Calendar   

The Calendar provides a quick view of all Advantage Tasks, Assignments as well as scheduled time off (Holidays and Appointments). The Calendar can be viewed for an Employee, a Client, a Job, or for the entire Agency. The Tasks and Assignments are organized into various Calendar views: Calendar that includes both Tasks and Assignments in a Monthly, Weekly, Day, and a Timeline View. Also available are a List View, a Workload View and an Availability View.

The Calendar offers the option to drill down to view individual Task or Assignment details with standard processing available.

The Workload View displays Workload Analysis, statistics based on the criteria entered while the Availability tab displays Employee's Tasks and Assignments and their availability.

Webvantage Calendar can be integrated with outside email applications, such as Outlook or Google. See Calendar Integrations for more information. The option to synchronize an Employee's calendar (Outlook / Google) with Webvantage calendar is set in Advantage | Maintenance | Accounting | Employee - Alerts & Settings tab.

When accessing the Calendar from a Job, using the PMD, not all Standard Calendar functions will be available -  Availability and Allocation. Use the PMD to access Workload. Items shown from the PMD are directly related to the Job.

Click one of the following links for additional information:

Select Desktop from the Main Menu and select Calendar. Calendar can also be accessed from the PMD or from the Project Schedule Multi View.

If an activity reminder is set, when the calendar is opened, a reminder will pop up / display with options to view, dismiss and snooze.

Calendar View

To view Calendar items, select either the Month View, Week View, Day View or Timeline button. To view additional information than what is selected in the Display Options on the Filter tab, double click or right click on the Calendar item. If multiple employees are assigned to an item, it will only display once on the calendar but the drill down will display all assigned employees.

IMPORTANT: Users are unable to drill down / modify other users' Activities.

When a Task is Marked Completed, the text will display with a strike-through. When a task is BOTH Active and Marked Completed the text will display with a strike-through.

Any Calendar item can be moved without having to go into the details by using the Drag and Drop method. While in the Duration View, the beginning and end dates of the Calendar item can be manually adjusted by sliding the right or left side of the Calendar item to a new date.

Calendar Items are color coded as follows:

• To view Calendar Items for the Month, click on the Month button. To view previous or next month's tasks, use the previous / next / today option on the toolbar.

• To view Calendar Items for a given week, click on the Week button. To view the previous or next week's tasks, use the previous / next / today option on the toolbar.

• To view Calendar Items for a given day, click on the Day within the Month button. To view the previous or next day's tasks, use the previous / next / today option on the toolbar.

• To view Calendar Items in a Gantt type view, click on the Timeline button. Use the previous / next / today option on the toolbar.

Calendar Toolbar

• Include (Exclude) - To include/exclude any of these types, hover over or click the Include button and check the applicable checkbox to include on the calendar. Uncheck the checkbox to not display. The Calendar includes the following Calendar types:  

• Tasks

• Assignments

• Holidays

• Appointments

• Duration View / Due Date View - To view the Tasks, Activities and Holidays from Start to End date, click the Duration View button on the toolbar. Once viewing the calendar in a Duration View, the Duration View button becomes a Due Date View. Clicking on the Due Date View button will display just the Tasks, Activities and Holidays on the actual Due Date.

• Visible Calendar Items - Enter the number of appointments to be visually displayed per calendar day. If there are additional appointments scheduled on that day a more... link will display. Click on the more... link to view all appointments for that day, using the Day view format.

• View Calendar Item - To view the Calendar Item detail information, double click on the Item or right click and select Edit.

• ICS - After the Activity has been saved, it can be exported and used on supported calendars as they are created. Click the Export button to start the process. View Calendar Integration for more information regarding exporting the Calendar.

• Print - To generate a Gantt view type report, click the Print button on the toolbar. On the Calendar Print popup, enter a report title and select alignment of the title.

• Refresh - Click the Refresh button to update the Calendar to the most current information.

Filter Tab

The Calendar can be customized using the display options on the Filter tab. Upon Apply, all selected options will be saved for the User.

Project Options

Project options apply to Calendar Month View, Week View, Day View, Timeline View, List View, and Workload View. Project options do not apply to Availability because this is where overall workload is calculated and all projects assigned to employees must be included.

• Office - Enter the office code or click the Office hyperlink to select an office.

• Client - Enter the client code, or click the Client hyperlink to select a client.

• Division - Enter the division code, or click the Division hyperlink to select a division.

• Product - Enter the product code, or click the Product hyperlink to select a product.

• Job - Enter the Job Number, or click the Job hyperlink to select a job.

• Job Comp - Enter the Job Comp, or click the Job Comp hyperlink to select a job component.

• Manager - Enter the Manager, or click the Manager hyperlink to select a Manager

Manager is a custom field label and is designated in the Maintenance application in Advantage | Maintenance | Project Schedule | Settings within Advantage

• Traffic Status - Enter the Traffic Status, or click on the Traffic Status hyperlink to select a Traffic Status.

• Task Status - Click on the drop down menu to select the appropriate status.  Tasks are defined as Active, Projected, High Priority and Low Priority in the Production/Traffic Scheduling section of Advantage. The default is set to All.

