users on different computers.

Mobile: Plannertech is optimized to run in both iOS, or Android – also in the Chrome Browser or Safari (iOS)



Import

When importing data from an excel file, please remember to refresh and save the file before you import.



Import Project/Actions

Import actions with the following steps:

Step 1) Structure your projects and actions in sheets for example with the following columns (some can be omitted)

Project Data
Action Data

As a project contains multiple actions, the name of the project in columns A-E (project data) must be the same, as they relate to the same project! 

But the actions must be different and it is not possible to have two actions with the same name under the same project. But you can have two actions with the same name under different projects.

It is important every column containing time, has the format yyyymmdd hhmm, with the exception of “Duration” which has the format ddhhmm.

Step 2) Enter the Setup/Integration page

Step 3) Setup default values

Default values are only used if that data is not already in the spreadsheet

Earliest Start means the amount of time before the deadline, where you can start working on an action. It is used in the right panel (Action List), where the actions shown have an Earliest Start on or before today – that is, you can actually start doing and planning the actions in the current week.

Split Time means that if you have actions in the sheet,  with duration above the duration set in Split Time, it will automatically be divided into the Split Time duration chunks.

Split Time can be used if you have, for example, 40 hours of maintenance to be spread evenly over 1 or 2 months.

Step 4) Spreadsheet setup

Enter sheet name (not filename) and choose Projects & Actions. Press Add and edit the sheet Samples below.


In the Spreadsheet Setup, you match the Plannertech names (the grey fields) with the columns in your sheet (the white fields). You see the sheet name in the top ( here: “LTO Actions”, but you can choose any name you would like).

The file name is not important for the integration, but the sheet names must be unique for the system to understand what “Sheet Setup” to use on different sheet names, and how to synchronize them when they get updated.

Step 5) Import the actions to Plannertech

After the initial setup, you simply drag the file with your projects and actions to the file upload area or select the file by clicking the upload area. It is possible to add multiple files, using drag and drop, or by selecting multiple files in the popup window. If a sheet configuration does not have a corresponding sheet in the file, it will be ignored.

When the import finishes, you will see a list of any syntax errors in the spreadsheet to be corrected.

The competence groups created in Plannertech Setup, which is also needed in the spreadsheets – determine what Team an action is imported to, and who can perform it in the team, meaning that no two teams can have the same competence group name.

After the import, the actions are visible in the team plan’s Action List in the right panel. The number of actions shown can be reduced by pressing the filter-button, and selecting the relevant filters.

When deleting an action from the spreadsheet and importing it again, the action will also be deleted in Plannertech if it’s not on the plan. And if it is on the plan, it will be marked with the  “completed” checkmark. If you update an action in the sheet and import it again, it will only affect the actions already in Plannertech, if a substantial change has been made, such as deadline, earliest start, or competence group. This happens because the Planner, in this case, always need to re-plan the action. Other changes to actions in the spreadsheet will be ignored. If you change the name of an action in the sheet,  the import will assume that it is a new action and import it again. The old action in Plannertech will then be deleted (or marked as completed). So don’t do that :-)



Import Project Templates

Step 1) Structure your project templates in sheets for example with the following columns (some can be omitted)

It is important that all time columns has the format yyyymmdd hhmm.

Step 2) Enter the Setup/Integration page

Step 3) Spreadsheet setup

Enter sheet name (not filename) and choose Projects Template. Press Add and edit the sheet Samples below.


In the Spreadsheet Setup, you match the Plannertech names (the grey fields) with the columns in your sheet (the white fields). You see the sheet name in the top ( here: “Project template”,but you can naturally choose any name you would like).

Remember that file name is not important for the integration, but the sheet names must be unique for the system to understand what “Sheet Setup” to use on different sheet names, and how to synchronize them when they get updated.

Step 4) Import the Project templates to Plannertech

After the initial setup, you simply drag the file with your projects templates to the file upload area or select the file by clicking the upload area. It is possible to add multiple files, using drag and drop, or by selecting multiple files in the popup window. If a sheet configuration does not have a corresponding sheet in the file, it will be ignored.

When the import finishes, you will see a list of any syntax errors in the spreadsheet to be corrected.



Import Samples

To Import Laboratory Samples you do the following:

1) Go to the sheet configuration under Setup/Integration

2) Enter sheet name (not filename) and choose Sample Observations

3) Press add and edit the sheet Samples below

The grey fields are the Plannertech internal variables. You fill in the white fields with the corresponding columns in the Spreadsheet.

