Scheduling and Dispatching
- Satnam Singh
Analytics
Introduction
This document is prepared to make users understand the Scheduling and Dispatching Form, its functionality, and how it will boost the process of organizing and managing tasks and task scheduling process. This document is to be very simplified with examples and print screenshots. Simultaneously it helps users to accelerate the usage of feeld.ai.
Overview
Scheduling and Dispatching Form is an intuitive form wizard designed to streamline task management that allows users to manage, organize, and track various tasks and Resources across Multiple departments. It serves as a centralized tool to streamline task-related activities.
Navigation
To open the Scheduling and Dispatching Form in Onfinity, please navigate to through these steps:
Menu > Feeld.ai > Transaction > Scheduling and Dispatching Form
Sections
There are total 3 sections in scheduling and dispatching form:
Header Section
Task and Resource Section
Assiignment Area
Header Section
Below screenshot describes this section:
The header section of the interface includes the following elements:
Date Selection: Allows users to choose a date by using the Today button, previous/next arrows, or the calendar icon to pick a date.
Add New Team Button: A plus
button is provided to add a new team.
Team Selection Dropdown: Users can select a specific team from the dropdown menu.
Filter Icon: A filter icon on the right enables users to apply filters for better navigation or search within the tasks or resources.
Filter Options:
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Task and Resource Section
Task and Resource section is the first section in the Scheduling and Dispatching Form. User can get quick details about the Resources and all the open tasks from both Work Order and Field Service Request.
This area further has two tabs:
Open Task tab
Resource tab
Open Task Tab
The Open Tasks section in the Scheduling and Dispatching Form consists of all open tasks, whether they are from a Work Order or a Field Service Request.
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The colour bar shows the skill level to perform the task: Red colour signifies Beginner Orange colour signifies Intermediate Green colour signifies Expert |
Search, Sort and Filters Utility
Users can search for specific tasks using the search utility, and they can apply various filters to narrow down tasks based on specific criteria, ensuring easier navigation and management of open tasks.
Users can sort tasks based on the request date, Expected date and Task name.
Users can use these filters to narrow down the search for tasks.
Resource Section
The Resource section in the Scheduling and Dispatching Form displays information about all the resources.
This section provides insights into each resource's their resource type, skills, allowing users to match resources with tasks requiring specific expertise.
It also shows the number of tasks assigned to each resource, helping users balance workloads and ensure efficient task allocation based on resource availability and capacity.
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When user click on the name of any resource, then the system will provide a detailed information about the resource in a new pop-up window as shown in screenshot.
The information include:
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Search and Filter Utility
Users can search for resources by resource name using the search utility in the Resource section, making it easy to locate specific resources quickly |
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User can also use filters to narrow down the search for the resource in the resource section. Available Filters
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Assignment Area
The Assignment section in the Scheduling and Dispatching Form serves as a central hub for task Management and resource management. This section plays a critical role in organizing and managing activities related to Tasks and Resources.
Manage Resources: Users can view and manage various resources by adding, removing, or reviewing resource details.
Assign Tasks: Tasks can be easily assigned to resources using the drag-and-drop functionality or by clicking the Assign button from the open task list.
Create Task Schedules: After assigning a task, users can create a detailed schedule by selecting specific time slots for the task, ensuring that resources are optimally utilized and tasks are completed on time.
Check Task Status: Users can monitor the status of each task, including whether it is scheduled, in progress, completed, or pending. This real-time visibility ensures that task progress is effectively tracked.
Real-Time Location Tracking: The map section allows users to track the real-time locations of resources, enabling better decision-making when assigning tasks based on proximity and availability.
Three views are provided in this area:
Assigned Section
Scheduler Area
Map Area
Assigned Section
Users can add resources to this section and efficiently assign tasks to them using a drag-and-drop functionality or by clicking on the assign button directly from the open task section.
This section creates a Card View for all the resource for better management for task and resources.
Key features of this section:
Drag and Drop Task
Users can simply drag a task card (shown in the open tasks area) and drop it under the desired resource. This makes the task assignment process fast and intuitive.
Hover Over the Task: Move your pointer over the task you wish to assign.
Select the Task: Click on the task to select it. This action prepares the task for movement.
Drag the Task: While holding down the mouse button, drag the selected task over to the desired resource in the Assignment section.
Drop the Task: Release the mouse button to drop the task under the resource. This action assigns the task to the selected resource.
