manual planningpme

PLANNINGPME

Schedule easily

TARGET SKILLS

PlanningPME

Complete User Guide

This document describes all the functions of the software PlanningPME.

Target SKills

Manual PlanningPME - 1 -

Copyright © 2002-2010 TARGET SKILLS. All rights reserved.

TARGET SKILLS believes the information in this publication is accurate as of its publication

date. The information is subject to change without notice.

THE INFORMATION IN THIS PUBLICATION IS PROVIDED “AS IS”. TARGET SKILLS MAKES NO

REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN

THIS PUBLICATION AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF

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No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval

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permission of TARGET SKILLS.

All trademarks herein are the sole property of their respective owners.

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Table of contents

INSTALLATION PLANNINGPME ................................................................................... 7

WELCOME TO PLANNINGPME© 2010 ....................................................................................................................... 7 FEATURES................................................................................................................................................................ 7

INSTALLATION ......................................................................................................................................................... 8 INSTALLATION ON MS ACCESS ................................................................................................................................. 8

CARD N°1: RESOURCES MANAGEMENT ....................................................................... 9

I. DESCRIPTION OF THIS FUNCTION ............................................................................................................................ 9 II. HOW TO ADD RESOURCES? ................................................................................................................................... 9

III. ZOOM ON RESOURCES OF THE TYPE “TO PLAN” ...................................................................................................14 IV. HOW TO ORDER RESOURCES ? ............................................................................................................................15

V. GROUP RESOURCES BY DEPARTMENT ...................................................................................................................17 VI. SLOTS BY RESOURCES ........................................................................................................................................20

VII. JOB CONTRACTS ...............................................................................................................................................25 VIII. GROUP RESOURCES BY TEAM ...........................................................................................................................26

IX. TASK WITHOUT ANY RESOURCE .........................................................................................................................30

CARD N°2: TASKS CREATION .................................................................................... 31

I. DESCRIPTION .......................................................................................................................................................31 II. HOW TO CREATE A TASK? ....................................................................................................................................31

III. CREATION OF MULTI-RESOURCES TASKS .............................................................................................................38 IV. CREATION OF PERIODICAL TASKS .......................................................................................................................39

V. ASSIGNMENT OF A CATEGORY TO A TASK.............................................................................................................43 VI. ASSIGNMENT OF A DURATION TO THE TASK IN HOURS OR DAYS ...........................................................................46

VII. TYPICAL SLOTS AND BREAK ..............................................................................................................................49 VIII. COPY THE ACTIVITY OF A RESOURCE ................................................................................................................52

IX. TASK DESCRIPTION ............................................................................................................................................53 X. TASK LOCKING ...................................................................................................................................................57

XI. CREATION AND SELECTION MODE .....................................................................................................................60 XII. FOLLOW UP OF THE TASKS ASSIGNMENT ............................................................................................................61

XIII. FORCE THE CREATION OF A TASK .....................................................................................................................62 XIV. SEPARATE MULTI-RESOURCES TASKS ..............................................................................................................65

CARD N°3 : OTHER OPTIONS OF THE TASK ............................................................... 66

I. DESCRIPTION .......................................................................................................................................................66 II. NUMBER OF RESOURCES BY DEFAULT ..................................................................................................................66

III. COLOUR OF THE TASK IN FUNCTION OF... ............................................................................................................67 IV. DISPLAY INVOICING TAB IN THE TASK ................................................................................................................67

V. DISPLAY A PERCENTAGE OF ASSIGNMENT ............................................................................................................68 VI. TASKS NOT PROPORTIONAL TO HOURS ................................................................................................................69

VII. LINK BETWEEN TASKS ......................................................................................................................................69 VIII. DISPLAY A BUTTON « AVAILABILITY » ............................................................................................................70

IX. DISPLAY PARAMETERS TAB IN THE TASK ............................................................................................................70 X. LINK A PROJECT TO A TASK .................................................................................................................................71

XI. TASK REMINDER USING A DATE ..........................................................................................................................72 XII. LINK A CLIENT TO A TASK .................................................................................................................................72

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CARD N°4: SKILLS MANAGEMENT ............................................................................. 74

I. DESCRIPTION OF THIS FEATURE.............................................................................................................................74

