Understanding Resource Scheduling
- Former user (Deleted)
- Former user (Deleted)
- Frini Pouyiouka
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Table of Contents
What is Resource Scheduling?
Resource Scheduling is the actions and methodology used by an organisation to efficiently allocate resources, plan their availability, request them for specific tasks and control their consumption, through business rules which are administered by the Resource Scheduling Engine.
Resource Scheduling Glossary
| Terms | Descriptions |
|---|---|
| Resource Plan | A summary of all the available resources from a specific department (Unit) within a particular period, allocated to a specific task (One-Time Service). |
| Resource Plan Entry | Resource Plan entries are generated by Resource Plans |
| Resource Request | A Resource Request is the required resources to perform the task. For example, if a new customer requires an on-location hardware installation, the agent can request an installer to perform it; the installer is considered as the 'resource' and the installation is the 'task'/ 'Service'. |
| One -Time Service | A Service used to represent the task that can be completed by a particular Resource Request. It is charged through Activities based on the hours spent to complete it. |
Unit | A subdivision of the company network, or Department, used for organisational purposes. Resource Requests are made to Units; agents request a resource from specific Units to complete a task. |
Resource Scheduling Key Processes and Concepts
| Processes / Concept | Description |
|---|---|
| Working with Resource Scheduling | The schedule of resources, available to operate on specific tasks, can be planned in advance. The planning depends on the organisation's business requirements and the Start and End Dates available on Resource Plans can be set to cover daily to yearly definitions. It is recommended to make Resource Plans for small periods, i.e. week or month, to avoid cancellation or alteration of Plans if resource alterations take place. Once Resource Plans are created, Resource Plan Entries are generated, and the time slots of each Resource Plan Entry are made available for selection to agents, to plan upcoming tasks, required either for Activities or Jobs. |
| Cancelling a Resource Request | Once a Resource Request is accepted, then the related time slot from the Resource Plan Entry is booked and is no longer available. However, you can cancel a Resource Request and release related time slots, for rebooking. This is helpful in cases where customers request a rescheduling of their appointments, cancel their requests, or just to correct erroneously registered requests. For more information visit Managing Resource Requests |
| Control of time allocated per Activity or Service | The time allocated to complete a task can be controlled by defining both a minimum and a maximum amount of allowed time, which can be either defined on the Activity or the Activity Service Level. View Managing Resource Plans for more information on how to control the allocated time. |
| Available Resources Retrieval Logic
| Whenever a User checks for the availability of Resources for a task, the System retrieves available Resource Plan Entries meeting the following criteria:
An additional check is performed based on the current date. i.e., If the current day is Wednesday and there are unallocated slots from Monday and Tuesday, these slots will not be retrieved and thus never delegated. The System only retrieves Resources from current date and time onward. |
Resource Scheduling Access & Viewing Controls
Business Network Characteristics define the level of access for each record. i.e. whether it will be available for selection, viewing or editing.
| Entity | Network Characteristics | Description |
|---|---|---|
| Resource Plans |
| Resource Plan records can be accessed, viewed and modified by Users defined as members of the Plan's Owned By Group, by Users that belong to a Group that collaborates with the Owned By Group, or by Super Users. |
| Resource Plans Entries |
| Resource Plan Entry records can be accessed, viewed and modified by Users that belong to the Group defined at the Owned By Group of the related Resource Plans, or that belong to a Group that collaborates with the specified Group, or by Super Users. |
| Resource Requests |
| Resource Requests can be accessed, viewed and modified by the Units that requested the Resource, the Units which are requested as Resources, or by Super Users. |
Resource Scheduling Related Modules
| Entity | Interaction of Resource Scheduling with the Entity |
|---|---|
| Units | Resource Plans are planned for particular Units. i.e. for Resources of that Unit. |
| Products - One Time Services | Resource Plans are planned for particular One-Time Services; Resource Plan Entries created by the Resource Plans can only be assigned for specific One-Time Services. |
| Activity | Resource Requests are used to complete Services (tasks) added on Activities. |
| Jobs | Resource Requests are used to complete Services (tasks) added on Activities related to Jobs. |
Resource Scheduling - Business Examples
The following section provides business examples of how the CRM.COM Resource Scheduling module is used.
Company ZX - Installation Service Provided
Business Requirement
Company ZX provides an installation Service with an extra charge every time a new Subscription is created. The Installation Department manager creates a plan every week, based on the available Resources / installers; once agents create a new Subscription they are responsible for planning the installation at the customer's site.
CRM.COM Solution
To meet the above requirement, the following must be set up
Configuration
- Configure Resource Plans in the System for Installers Unit for One-Time Service: Installation
- Create an Activity Type: Installation
- Create a Job Type: 'Bill Installation' Add 'Installation' Activity Type as mandatory and set the Job as Billable
- Through Resource Scheduling Definition
- Enable 'Force Resource Requests ' for Job Type Bill Installation to ensure that the Job cannot be saved unless a Resource Request is made
- Enable 'Request Confirmation is Required for Activity Resource Requests' so that every Requested Resource is accepted before booked
User Process
- When a Subscription is created if the customers request Installation then agents should:
- Create a new Job of type Bill Installation
- A New Activity of type Installation is created automatically
- Through the Activity, place a Resource Request to request an installer to complete the installation
- The Resource Request will be in a 'Pending' Life Cycle State.
- The Installation Department manager should review all Pending Resource Requests and Accept them
- When Installers complete the request the Activity should be 'Completed'
- 'Complete' the Job
- Bill the Job
- The Activity One-Time service is billed through the Job, for the duration spent by the Installer to complete the Installation
Company ZX Verifying and Approving Resource Requests
Business Requirement
Company ZX would like to be in control of Resource Requests. The Installation back-office is responsible for managing and approving all the requests. Requests that are not approved, should be rejected, while requests that are made by mistake should be cancelled.
CRM.COM Solution
- User Process
To control Resource Requests, all requests created by the agents have a Life Cycle State set to 'Pending' (This can be configured in the /wiki/spaces/WIP/pages/10008217).
The Installation back-office department is responsible for retrieving and handling all requests accordingly. The following options are available:- Pending Requests can be accepted, rejected or cancelled.
- Accepted Requests can be cancelled.
- Rejected Requests can be cancelled.
A Request can be cancelled when a new one must be created, releasing the allocated Resources of the former accepted Activity.
A Request can be rejected before it has been accepted and the Subscription related to the related Activity has been regretted.
'Pending' Requests can be accepted, provided the customer confirms that they will be available at the requested time for the installation to take place.