• Exclude Temp Complete - Select the Exclude Temp Complete check box to exclude those tasks that have been marked as temporarily complete. Tasks are marked as temporarily complete on the Task Details screen.

• Display Milestones Only - Select this option to display Milestones tasks.

Use the Clear button to remove criteria selected in Project Options.

Employee Options

• Employee Role - To filter by Employee Roles, click the Employee Roles checkbox. From the selection box, click All Roles or select individual employee roles. Role is determined on the Employee's role, not the task's role. Multiple roles can be selected.

• Departments - Select the Departments to be filtered by, multiple Departments can be selected. All Departments selected will also be included in calculating the hours available in Workload. The Department is defined in Employee Maintenance and must be set as the default Department. Multiple departments can be selected. Selection is only available when the Emp Code is blank.

• When both Role and Department filters are used, both the Employee's Role and default Department must match in order for the tasks to be displayed.

• Emp Code - The Employee Code defaults to the USER ID that is logged in.  

• • If user has rights to see All Tasks, as setup in Advantage | Security Setup | Group Setup | Group Settings - Calendar Settings:

  • • Tasks, Holidays and Activities assigned to the employee will be displayed.

    • The Employee Code may be modified to view another employees' tasks or can be left blank to display All Employees' tasks (as defined in Security - Limit User Employees Codes).

  • If user does not have the rights to see All Tasks, only the Employee Code's tasks linked to the USER ID will be displayed.

• Task Roles - To filter by Task Roles, click the Task Roles checkbox. From the selection box, click All Task Roles or select individual task roles. This will give the ability to locate tasks that are not assigned to an employee. Multiple tasks can be selected.

Display Options

Select the fields to display on the calendar:

* Hours Allowed will only be displayed if either the Employee Code and/or Employee Name are selected to be displayed.

** Hours
If the user assigned to the task/assignment/holiday/activity does not have any standard hours setup in Employee Maintenance, then the hours would be displayed as 0.00 (zero).
If there is more than one employee assigned to the task/activity, the hours displayed will be from the first employee listed.

After completing the necessary field information, click the Apply button to update the calendar view. The filter options selected are automatically saved.

Add / View Holiday or Activity

Holidays and Activities can be added to the Calendar. From the Calendar tab click the New button to access the Calendar Activity window.

To view Holiday or Activity  Details, either double click or right click on the Holiday or Activity. This can be done from the Month View, Week View or Day View tabs. The Holiday or Activity will display in a separate window. Appointments will be displayed in time order.

General Tab

• Type (Required) - From the dropdown, select the type of activity: Call, Meeting, Email, To Do, Holiday or Appointment (Personal).

• Category (Required)- For type Appointment (Personal), select the Time Category that best corresponds with the Appointment (Personal).

• Subject  - Enter the Activity description.

• Start/End Time - Enter the Start/End date and time of the Holiday/Activity. If the Holiday/Activity is an all-day event, check the All Day Event checkbox, indicating that it is an 8 hours event.

• Priority - Select the priority of the Activity: Highest, High, Normal, Low or Lowest.

• Reminder - Select to add a reminder to the event. If a reminder is set, when the calendar is opened, a reminder will pop up / display with options to view, dismiss and snooze.

When the type is Call, Meeting or To Do - the following fields are available:

1. • Client - Select the Client to which the Activity should be anchored.

   • Division - Select the Division to which the Activity should be anchored.

   • Product - Select the Product to which the Activity should be anchored.

   • Job - Select the Job to which the Activity should be anchored.

   • Job/Component - Select the Job/Component to which the Activity should be anchored.

   • Contact - Select a Client Contact to which the Activity should be anchored. Contacts that were defined at any level (Client, Division, or Product) will be available for selection here. Contacts are created in the Client Contact application located in the Client Setup section of Maintenance.

     • Client Contacts - Click on the Client Contact icon, next to the label to view all available client contact's contact information. To add a new Client Contact, click the 'Add Contact' button.  Enter the Client Contact information and click Save. To view the contact information, click the magnifying glass to display. Add Contact is available depending on User's security setup.

   • Function - Select a Function from the dropdown to which the Activity should be anchored.

   CRM Activities - Calendar Activity Types of 'Call', 'Meeting' or 'To Do' created at the Product level are also displayed in Product Maintenance (Maintenance | Client | Division/Products) - Activity Summary Tab.

To remove the selections made, use the Clear button.

Employee Tab

• Employee (Required) - Select Employee(s) to include in the Activity. At least one employee must be selected, multiple employees can be selected.

• • Filter by - Use the Filter By option to limit the available employees.

  • Holiday type activities do not require an employee.

Details Tab

• Description - Enter a description to the Activity.

• Add Attachments - Use this field to attach a document to the Activity. Documents can be added two ways. Note: This option is not available for 'Personal' activities.

  • Select - Use this option to attach a document to the Alert from an outside source (hard drive or network). Click the Select button to search for the file you want to attach. To remove a file, click the check box to the left of the file that should be removed, and then use the Remove button. Multiple documents can be attached.

  • The Job and Job/Component level also has the opportunity to add the attachment to the Document Repository. Check the Upload to Document Manager checkbox prior to clicking the Add button. Document file size is set in Document Repository.