II. HOW TO SET UP SKILLS ? .....................................................................................................................................74 III. HOW TO ASSIGN SKILLS TO YOUR RESOURCES ? ...................................................................................................76

IV. HOW TO AFFECT SKILLS TO YOUR TASKS ? ..........................................................................................................78 V. CHECK FOR SKILLS ADEQUACY ............................................................................................................................78

VI. THE FILTER SKILL .............................................................................................................................................79 VII. SEARCH FOR SKILLED PERSONS .........................................................................................................................79

CARD N° 5 CLIENTS MANAGEMENT ........................................................................... 80

I. DESCRIPTION .......................................................................................................................................................80 II. ACTIVATION OF THE OPTION ................................................................................................................................80

III. ADD CLIENTS ....................................................................................................................................................81 IV. LINK A CUSTOMER WITH A TASK ........................................................................................................................82

V. IMPORT YOUR CLIENTS DATABASE .......................................................................................................................83 VI. CLIENTS VIEW ...................................................................................................................................................85

VII. CLIENTS HISTORY ............................................................................................................................................85 VIII. ADD ADDITIONAL FIELDS IN THE "CLIENT" WINDOW.........................................................................................86

IX. HIDE A CLIENT ..................................................................................................................................................86 X. DELETE SEVERAL CLIENTS ..................................................................................................................................88

XI. ACCESS RIGHTS TO CLIENTS ...............................................................................................................................89 XII. LINK YOUR PROJECTS WITH A CLIENT ................................................................................................................90

CARD N°6 : DAYS OFF MANAGEMENT ........................................................................ 93

I. DESCRIPTION .......................................................................................................................................................93

II. CREATION OF UNAVAILABILITIES.........................................................................................................................93 III. NON WORKED DAYS MANAGEMENT ....................................................................................................................96

IV. PUBLIC HOLIDAYS .............................................................................................................................................99 V. COUNT THE TIME DURING DAYS NOT WORKED.................................................................................................... 100

VI. TO GO FURTHER............................................................................................................................................... 102

CARD N°7 : FILTERS IN PLANNINGPME .................................................................. 103

I. DESCRIPTION ..................................................................................................................................................... 103

II. Y-AXIS CHANGING ............................................................................................................................................. 103 III. THE STATUS BAR............................................................................................................................................ 104

IV. THE FILTER BAR ............................................................................................................................................. 106 V. FUNCTION IN USE / AVAILABLE ........................................................................................................................ 109

VI. CREATION OF CUSTOMIZED FILTERS ................................................................................................................. 112 VII. FILTERS ERGONOMY IMPROVED: OPTION TO FILTER THE LINES ......................................................................... 114

VIII. FILTER PER RESOURCE .................................................................................................................................. 119 IX. SELECT ICONS ON THE TOOLS BAR .................................................................................................................... 120

CARD N°8 : CREATION OF ADDITIONAL FIELDS ..................................................... 123

I. DESCRIPTION ..................................................................................................................................................... 123

II. ADDITIONAL FIELDS SET UP ............................................................................................................................... 124 III. DIFFERENT TYPES OF FIELDS ............................................................................................................................ 128

IV. LINK FILES OR EQUIPMENTS TO A CLIENT .......................................................................................................... 137 V. CUSTOMIZED FILTERS ....................................................................................................................................... 140

CARD N°9 : SCHEDULE PRINTING .......................................................................... 144

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I. DESCRIPTION ..................................................................................................................................................... 144 II. HOW TO PRINT? ................................................................................................................................................ 144

III. GRAPHIC SCHEDULE ........................................................................................................................................ 145 IV. OPERATIONAL SCHEDULE PER RESOURCE ......................................................................................................... 147

V. OPERATIONAL SCHEDULE PER CLIENT ................................................................................................................ 148 VI. DAILY SCHEDULE ............................................................................................................................................ 149

VII. OPERATIONAL SCHEDULE ............................................................................................................................... 150 VIII. STATUS OF UNAVAILABILITIES....................................................................................................................... 151

IX. PRINT A TASK .................................................................................................................................................. 151 X. PRINTING OPTIONS ............................................................................................................................................ 153

XI. WEEKLY PRINTING COLOURED ......................................................................................................................... 154