4) Now just click the File Upload area or Drag to it to upload

It is possible to add multiple files, using drag and drop, or by selecting multiple files in the popup window. If a sheet configuration does not have a corresponding sheet in the file, it will be ignored.

Format for sample upload

A sample sheet can have the following format for the upload:


Again it is important that all time columns has the format yyyymmdd hhmm.



Outlook calendar integration

To get your outlook calendar (or Gmail) integrated with Plannertech, you simply publicize your calendar as an iCalendar-link:

In a browser (this doesn’t work in the app) open the calendar and press the settings button in the upper right corner. At the bottom of the new window press View all Outlook settings/Få vist alle Outlook-indstillinger. In the next window select Calendar/Kalender > Shared calendars/Delte Kalendere, and under Publish a calendar/Delte kalendere select a calendar and permissions and press Publish/Publicer. This creates a HTML and an ICS link. It is the ICS link that must be inserted in Plannertech. You you can delete this link at any time.

You can also look at the official help page: Get iCalendar link – Office.com (or in danish). You can find a detailed description under the fan Publish your calendar.

In order to insert the ICS link in Plannertech, open the Edit member window either under Teams in Settings, or simply selecting the member in the Team Plan.


icalendar-link

After inserting the iCalendar-link, and press the save button, you can now update the calendar in Plannertech by pressing “Update Integration” in the Setup/Integration window.

It’s that simple! :-)


update-calendar


Team Plan

Weekend and two week view can be shown by pressing the buttons next to the simulation button.

Pressing the icon in the upper right corner opens the Todo list. It contains all Tasks and Actions that has not been inserted into the plan.


It is possible to delete all unplanned projects, by pressing Delete Projects in the Integration window. Projects with one or more Actions inserted in the plan will not be deleted.



Tasks and Actions

Tasks and Actions can be inserted into the Team Plan either manually by dragging them or by the IAP (see below). The Tasks/Actions can be locked by pressing the lock icon, thereby preventing the IAP from moving it. Tasks/Actions placed before the current date are always locked and cannot be unlocked. When the Include Today checkbox is left unchecked this also applies to the present day. By pressing shift while locking/unlocking an action, all future actions in the associated project will be locked/unlocked.

It is possible to move several Tasks/Actions simultaneously by pressing shift and selecting them. They can then be dragged with the mouse.

By pressing Unplan all in the left panel, all unlocked Tasks will be removed from the plan and the corresponding Analyses will reappear in the Analysis List, and all unlocked Actions will be moved to the Action List.

Actions

Selecting an Action, will open the Edit Action window shown above. In order to show advanced options select Show time, asset and competence constraints at the bottom of the window.

An Asset must be selected in Allowed Assets before it can be set in Used Assets. Assets are described in more detail under the section Assets and Instruments.

States are used to set the Action to: Not Started, Started, Paused or Finished. The IAP can only move Actions that are Not Started, but the state cannot be changed from Not Started in the future.

The IAP can only place the Action between Earliest Start and Deadline. If no Time Constraints are set they will be inherited from the Project. Time Constraints should only be used in conjunction with Connections by advanced users.

The Action can only be performed by Members in the selected Competence Groups.

Pressing the Unplan button will move the Action to the TODO list. Pressing shift-Unplan will move all unlocked Actions of its Project to the TODO list. This means all Actions in the past will not be unplanned, since they are always locked.

Tasks

Selecting a Task, will open the Edit Analysis-Task window shown above.

States are used to set the Task to: Not Started, Started, Paused or Finished. The IAP can only move Tasks that are Not Started, but the State cannot be changed from Not Started in the future.

Setup Time is the fixed (sample independent) time it takes a performer to set the task up. Per sample duration is the time per sample the task duration for the performer increases beyond the Setup Time.

The same definition goes for the Asset Setup time and the Asset per sample duration.

Asset Offset is the possible delay from the Performers starts on an analysis task to the Asset gets allocated to the task.

White tasks

A white task can be created by double clicking on the plan. It can be repeated multiple times by pressing Recurrence in the lower right corner.