  • Files from Document Manager - To link an uploaded file from the Document Manager, click the Refresh button. All documents uploaded to Document Manager will display based on the level of the activity  For information on uploading documents to the repository, refer to the Documents topic.

When completed, click the Save button to save the Activity / Holiday. To cancel the New Activity, click the Delete button.

• Add Time - Time can be entered to the activity by clicking on the Add Time button. Enter the information on the Add new Row to Timesheet popup and click Save.

• The timesheet function will default to the function related to the Activity. If there is not a function associated to the Activity, the function will default to the Employee's default function. If the Employee does not have a default function, the function will not be defaulted. Use the lookup to add/change the function.

• ICS - After the Activity has been saved, it can be exported and used on supported calendars as they are created. Click the Export button to start the process. View Calendar Integration for more information regarding exporting the Calendar.

Modify

To modify a Holiday or Activity, either double click on Holiday/Activity or right click and select Edit. If any details were modified on the Holiday or Activity, click the Save button.

IMPORTANT: Users are able to drill down / modify other users' Activities.

To delete the Holiday or Activity , click the Delete button or right click and select Delete. A warning message will be given to verify the Activity should be deleted.

View an Individual Task

To view Task Details, either double click on Task or right click and select Edit Task. This can be done from the Month View, Week View, Day View or Timeline View. The task will display in a separate window. To view Task Details from the List View tab, click the View Details icon.

Right clicking on a Task provides the ability to:

• Edit Task

• Edit Assignment

• Calculate Schedule

• Go to Job

• Go to Schedule

IMPORTANT: Users are able to drill down / modify other users' Activities (based on security rights).

Each section within the Edit Task popup has the ability to collapse and expand by clicking on the arrows within the section headers. To collapse a section, click on the Collapse arrow and to expand a section, click on the Expand arrow.

The Task will open in a separate tab with the Task name as the title of the tab. Only one Task Detail can be viewed at a time.

The fields displayed in the individual task are:

1. • Client/Job Information - Displays Project Schedule header information. This is read-only.

   • Edit Details - The Edit Details section can be collapsed by clicking on the down arrow. To expand the Edit Details section, click the down arrow again. If Application Security is denied, the Task Details is not available for editing.

   • Type - Indicates that the a Task is being viewed.

   • Priority - Indicates that the priority of the Task. Use the dropdown to change the priority. Available options are Highest, High, Normal, Low and Lowest.

   • Start Date - Indicates the start date of the Task. To change the Task's start date, enter a new date or use the calendar widget.

   • Due Date - Indicates the due date of the Task. To change the Task's due date, enter a new date or use the calendar widget.

   • Time Due - Indicates the time that Task is due. To change the Time Due, enter a new time.

   • Completed Date - Indicates if the Task has been completed. Enter a completed date or use the calendar widget.

   • Version - Indicates the Task's version. Use the dropdown to change the version.

   • Build - Indicates the Task's Version's build. Use the dropdown to change the build.

   • Description - Displays the description of the Task. The Task Description cannot be edited.

   • Task Details - Displays the task details. This section can be modified.

   • Hours - The Hours section displays the number of hours allowed, allocated, posted and balance for the Assignment.

   • To view the Hours section in a full screen mode, click the ellipse (...) located in the Hours header section.

   • Comments - The Comment section maintains a history of all updates that have been made to the Assignment and all comments that have been added. Automatic comments are updated each time information has been changed in the Information section. The option to include automatic comments when the alert has been updated is controlled in Webvantage Maintenance.

   • Click the ellipse to view the Comments in Full Screen.

   • All comments will include who entered the comment, the date and time it was added along than user's Profile picture, when available.

   • Add Comments - To add comments to the Task, enter the comment in the comment textbox and click the Add icon.

   • To add attachments into the comment, click the Upload icon and select the attachment.

   • Select Files - Click the Select files...button to use the file explorer to select the attachment.

   • Drop files here to upload - Drag and drop files into the comment in this section.

   • Upload to Document Manager - Tasks also has the opportunity to add the attachment to the Document Repository. Check the Upload to Document Manager checkbox prior to clicking the Add Attachment button.

   • Upload to Proof HQ - Check the Upload to Proof HQ Checkbox prior to clicking the Add Attachment button. This option is only applicable to Proof HQ users. Multiple versions of the same file can be uploaded, but in the Alert/Assignment, only 1 file will display. Click the History icon to view all versions of the document.

   • To expand the Comment input box, click the Expand icon (located to the right of the Upload icon). The Add Comment window allows for formatting of the comment (bold, underline, italics ect.) along with the ability to add attachments, upload attachment to Document Manager and/or ProofHQ.

   • Viewing Comments - When viewing the comments, use the mouse scroll to view the full the comment.

   • Click to copy comment to clipboard - To copy the comment, click the Click to copy comment to clipboard icon.

   • Click to go full screen - To view the comment in a full screen mode, click the Click to go full screen icon.

   • Assignment - Displays the employees associated to the Task. Click the ellipse to view the Assignment in Full Screen.

   • Assignees - Displays the employees assigned to the Task.