CARD N°10 : STATISTICS AND REPORTS WITH EXCEL ............................................ 156

I. DESCRIPTION ..................................................................................................................................................... 156 II. STATISTICS FROM THE MENU TOOLS -> STATISTICS ............................................................................................ 156

III. ZOOM ON WORKLOAD FUNCTION ...................................................................................................................... 160 IV. EXCEL PIVOT TABLE ....................................................................................................................................... 162

V. EDIT STATISTICS ON ADDITIONAL FIELDS CREATED ............................................................................................ 168 VI. BUILD TEMPLATES AND UPDATE YOUR EXCEL REPORTS EASILY ........................................................................ 171

CARD N°11 : SEARCH FOR AVAILABILITIES, TASKS ............................................... 174

I. DESCRIPTION ..................................................................................................................................................... 174 II. SEARCH FOR AVAILABILITY ............................................................................................................................... 174

III. FUNCTION “SEARCH” FOR TASKS FROM THE MENU EDIT -> SEARCH................................................................... 176 IX. SEARCH OF RESOURCES, CLIENTS AND PROJECTS IMPROVED FROM THE MENU DATA ........................................... 180

CARD N°12: USERS RIGHTS .................................................................................... 182

I. DESCRIPTION ..................................................................................................................................................... 182

II. VOCABULARY USED .......................................................................................................................................... 182 III. GROUPS CREATION WITH SPECIFIC RIGHTS ........................................................................................................ 183

IV. CREATION OF THE USERS ................................................................................................................................. 196 V. EXAMPLES ....................................................................................................................................................... 199

VI. ACCESS RIGHTS TO CLIENTS ............................................................................................................................. 203

CARD N° 13: VISUALIZATION OF THE SCHEDULE ON HTML PAGES:

SYNCHRONIZATION FUNCTION AND PLANNINGPMEHTML ..................................... 205

I. DESCRIPTION ..................................................................................................................................................... 205 II. SYNCHRONIZATION IN THE SOFTWARE PLANNINGPME....................................................................................... 205

III. PLANNINGPMEHTML .................................................................................................................................... 210 IV. COMPARISON OF THE SYNCHRONIZATION INCLUDED IN PLANNINGPME AND PLANNINGPMEHTML .................. 217

CARD N°14 : IMPORT / EXPORT WITH PLANNINGPME ........................................... 219

I. DESCRIPTION OF THIS FEATURE........................................................................................................................... 219 II. IMPORT / EXPORT TEXT FILES ".TXT".................................................................................................................. 219

III. TAB “INTEGRATION” TO LAUNCH SCRIPTS ........................................................................................................ 223 IV. OBJECT MODEL PLANNINGPME COM.............................................................................................................. 224

V. PLUGIN PLANNINGPME .................................................................................................................................... 224

CARD N° 15 : EMAIL SENDING, VISUAL ALARM AND OUTLOOK SYNCHRONIZATION

............................................................................................................................... 226

I. INTRODUCTION .................................................................................................................................................. 226

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II. EMAIL SENDING ................................................................................................................................................ 226 III. VISUAL ALARM ............................................................................................................................................... 229

IV. SYNCHRONIZATION WITH OUTLOOK................................................................................................................. 232

CARD N°16 : GENERAL DISPLAY OF THE SCHEDULE ............................................... 240

I. DESCRIPTION OF THIS FUNCTION ......................................................................................................................... 240 II. ICONS AND NAVIGATION ................................................................................................................................... 240

III. MENU TOOLS -> OPTIONS -> VIEW................................................................................................................... 242 IV. PLAY WITH THE TASKS CORNERS, GRADIENT COLOURS ON YOUR PLANNING! ...................................................... 245

V. THE SOFTWARE LANGUAGE ............................................................................................................................... 246 VI. SELECT THE FIRST WEEK OF THE YEAR AND DISPLAY WEEK NUMBERS ................................................................ 250

CARD N° 17: PROJECTS MANAGEMENT ................................................................... 252

I. DESCRIPTION ..................................................................................................................................................... 252 II. ACTIVATION OF THE OPTION PROJECT ................................................................................................................ 252