Green space/Off site

When working off site (eg. from home), it is entered into the plan by shift-clicking on the plan and entering the interval. The selected interval is now shown in green in the plan. It is possible to add recurrent green spaces, same as with white spaces. If an action can only be done on site, it will not be inserted into a green space by the IAP. An action is set to on site only in the Project Design Tool. In this case a factory icon is shown to the left of the action name.

Metrics

Metrics are shown in the left panel. They show the percentage of time of the Analyses, Projects and White/Grey tasks relative to the total time.

Plan views

Apart from Team Plan there are three other Plan views

Asset view

In Asset view all Assets are shown in the left column. It is shown in the plan, when they are in use. Hover over the Asset to see which Action/Task is using it.

Sample view

In Sample view all Samples are shown in the left column, and next to each Sample, all Analyses using a Sample Observation from that Sample is shown in the plan.

Project view

In Project view all Projects are shown in the column to the left, and next to each Project, all of it’s planned Actions are shown in the calendar.



IAP – Intelligent Automatic Planner

The IAP is used to make an automatic plan, or simulate different processes and loads to optimize your teams.

The grey task from your Outlook integration and the white tasks you have put on the plan, are treated as fixed appointments by the IAP, or fixed busy space, that cannot be used for the operational tasks, namely: Actions, and Analysis Task.

You use the IAP to plan the operational actions, on people that have the necessary skills (Competence Group), when they have available time. The IAP also checks that all time deadlines, order of the actions and people performer constraints are fulfilled, and that all necessary assets/instruments are available.

If Include today is selected the IAP will insert Tasks/Actions today and in the future, otherwise, they will only be inserted in the future. Selecting Asset Overbooking allows the IAP to overbook assets.

So the IAP creates an executable plan – taking all resources, assets and constraints into consideration

Example: How to Plan with the IAP

  • Every team-member updates their Outlook calendars with team external appointments: meetings with other external/internal teams, vacation, early off, private appointments, etc, (the grey tasks)
  • Insert the fixed team internal appointments (the white tasks)
  • Be sure you have the correct duration on Actions
  • Run the IAP and get the Operational Actions planned (the colored tasks)
  • Do the necessary manual correction

Priority

The Priority Parameter is used to specify if Deadline, or Project/Analyses Priority should take precedence. Typically Deadline is used here.

IAP Dates

The IAP uses the dates to restrict the Calendar Interval where the IAP moves/changes actions. So, the IAP will not allocate or move any actions outside that date interval. It is not possible to select today unless Include today is selected.

Remember to give a wide enough interval, so that a full analysis can in fact be executed within the interval.

Actions and Analyses not allocated

If the IAP cannot allocate an action or analysis, it will remain in the right panel – for the planner to sort out. This will occur when there are no available competences, available assets/instruments, or if the deadlines and constraints can’t be met. It can also happen if the deadlines of samples and the definitions of the analysis processes are a bad fit.

In this case the Planner must provide new resources, assets, reprioritize, or reset the deadline to a later time.

Locks on Operational Tasks

The Lock icons on Operational Tasks (Actions & Analysis) are used to lock the Operational Task, so the IAP does not move them. It is possible to lock all Operational Tasks by pressing Lock All in the left panel. Likewise future Operational Tasks can be unlocked by pressing Unlock All. If Include today is selected, todays Operational Tasks will also be unlocked.

Analyses that started in the past (or today if Include today is not selected) cannot be unlocked. By pressing shift while locking/unlocking a task, all future tasks in the associated project will be locked/unlocked.

Actions are automatically locked, when the state is set to Started, Paused or Finished, and cannot be unlocked unless the state is set to Not Started again.



Diagnostic reports

In Analysis Diagnostics we calculate, some KPIs for all analyses.

In both Project Diagnostics, and Analysis Diagnostics you get an estimate of the Competence Group ressources, and Loads as well as the available Assets and their Loads.


Diagnostics will help you to identify bottleneck ressources in your operations.



Roles, Competence Groups and Member Edit

In Plannertech we have 3 roles:

Member

A member can see the team plan and their personal plan, on both PC and Mobile. They can also change their own plan but cannot change the plan of other members. A member can change their personal Member Edit information but does not have access to the general Team Setup menu.

Planner

A Planner can see all plans, and are able to change everything on all Members and Planners in the team – including login details.

Admin

The Admin role has a separate view to manage locations, teams, and the general Plannertech account. The Admin can also create members in a specific team.