   • Add Assignees - To add additional assignees to the Task, click on the input box and select from the dropdown or begin typing the employee's name in the input box and select from the list.

   • Remove Assignees - To remove an assignee from the Task, click on the X for the employee.

   • CC: - Displays the employees that are copied on the Task.

   • Add CC - To add additional employees to the Task, click on the input box and select from the dropdown or begin typing the employee's name in the input box and select from the list.

   • Remove CC - To remove a CC'd employee from the Task, click on the X for the employee.

   • Attachments  - The Attachment section allows the adding of attachments to the task, uploading attachments to Document Manager and/or ProofHQ and to view/download existing attached for the Task.

   • Add Attachments - Attachments can be selected, drag/drop or link to existing documents to the task:

   • Select Files - Click the Select Files... button to use the file explorer to select the attachment. Multiple documents can be uploaded at a time.

   • Drop files here to upload - Drag and drop files into the attachment section. Multiple documents can be dragged/dropped at a time.

   • Link Existing Document - To link an already uploaded file from the Document Manager, select the file from the Link an existing file section then click the Add Attachment button. Multiple documents can be uploaded at a time.

   • Upload to Document Manager - Tasks also has the opportunity to add the attachment to the Document Repository. Check the Upload to Document Manager checkbox prior to clicking the Add Attachment button.

   • Upload to Proof HQ - Check the Upload to Proof HQ Checkbox prior to clicking the Add Attachment button. This option is only applicable to Proof HQ users. Multiple versions of the same file can be uploaded, but in the Alert/Assignment, only 1 file will display. Click the History icon to view all versions of the document.

   • Task Detail toolbar

   • Send email and alert recipients - Click this button to send the Task to the Assignees/CC Employees.

   • Save - Click this button to save changes to the Task.

   • Contacts - Click on the Client Contact icon to view all available client contact's contact information.

   • Click the View Details to view / modify the client contact detail.

   • To add a new Client Contact, click the Add Contact button. Enter the Contact information and click Save. This option is available based on User's security.

   • Print - Click this button to print the Task.

   • Add Time - Click this option to add time to the Task.

   • Stopwatch - Click this option to use the Stopwatch to add time for the Task.

   • Checklist - Click this button to add a custom checklists to the Task. These items can be checked off as they are completed and displays a up to date percent complete for the checklist. Multiple checklists can be added to a Task.

   • Ellipse ... - Click the ellipse button to select one of the following options:

   • Fullscreen - Displays the checklist in full screen mode.

   • Edit Title - Select this option to change the title of the checklist, up to 100 characters.

   • Delete - Select this option to delete the checklist. A message will display verifying that the checklist should be deleted. Click OK to delete the checklist or click Cancel to disregard.

   • Collapse / Expand Checklist - Click on the Checklist title to collapse / expand the checklist.

   • New Checklist Item - In the text box, enter the first checklist item, up to 100 characters. When done, click the Add button. Multiple items can be added to a checklist.

   • Ellipse ... - Click the Checklist Item ellipse to select one of the following options:

   • Edit - Select this option to modify the Checklist Item. When completed, click the Save Changes... link.

   • Delete - Select this option to delete the Checklist Item. The item will be immediately deleted, no warning message given.

   • Move - To change the order of the Checklist Items, grab the vertical ellipse and drag and drop it in the desired order.

   • Check Item complete / incomplete - When an item is completed, click the checkbox button. To make the item incomplete, uncheck the item.

   • The progress bar (percent complete) will automatically update.

   • Bookmark - The option to Bookmark the Task is available by clicking on the Bookmark icon on the toolbar.

   • Copy - Click this option to Copy the Task.

   • WV Link / CP (Client Portal) Link - Down Arrow - Click to copy of the screen's URL to include (paste) in various types of correspondence such as emails, Alerts/Assignments, and outside systems.  Copy and Paste option will not work in the Alert/Assignment's Subject - use the Subject's formatting tool Insert Link option.

To save any changes made to the task, click on the Save button.

After editing a Task, use the Refresh icon on the Calendar tab to update the calendar.

View Assignment

Assignments that are part of Active Board / Sprint, with a defined start and/or due date are included in the Calendar Day, Week, Month and Timeline views. To view Assignment Details, either double click on the Assignment or right click and select Edit Assignment.

When done, to send an email and alert to the recipients, click the Send email and alert recipients button. To not send an email and alert but to add the new Assignment to the Board, click the Save button.

Assignment Toolbar

• Send email and alert recipients - Click this button to send the Assignment.

• Save - Click this button to save changes to the Assignment.

• Contacts - Click this button to view Client Clients associated with the Job/Component.

• Print - Click this button to print the Assignment.

• Complete - Click this option to Complete the Assignment.

• Add Time - Click this option to add time to the Assignment.

• Stopwatch - Click this option to use the Stopwatch to add time for the Assignment.

• Weekly Hours - Click this option to view the weekly hours allocated for the Assignment, how many hours are available for the Employee(s), how many assigned for the Employee(s) and balance hours remaining for the Employee(s).

• Options available:

• Show past weeks - Check this option to display prior week's hours.

• Show future weeks - Check this option to display hours for future weeks.