III. ADD A PROJECT ............................................................................................................................................... 253 IV. LINK A PROJECT TO A TASK.............................................................................................................................. 254

V. PROJECT VIEW ................................................................................................................................................. 255 VI. HOW TO MANAGE SUBPROJECTS WITH PLANNINGPME? .................................................................................... 256

VII. CUSTOMIZATION OF THE TERMS "PROJECT" AND "SUBPROJECT"....................................................................... 258 VIII. ADD ADDITIONAL FIELDS ON THE PROJECT WINDOW....................................................................................... 259

IX. STATISTICS WITH PIVOT TABLES ...................................................................................................................... 260 X. COLOURS IN FUNCTION OF A PROJECT ................................................................................................................ 260

XI. TASKS DEPENDENCIES – GANTT DIAGRAM ........................................................................................................ 261 XII. LINK YOUR PROJECTS WITH A CLIENT .............................................................................................................. 261

XIII. HIDE A PROJECT ............................................................................................................................................ 263

CARD N°18: TASKS DEPENDENCIES ........................................................................ 266

I. DESCRIPTION ..................................................................................................................................................... 266 II. HOW TO ACTIVATE THIS OPTION?....................................................................................................................... 266

III. HOW TO CREATE A LINK BETWEEN YOUR TASKS? .............................................................................................. 267 IV. DEFINE A DELAY BETWEEN THE TASKS ............................................................................................................. 270

V. VISUALIZE THE DIRECT SUCCESSORS OF A TASK ................................................................................................. 270 VI. SHIFT TASKS ON THE PLANNING BOARD ............................................................................................................ 271

VII. TO GO FURTHER… ......................................................................................................................................... 272

CARD N° 19: AGENDA VIEW.................................................................................... 274

I. INTRODUCTION .................................................................................................................................................. 274

II. ACTIVATION OF THE AGENDA VIEW ................................................................................................................... 274 III. TYPES OF VIEW ................................................................................................................................................ 276

IV. AGENDA DISPLAY OPTIONS ............................................................................................................................. 278 V. TASKS SCHEDULING .......................................................................................................................................... 280

CARD N° 20: MAP VIEW .......................................................................................... 282

I. INTRODUCTION .................................................................................................................................................. 282

II. ACTIVATION OF THE MAP VIEW ......................................................................................................................... 282 III. WHAT ARE THE TASKS VISUALISED? ................................................................................................................. 283

IV. APPOINTMENT PLACE ...................................................................................................................................... 286 V. WHAT ARE THE INFORMATION DISPLAYED ? ...................................................................................................... 286

VI. DISPLAY OPTIONS « FIND THE ADDRESS WITH THE CITY » ................................................................................. 287

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CARD N° 21: LIST VIEW ......................................................................................... 289

I. INTRODUCTION .................................................................................................................................................. 289

II. ACTIVATION OF THE LIST VIEW ......................................................................................................................... 289 III. COLUMNS AVAILABLE ..................................................................................................................................... 290

IV. SELECTION, ORDERING AND GROUPING OF THE COLUMNS ................................................................................ 291 V. FILTERS ........................................................................................................................................................... 292

VI. CONSULT, MODIFY AND DELETE TASKS............................................................................................................. 293

CONTACT ................................................................................................................ 295

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PLANNINGPME

Schedule easily

Installation PlanningPME

Welcome to PlanningPME© 2010

Schedule easily: Follow, collaborate, coordinate and manage on real time your activity and

your resources with PlanningPME.

PlanningPME is attuned to the needs of small and large companies alike whatever their

activity. It is suitable for a variety of business situations. You can share the schedule and

everyone will have access to the information on real time.

Features

. Departments management

. Skills management

. Clients management

. Projects

. Additional data management

. Users rights

. Days Off and holidays

. Type of schedule: morning, afternoon, several days, weekly, monthly, quaterly, yearly

. Schedule printing

. Customizable display

. Filter by type or resource or department

. Multi-criteria search

. Task

. Single or multi resource tasks

. Email sending

. Some information can be added: place, invoicing,...