Assign Task using button
Click on the Assign Task button 
Task information
Each task card contains essential information:
Estimated hours: The time required to complete the task.
Scheduled hours: The total hours already scheduled for the task.
Worked hours: Time that has been spent on the task so far.
These are visually represented using horizontal bars of different colors, providing a clear and interactive view of task progress and scheduling. This helps users quickly assess how much time is needed versus already spent, aiding in efficient task management.
Task Scheduling
Once a task is assigned to a resource, users can create a task schedule by clicking on the Schedule Task button, which is visible on the task card. This helps to plan the task further by selecting specific time slots for completion, ensuring all tasks are organized and scheduled according to resource availability.
Click on the schedule task, then click on add day, select date, time range, start time, end time, mark the checkbox true and click on save button and then finally click on the schedule button.
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Schedule Area
Once a task is assigned to a resource, users can create a task schedule by clicking on the Schedule Task button, which is visible on the task card. This helps to plan the task further by selecting specific time slots for completion, ensuring all tasks are organized and scheduled according to resource availability.
The Scheduler section in Scheduling and Dispatching Form is a user-friendly feature designed to streamline task management. It allows users to create schedules for tasks through a graphical interface with drag-and-drop functionality, it enhances usability and efficiency. This visual approach makes it easier to allocate resources and manage time effectively.
User can get some details about the tasks from the scheduler section related to task Schedule time, Task status and Document number.
User can change the schedule time on the scheduler section just by press and hold the task and move around the scheduler area.
Key Feature of this section
Dynamic Schedule Adjustment:
In the Scheduler section, users can easily adjust the scheduled time for tasks as needed.
Hover Over the Edge of the Task Box: Move the pointer to the edge of the task box (either the start or end). As the pointer hovers over the edge, it will change to an open arrow icon.
Increase or Decrease the Scheduled Time: Once the pointer changes, click and drag the edge of the task box to either extend or shorten the scheduled time.
This flexible adjustment allows users to fine-tune the task schedule based on the time required or resource availability, making the scheduling process more dynamic and adaptable.
Map Area
The Map area provides real-time tracking of resource locations, allowing users to monitor their movements and current positions. In addition to showing where each resource is located, it also offers details about the resource's travel status, such as:
Current Location: The precise location of the resource on the map.
Travel Information: Insights into the resource’s travel progress, such as whether they are enroute to a task, their estimated arrival time, and the distance they have covered.
This functionality enables better task assignment based on resource proximity and helps users make informed decisions about scheduling or adjusting tasks in real-time, improving overall operational efficiency.
Functions of Scheduling and Dispatching
There are few functionalities of this form listed below with explanation
Team Creation
Team
To create a new team, click on the plus (+) icon located in the header section of the Scheduling and Dispatching Form.
Now enter team name (as per the user’s choice) in the as shown in the below fig. and click on save button to save the team.
After clicking on the save button, new team is created successfully.
This feature allows for better organizing of resources by grouping them into teams, making task assignment and scheduling more efficient and structured.
Add Resources
After creating the team, follow these steps to add resources from the Task and Resource Section:
Add Resources by Drag - Drop
Navigate to the Task and Resource Section.
Simply select and drag the desired resource from the resource list and drop it into the newly created team.
This provides a quick and visual way to assign resources to the team.
Add Resources by using + icon
Alternatively, user can click the plus (+) icon next to the Resource Name.
Resources will be added to the newly created team as shown in the below figure.
All the previously assigned tasks will appear under the Resource as shown in above figure.
These two methods make it easy to assign resources to a team, giving you flexibility and control in resource management.
Asssign Tasks from Open Task Area
To assign tasks from the Open Task Section to a resource, users can choose between two simple methods:
Drag - Drop functionality
This can be used only after adding resource to the team.
Select the Task - Click on the task you want to assign.
Drag the Task - while holding the task, drag it from the Open Task Section and drop it under the desired resource in the Assignment Section.
Assign via the Plus Icon
This method can be used when resource is not added to the team.
Click the Plus Icon: Next to each task in the Open Task Section, there is a plus Assign Resource icon. Click on this icon to start the assignment process.
Select the Resource: A pop-up list will appear, showing available resources. Choose the appropriate resource from the list.
Click Accept: After selecting the resource, click the accept button to confirm the assignment.
These options give users flexibility to efficiently assign tasks using either a manual drag-and-drop approach or a more detailed selection via the plus icon.
After a task has been assigned to a resource, users can easily reassign the task to another resource within the team using the drag-and-drop functionality.