• Group employees - Check this option to group the displayed by employees.

• Group weeks - Check this option to group the display by weeks.

• Filter - Click in the input box to select an employee to limit the weekly hour information for.

• Checklist - Click this button to add a custom checklists to the assignment. These items can be checked off as they are completed and displays an up to date percent complete for the checklist. Multiple checklists can be added to an assignment.

• Ellipse ... - Click the ellipse button to select one of the following options:

• Full screen - Displays the checklist in full screen mode.

• Edit Title - Select this option to change the title of the checklist, up to 100 characters.

• Delete - Select this option to delete the checklist. A message will display verifying that the checklist should be deleted. Click OK to delete the checklist or click Cancel to disregard.

• Collapse / Expand Checklist - Click on the Checklist title to collapse / expand the checklist.

• New Checklist Item - In the text box, enter the first checklist item, up to 100 characters. When done, click the Add button. Multiple items can be added to a checklist.

• Ellipse ... - Click the Checklist Item ellipse to select one of the following options:

• Edit - Select this option to modify the Checklist Item. When completed, click the Save Changes... link.

• Delete - Select this option to delete the Checklist Item. The item will be immediately deleted, no warning message given.

• Move - To change the order of the Checklist Items, grab the vertical ellipse and drag and drop it in the desired order.

• Check Item complete / incomplete - When an item is completed, click the checkbox button. To make the item incomplete, uncheck the item.

• The progress bar (percent complete) will automatically update.

• Bookmark - The option to Bookmark the Assignment is available by clicking on the Bookmark icon on the toolbar.

• Copy - Click this option to Copy the Assignment.

• Move - Click this option to move the Assignment to a different Client, Division, Product, Job or Component.

• Down Arrow - Webvantage Link / CP (Client Portal) Link - Click to copy of the screen's URL to include (paste) in various types of correspondence such as emails, Assignments, and outside systems.  Copy and Paste option will not work in the Alert / Assignment's Subject - use the Subject's formatting tool Insert Link option.

Timeline

The Timeline offers a grid-like view for all Tasks, Assignments, Holidays and Appointments for all / selected employees by Employee or by Job. The information displayed on the tasks is defined in the Filter including Employee Name/Nickname and Profile Picture.

The Start Date and/or End Date of a Calendar item can be changed without having to go into the Details:  

To change the Start Date use the drag and drop method. Tasks cannot be re-assigned to a different employee using the drag and drop method.

To change the End Date: hover the mouse over the Right edge of the Calendar item. The edge will become a double arrow. Click on the edge and drag the End Date accordingly.

• Group by Employee - To group the tasks by Employee, click the Group by Employee button on the toolbar. The option to display the employee's name, employee's nickname and/or profile picture is selected in the filter. The Activities and Holidays will be displayed in a N/A row.

• Group by Job - To group the tasks by Job Number, click the Group by Job button on the toolbar. This will display all tasks by the job number. The Activities and Holidays will be displayed in a N/A row.

List View

The List View tab allows the user to view Tasks, Assignments, Holidays and Appointments in a 'Grid' style format, including the accumulative hours for all employees assigned. The List View can be viewed Monthly, Weekly or Daily, depending on the last tab view selected.

• To display the List View in a Monthly view, select the Month View tab, then click the List View tab.

• To display the List View in a Weekly view, select the Week View tab, then click the List View tab.

• To display the List View in a Daily view, select the Day View tab, then click the List View tab.

Tasks/Assignments grid displays: Client, Division, Product, Job/Component, Task, Date, Hours and Employee

For Assignments with no Assignees, click on the Magnifying Glass to view details and assign employees.

Appointments and Holidays grid displays: Subject, Employee, Type, All Day, Date, Hours, Category, Client, Division, Product and Contact

Client Contact - Click on the Client Contact icon to view all available client contact's contact information. To add a new Client Contact, click on the Add Contact button. Enter the Client Contact information and click Save. To view the contact information, click on the magnifying glass to display. Add Contact is available depending on User's security setup.

Tasks / Appointments and Holidays are displayed separately. To export the list of all Tasks or Appointments and Holidays currently displaying to Excel, click the Excel icon.

To view and/or modify details of a Task, Appointments or Holidays, click the Magnifying Glass.

Use the Refresh button to refresh the data displayed.

Workload View

The Workload View tab allows for the analysis of project and employee workload - current and future.  It is specifically designed to display a 'big-picture' view of the jobs and tasks in progress and planned, how many hours are already taken and still available, and how many are needed to fulfill the open tasks due.

All information displayed on the Workload View will vary depending on the information that is selected on the Filter tab. As an example, if a specific employee is entered on the Filter tab, the information that displays will be based on that employee. If an employee is not entered, the information that displays will be based on all employees.

 To date range can be changed from within the Workload tab by entering a new Start/End date or using the calendar widget. Use the Refresh button to update the date range.

The Department selection on the Filter can be used when the Emp field is left blank. Any department can be selected, as well as All Departments. This allows the analysis of available hours for selected departments and the exclusion of departments that don't work on jobs.  It gives a true picture of the number of hours available for open tasks.

Total Jobs Due - Number of Jobs with a Due Date that falls between the dates entered on the Filter tab.  