Competence Groups

The competence group is used to import the right actions to the right team, having created the relevant competence group. It is also used to assign a group of members as possible performers of a specific action. This way, you do not have to edit all your project templates, or analyses definitions when a new member is created, exits or gets more qualified in the team.

The Member Edit

edit-member

A few remarks on the edit member box.

Show On Plan

This setting describes if a Member or Planner should be shown on the plan.

Availability & Time zone

This is the Standard Work Week of the Member or Planner.
Free time, vacations, early off days, etc. should be represented as white tasks, or grey tasks (imported from Outlook, Gmail, or similar). The available time is specified in the time zone – set in the Time Zone field.



Simulation Mode

In Simulation Mode the system remembers all the settings, actions, white and grey tasks, analysis, etc. and lets you plan any scenario with all Plannertech variables.

When you exit Simulation Mode, you can either Publish the changes you have made to the rest of the team, or you can Discard all changes returning you to the point where you entered Simulation Mode

Attention! The only exception is shared assets. Existing shared assets cannot be deleted, as they are shared across multiple teams. Any assets created while in planning mode will be deleted if the changes are discarded.

Used together with the IAP it is a powerful simulator that can be used to design, and optimize your processes, resources, and assets and identify bottlenecks.

Only one Planner can be in Simulation Mode at a time – so that all system variables can be returned to their original values.

You can always see in the grey parts of the Team Plan who is in Simulation Mode.



Assets & Instruments

To use Assets, you first create some Assets on the Setup/Assets page.

Then you go to “Edit Action” and choose the “Allowed Assets” for the Action. When this is done, you can either have the IAP select a free Asset, or you can do it manually in the “Used Asset” field.




Project Design Tool / Project Edit

In the Project Design Tool you can make the action flow any way you want. In this view you can zoom, re-order, drag etc.

The arrows represent Connections. A Connection requires an Action must be completed before the next can be started. You can also omit the Connections, and use deadlines instead. Only advanced users should use both Connections and Action Deadlines in the same Project.


The connections can be assigned an interval – eg. 1 to 5 hours meaning that the next action must start between 1 and 5 hours after the previous.

Only some of the Project and Action details are mandatory. If any of the required Action details are left out, it is marked with a RED border. The Project can only be saved if all mandatory details have been supplied.

Each action has both mandatory and optional fields. Mandatory fields are marked with a red asterisk.


Actions can not be started before Earliest Start and must be finished before its deadline. If Earliest Start and Deadline are not supplied, the Projects time data will be used instead. Only allowed assets can be assigned to an Action.

It is also possible to add performer constraints, where it is specified that two specific actions must have the same performer, or conversely that two specific actions must have different performers. Assets are not affected by Performer Constraints, two different assets can be assigned to two actions, that have to have the same performer.


You can also save a Project as a “Project Template” for later use.

If an action can only be performed on site, the icon in the upper left corner will look like a factory, as shown below. The status can be changed by clicking the icon.




Analysis Design Tool


I the Analysis Design Tool you specify the Analysis task involved, and their connections. In this view you can zoom, re-order, drag etc. An Analysis must always start with a single Task, the configuration below is not allowed.


Not allowed

As seen below you can also set Performer Constraints on the different tasks, where it is specified that two specific tasks must have the same performer, or conversely that two specific tasks must have different performers.


When the overall structure of the Analysis is finished you can specify the the analysis tasks and connections as seen below.


Setup Time is the fixed (sample independent) time it takes a performer to set the task up. Per sample duration is the time per sample the task duration for the performer increases beyond the Setup Time.

The same definition goes for the Asset Setup time and the Asset per sample duration.

Asset Offset is the possible delay from the Performers starts on an analysis task to the Asset gets allocated to the task.

Assets are not affected by Performer Constraints, two different assets can be assigned to two tasks, that have to have the same performer.


The connection between two analysis tasks model the order of the tasks, the minimum/maximum time between them and the percentage of samples (or probability) using the route of this connection from the task “Frysning”.

In the example above there has to be minimum 16 Hours after the task “Frysning” before you can start the task “Optøning”, and there must be maximum 1 day = 24 Hours before you start “Optøning” after finishing “Frysning”. Furthermore 100% of the samples coming from the “Frysning” task goes on to the “Optøning” task.



Tutorial videos



Contact Arnvind Support

Our support team is ready to help Monday to Friday 9-16 (CET) on pt@arnvind.com

We look forward to help you :-)