Schedule Tasks or To create schedules for the tasks
After assigning a task, users can easily create a schedule for the task by following these steps:
Click the Schedule Task button next to the task to initiate the scheduling process.
A new pop-up window will open, Select Add Day button.
Now select parameters and mark the checkbox true to confirm the number of schedules.
A new pop-up window will open, allowing users to select the Date, Time Range, Start Time and End Time for the task schedule.
User can increase or decrease the number of days for which the user wants to create schedules for. (Ex. 2 that means, system will create one schedule each for 2 two days)
Click on the save button, a new window will open that will show the number of hours that are pending for schedule, Date and Time range for schedules. (as shown in figure below).
User can Edit the schedule or delete the schedule by using the edit and delete icon as shown in the figure below.
After clicking on “Schedule” button Task will be scheduled .
Estimated Time, Scheduled Time, Worked Time as shown in figure below.
Once the task is scheduled, user can see the created schedules under the Scheduler Area as well. (As shown in figures below, 2 schedules on 2 different days)
Travel Time display
In the case of a Field Service Request, when a resource is required to travel to the customer's location to provide a service, the travel time is integrated into the scheduling process. Here's how it works:
If there is a travel estimate defined for the task, this travel time will be automatically displayed in the Scheduler Section alongside the task's scheduled hours.
This allows users to see both the task duration and the travel time needed for the resource to reach the customer.
After assignment and scheduling, Resource will perform the task.
Color Coding
The Scheduled Task section uses color-coding to visually represent the status of each task, making it easy to track progress at a glance.
Travelling - Green
Once the resource begins traveling to the customer's location and finishes the travel, the travel portion in the scheduler changes colour to green. This indicates that the resource is enroute to perform the task and completed the travel time.
Schedulded - Yellow
When the task is assigned to a resource, it will be shown in yellow colour on the scheduler Area.
In Progress - Bllue
When the resource starts working on the task, the task status changes to In-Progress. The colour of the task bar then shifts to blue.
Completed - Grey
Once the resource finishes the task, the task status becomes Completed, and the task bar changes to grey, indicating the task is completed.
This color-coded system helps users quickly identify where a resource is in their workflow, making it easier to manage tasks and track their progress without needing to check detailed status
Features of Scheduling and DIspatching form
View Open Tasks
Users can see all open tasks that are still pending assignment or scheduling in the Open Tasks section. This provides a clear overview of unassigned or unscheduled tasks that need attention.
Display Required Skills
In the Open Tasks section, users can also see the required skills necessary to perform each task. This feature helps in ensuring that tasks are assigned to resources with the appropriate qualifications or expertise.
Quick Task Assignment
Users can quickly assign any open task to available resources (such as team members or equipment) using a drag-and-drop feature. This intuitive interface simplifies the task assignment process, making it faster and more efficient.
Easy Task Scheduling
Users can schedule tasks with ease using the Schedule Task button in the assigned section. The scheduling process is further enhanced by a calendar view where tasks can be visually arranged using drag-and-drop functionality, providing a seamless scheduling experience.
Multi Day Scheduling
Users can create multiple schedules for tasks across several days with ease. This feature allows for flexible task planning over longer periods, ensuring that tasks can be organized over multiple timeframes without complexity.
Resource Information
Users can access detailed information about resources, including:
Skills: Expertise or qualifications of the resource.
Work Days: Days when the resource is available.
Base Location: The primary work location of the resource.
Contact Information: Phone number and email ID of the resource.
Availability Hours: The specific hours the resource is available.
Total Tasks: Number of tasks assigned to the resource.
Tasks in Current Month: Number of tasks assigned in the current month.
Total Scheduled: Total number of scheduled tasks for the resource.
Easy tracking of resource on the Map Area
Users can easily track resources on the map area within the Scheduling and Dispatching Form, allowing for real-time visibility of resource locations. This feature enhances operational efficiency by enabling users to identify the geographical positions of resources, facilitating better coordination and resource allocation
Task Selection
Open tasks can be filtered based on various criteria, including Work Order or Field Service Request, priority (Critical, High, Medium, Low), status, and specific tasks associated with a customer using a search option.
Resource Filtering
User can easily filter out Resource based on the different resource type and skills
Easy Adjustable of Schedules on the Calendar section
Can easily drag task schedules to change their start and end times. This feature allows for quick adjustments to task timing, enabling better management of workloads and resource availability.