• Does not include any Job Schedules that have a completed date.

• Does not include any Jobs that have been Closed or Archived (Job Status).

Filters that apply:

Total Jobs with Open Tasks (assigned and unassigned) - minus the Number of Jobs containing open tasks where the task’s due date falls between the dates entered on the Filter tab.  

• Can include tasks assigned to employees or not assigned to employees.  

• Does not include any Job Schedules that have a completed date.

• Does not include any Jobs that have been Closed or Archived (Job Status).

• Does not include any tasks that are marked with a temp complete or complete date in the Job detail schedule.

Filters that apply:

Standard Hours Available - The number of hours available to work during the time entered on the Filter tab.

• Calculates the number of hours available based on what is entered in the employee file (number of hours per day) minus any company holidays.

• Includes any Vacation, Sick and Personal that are marked as All Day.

• Does not include terminated employees.

Filters that apply:

Hours Off - The number of hours off during the time frame entered on the Filter tab.

• Hours off are calculated based on hours entered in the Calendar that are Activity's assigned to Time Categories which are assigned to the Type of Vacation, Sick, or Personal time.  

 IMPORTANT NOTE: Holidays are not included in Hours Off as they already reduce the hours available for all employees.

Hours Assigned to Tasks - The number of HOURS associated with open tasks assigned when the task’s start date or due date falls between the dates entered on the Filter tab.

• Tasks must be assigned to employees.

Filters that apply:

Hours Available Balance - Standard Hours Available minus (Hours Off + Hours Assigned to Tasks)

Task Hours Unassigned - The number of HOURS associated with open tasks that are not assigned to an employee when the task’s due date falls between the dates entered on the Filter tab.  

Filters that apply:  

Variance - Hours Available Balance minus Task Hours Unassigned.

The grid details the jobs that are included in the workload calculations. Click on the Go to Project Schedule button, in the last column, to view the project schedule.

Availability

The Availability tab is used to display employee availability in a summary view. It indicates if the employee is over/under allocated or on track for Assignment Goals based on assigned Tasks and Assignments. Availability is actualized and more flexible to accommodate styles of project management that rely on less data entry and adjusting. Availability is calculated for the current date and into the future. It considers all incomplete Tasks and Assignments (even if dates are in prior weeks or not defined at all) and reduces hours allowed by the hours worked to date. This mean that the availability based on hours assigned without having to keep up with the changing start and due dates and without having to adjust the hours allowed based on what has already been worked. When entering Task and Assignment durations and detailed weekly hours allocations, availability is highly accurate and placed into the proper week buckets on the chart.

Tasks and Assignments are included in availability as long as they contain hours and dates. They are also included when they are in a Sprint that is not yet active and if the item is in the backlog queue. Hours are collected from the Default Hours Allowed for each Assignee unless the individual assignee's Hours Allowed are allocated differently.

The default Employee availability thresholds are set in Advantage Maintenance | Management | Agency Builder but can be manually adjusted within Calendar | Availability.

• Dates - Displays Tasks and Assignments from the current system date (start date) to a selected through date.

• Start - The start date can be adjusted to a future date by manual entry or by using the calendar widget.

• Through - Manually enter or use the calendar widget to change the through date.

• Employee - To view all employees' availability or a single employee's availability, from the dropdown, select the employee or choose All Employees.

• If the User logged in does not have Calendar Settings rights (Advantage | Security | Group | Group Settings - Calendar Settings), they will only have access to their own assignments.

• Summary Level: Daily, Weekly or Monthly - Select to display the availability based on Daily (30 days maximum), Weekly or Monthly.

• If the date range includes a partial week/month, the hours will be based upon the number of days for the week/month.  

• The Hours are dispersed equally across the summary level selected.

• Omit Beginning Balance - Select this option to only include future hours in the availability.

By default, this option is ‘not’ selected.  This means that we are actualizing the availability by looking at all open tasks/assignments for each employee then reducing the assigned hours by the number of hours worked.  Using this default option means that you don’t have to constantly be updating assigned hours into the future for hours worked.  This batch of work includes any open task/assignment even if there is not a start/end date and even if the dates are in the past (as long as they are open).

By ‘omitting’ the beginning balance, you are looking into the future only. We show the same open tasks/assignments, but we only look at future-allocated hours.  This means that you would need to constantly be updating future hours based on reality. Some agencies like this option because they are updating the hours anyway and/or they are not using features to post time against tasks and thereby allowing for actualized schedules.

• Show Percent - Select this option to display the percent utilized in the cells instead of hours.

Select the Refresh button to display the results.

• Show All Projects - To view detail for all from all projects, click the Show All Projects button. This is only available when the Employee dropdown is All Employees.  

• Export - To display the results in a Microsoft Excel format, select the Export button.

Legend - The legend indicates the color code. The percentages can be changed as needed. The fields may be set to a maximum of 150%.

Note: Default percentages for the fields can be set in Advantage/Maintenance/Agency Builder

Display

• Office - The Office linked to the job.

• Employee - The Employee name selected will display.

• Department - The Department assigned to the employee.

• Role - The default Role assigned to the employee.

• Hours Available (Adj) - The number of standard hours available to work for the date range. This does not include Holidays, Activities or Hours Off (of any type).

• Direct Hours Goal % - The employee's direct hours goal percentage as defined in Employee Maintenance.

• Direct Hours Goal - Standard Hours required (not the adjusted hours) minus Time Off (as found within the Calendar).

• Beginning Balance - Displays the number of hours the employee is assigned to Tasks/Assignments for the dates before the current system date (not including current date) and all of the hours assigned without dates.

• Hours Posted - Displays hours posted to the related Tasks and Assignments before the current system date (not including current date). Hours posted only to functions are not included.

• Hours Left - Displays the number of hours remaining (Beginning Balance minus Hours Posted). These hours are disbursed evenly across the weeks selected in the Dates (current system date/through). Hours are displayed with 2 decimal points, rounding may appear.

• Hours per Day/Week/Month - Displays the Hours Left distributed evenly across the Summary Level selected above).

• Total - Displays the total number of hours dispersed (Day/Week/Month) for the employee.

Employee Assignments

Displays the Tasks, Assignments and Activities for a selected employee or all employees in a grid format beneath the availability chart.  From any row, click on the Go to Project Schedule button, in the end of the column, to view the project schedule.

From the end of the Task or Assignment row click on the following icon to:

• T - Go to Task

• A - Go to Assignment or Go to Activity

• A - Action Assignment

• D - Discussion Topic

• I - Issue

• R - Review

Right Click on any row to access various options:

• Task - Edit Task, Edit Assignment, Go to Job, or Go to Schedule

• Assignment - Edit Assignment, Go to Job, or Go to Schedule

After editing a task or assignment, use the Refresh icon on the Calendar tab to update the Availability.

Click on the Excel icon to export the entire filtered grid to Excel.

The following information is shown in the summary section:

• Standard Hours Available - The number of hours available to work for the date range.

• Appointment Hours - The number of hours designated for Appointments.

• Hours Off - The number of hours of time off.

• Hours Assigned to Tasks - The number of hours assigned to Tasks.

• Variance - The difference between Standard Hours Available and Appointments Hours, Hours Off and Hours Assigned to Tasks.

• % of Direct Hours Goal - Hours Assigned to Tasks divided by the Direct Hours Goal.

 Green - Assigned Tasks    Blue - Appointments   Yellow - Hours Off    

IMPORTANT: Users are unable to drill down / modify other users' Activities.

• Office - The Office linked to the job.

• Department - The employee's department.

• Role - The default Role assigned to the employee.

• Client - The Client name along with the Division and Product codes will display for the jobs that meet the specified criteria.

• Project - The job number, job component number and job component description.

• Description - The description on the task / assignment.

• Start Date - The job start date.

• Due Date - The job due date.

• Hours Allowed - Displays the hours allowed for the Task, Assignment and/or Appointment, including PTO time for the entire date range shown in the grid. Includes Grand Total of Hours Allowed.

• Beginning Balance - Displays the number of hours the employee is assigned to the Task, Assignments and Appointments for the dates before the current system date (not including current date). Includes Grand Total for the Beginning Balance.

• Hours Posted - Displays the hours posted to the Task, Assignment and Appointments before the current system date (not including current date). Includes Grand Total of Hours Posted.

• Hours Left - Displays the number of hours remaining (Beginning Balance minus Hours Posted). Includes Grand Total of Hours Left.

• Allocated Hours - The amount of time allocated for the Task, Assignment and/or Appointment for the employee for the specific period requested. This will tie to the top grid Total Hours (Allocated - last column). Includes Grand Total of Allocated Hours.

• Working Days - The calculated number or working days used to split the Task / Assignment / Appointment hours by day for each Employee.

• Hours per Work Day - The number of hours that the employee is able to work per day for the Task / Assignment / Appointment. This is calculated by dividing the number of Total Hours by the number of Working Days in the Report Range.

• Employee - The employee code assigned to the task.

• Go to Schedule (icon) - Click on the Go to Schedule icon to view the Project Schedule.

• Right Click - To access options including Edit Task, Edit Assignment, Go to Job, or Go to Schedule.

Allocation

The Allocation option is used to display employee allocation in a summary view. This indicates if the employee is over/under allocated or on track for Assignment Goals.

The 'Projects' settings on the Filter tab do not apply to Allocation.

• Dates - All information displayed on the Availability Tab will vary depending on the information that is selected on the Filter tab. To date range can be changed from within the Availability tab by entering a new Start/End date or using the calendar widget.

• Employee - To view all employees' availability or a single employee's allocation, from the dropdown, select the employee or choose All Employees.

• If the User logged in does not have Calendar Settings rights (Advantage | Security | Group | Group Settings - Calendar Settings), they will only have access to their own assignments. Standard security applies in regards to the employees available.

• Summary Level: Daily/Weekly/Monthly - Select to display the availability based on Daily, Weekly or Monthly. If the date range entered on the filter tab includes a partial week/month, the hours will be based upon the number of days for the week/month.  

If the 'Workload Date Range' on the Filter is greater than 30 days, the Summary Level 'Daily' is not available.

Select the Refresh button to display the results. Click on any column to sort the records.

FTE By Department

Displays a summary by Department percentages allocated with FTE calculations (based on FTE Basis set in Advantage | Maintenance | Management | Agency Builder - Miscellaneous section). Calculations are based on what a full time employee is defined as in the Agency Builder - FTE Basis.

The FTE By Department displays the Department and the dates, as selected in the Summary Level and displays the number of hours accordingly.

Double click on a Department code to view employee information. Employees are included in the Department listing by their Default Department/Team assignment in Employee Maintenance.

Percent Allocated by Employee

Displays detail by Department and Employee Allocation. This is based on Adjusted Hours Available and indicates the allocation for the employee by drilling down to the job level and displays how many hours they are assigned to each job by day, week or month. The allocation percentages are based on the employee's availability. Availability does not include time off, but does include other appointments.

Click on the Excel icon to export the Employee's filtered grid to Excel.

• Employee - The Employee name selected will display.

• Department - The Department assigned to the employee.

• Dates - The dates as selected in the Summary Level (Daily, Weekly or Monthly) and displays the percentage accordingly.

Employee Assignments

Displays project information for the selected employee with the ability to drill down by Project. Double click on an employee to display the following:

• Standard Hours Available - The number of hours available to work for the date range.

• Activity  Hours - The number of hours designated for Activities.

• Hours Off - The number of hours of time off.

• Hours Assigned to Tasks - The number of hours assigned to tasks.

• Variance - The difference between Standard Hours Available and Activities, Hours Off and Hours Assigned to Tasks.

• % of Direct Hours Goal - Hours Assigned to Tasks divided by the Direct Hours Goal.

The employee profile picture will display if setup in 'Webvantage | Maintenance | General - Profile Administration' and if selected to display in the Calendar Filter.

The projects are broken out displaying:

• Project - Job / Component Number and description.

• Project Start Date - The date the project is scheduled to start.

• Project End Date - The date the project is scheduled to end.

• Status - The current status of the project.

• Hours Assigned - Displays the number of hours the employee is assigned to tasks within the project.

• Dates - The dates as selected in the Summary Level (Daily, Weekly or Monthly) and displays the number of hours accordingly.

To view the Job Jacket or Project Schedule - right click on the Project row and select Go To Job or Go To Schedule.

Exporting Calendar

Tasks, Activities and Holidays created and or displayed on the Webvantage Calendar can be shared with any other calendar supporting the '.ics' (Internet Calendar and Scheduling) format. View the Calendar Integration for more information regarding exporting the Calendar.

Click the ICS button to:

• Multi Events Export - Export Tasks, Assignments, Activities and Holidays from the main Calendar Month View by clicking on the Export Calendar icon, located on the Toolbar. Opening the file download immediately transfers events to the supported calendar or Save the file download to import at a later time.

• What is displayed on the Month View is what will be exported. To control what type of events are exported, use the Calendar Filter and Toolbar options to include or exclude Tasks, Activities or Holidays.

• Single Event Export - Export an Activity  as it is being created or updated. In the New Holiday/Activity  popup, click on the Export button. Opening the file download immediate transfers the Activity  to the supported calendar or Save the file download to import at a later time.

Report

The Calendar Report is used to generate an Excel report, from within the Calendar application, based on the criteria and display options selected on the Filter tab.

The report format offers various options to view and will print in a different formats, that can include Employees Tasks, Assignments, Holidays and Activities, by a starting and ending time frame. Additional options are offered for the Group by Job / Component to include Schedule Comments and Status of a job.   

• Location ID - Select the location to determine the name, address and logo information for your company. This will be displayed on the Calendar Report.

• Report Title and Placement - Include a Report title, up to 60 characters, and determine where the title should be displayed on the report (Left aligned, Right aligned or Centered). Default report title is Calendar Report and the default placement is Center.

• Group by - Select the option to sort the report.

• • None - All results are displayed for each calendar month.

  • Client - Results are sorted by Client for each calendar month.

  • Client / Division - Results are sorted by Client and Division for each calendar month.

  • Client / Division / Product - Results are sorted by Client, Division and Product for each calendar month.

  • Job - Results are sorted by Job number.

  • Job / Component - Results are sorted by Job number and Component.

• Include Options - Select additional information to display on the report.

• • Schedule Comment - Select to include any Project Schedule comment on the report. This option is only available when the Group by Job / Component is selected.

  • Status - Select to include the Project Schedule status on the report. This option is only available when the Group by Job / Component is selected.

  • Include Tasks - Select to include task information on the report. The Task will display based on the start and/or due date of the task.

  • Include Assignments - Select to include assignment information on the report. The Assignment will display based on the start and/or due date of the Assignment.

  • Include Holidays - Select to include Holidays on the report. Each day of the Holiday's duration will be displayed.

  • Include Activities - Select to include Activities on the report. Each day of the Activity's duration will be displayed.

• Month/Year - Select the time frame to generate the report. Maximum data range allowed is 12 months.

• • Start Month / Year - Select the starting month / year to include on the report.

  • End Month / Year - Select the ending month / year to include on the report.

To generate the Excel report, click the View button.

Security and Setup