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Installation

Required configuration

Pentium 266 Mhz

32 Mo of RAM minimum

Windows 95, 98, 2000, NT, XP, Vista, 7

Supported operating systems

Microsoft® Windows® 98

Microsoft® Windows® 98 Second Edition

Microsoft® Windows® Millenium


Microsoft® Windows® XP

Microsoft® Windows® Vista


http://www.planningpme.com/install.htm

Installation on MS Access

- MS Access : http://www.planningpme.com/msaccess.htm

- My-SQL : http://www.planningpme.com/MySQL.htm

- SQL-Server: http://www.planningpme.com/SQL-Server.htm

- Oracle: http://www.planningpme.com/Oracle.htm

http://www.planningpme.com

http://www.planningpme.com/install.htm

http://www.planningpme.com/msaccess.htm

http://www.planningpme.com/MySQL.htm

http://www.planningpme.com/SQL-Server.htm

http://www.planningpme.com/Oracle.htm

http://www.planningpme.com/

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PLANNINGPME

Schedule easily

Card n°1: Resources management

I. Description of this function

You have the possibility to add as many human and material resources as needed. The

different types of resources:

Human resources (employees name, employee function, teachers...)

Material resources (cars, rooms, equipments...)

Resources "To plan" (For tasks not assigned to resources yet)

Then, we are going to explain how to:

Group those resources by department

Group those resources by team

Enter hours and job contract for each employee

II. How to add resources?

From PlanningPME, go to the menu "Data" -> "Resource"

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- The window "Resource" with several tabs appears.

This is the personal status of this resource. You can add all the following information of your

resource:

Resources window appears.

Click on the button « Add ».

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Choose if this resource is human, material or "To plan"

Give a name to your resource

Choose a color for your resource.

Assign the resource to a department

Add all the other information if needed

Note that you have the possibility to hide a resource when your resource is not part of the

company anymore ticking on “Do not show this resource”.

Click on "OK"

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You can recognize if the resource created is human, material or "to plan" with the icon

associated .

Human resource

Material resource

"To plan" resource

- Your resources appear on your schedule on the right side.

So, you can create as many human and material resources as you want in a very simple way.

- Different types of resources: Here is an overview of the cards associated to the different

resources.

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Resource type Associated card

Human resources

Material resources

Resource type Associated card

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Resources "To plan":

III. Zoom on resources of the type “To plan”

III.1. What is it used for?

Each task assigned to a resource "To plan" will appear on the schedule whatever the

visualization mode (daily, weekly...) and the date.

You can raise the height of this resource on the screen separately from the human and

material resources lines height

When you know who is going to complete the job, you will be able to move it via a "Drag and

Drop".

NB : You can have as many tasks as you want on resources of the type « To Plan »

III.2. The resource of the type “To plan” can be fixed

The resource “To plan” is like a reminder and show all tasks waiting to be allocated.

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Now, you have the possibility to fix this type of resource:

What does it mean?

It means that the tasks on the planning appear only on the correct dates and you can have

several tasks at the same time:

Watch our video:

http://www.planningpme.com/video-ppme-resource-to-plan-fixed.htm

IV. How to order resources ?

To change the resources order, go to the menu Data -> Resource

http://www.planningpme.com/video-ppme-resource-to-plan-fixed.htm

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IV.1. Buttons Move up/Move down

Select one resource and order your resource on the screen with the “Move up” and “Move

down” buttons

IV.2. Ascending order/ Descending order

Sort out your resources alphabetically or not. Careful, once the change confirmed, you will not

be allowed to go back to the initial order.

IV.3. Drag and Drop

You can also select directly your resource and drag and drop it with your mouse :

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V. Group resources by department

You have the possibility to create departments, as an example: Sales department, Account

department, Technical team...

From your entire schedule, you can extract the schedule of one department for a better

visibility.

V.1. Create departments

From PlanningPME, go to the menu "Data" -> "Department"

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The following window appears. Follow the procedure to create your departments.

Click on “Add” and give a name to your department. Then select the resources for this

department and save.

You can add as many departments as you want following the same procedure.

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Moreover, to save time, with a right click, you can select or unselect all resources selecting

“All” or “None”.

Then, close this window and go back to the screen display.

Other possibility to assign resources to one or more departments:

Double click on one of your resources on the left column of the planning board.

“Resource” window appears.

Click on « affect »

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Proceed the same way for all your resources. You can affect your resources to several

departments.

V.2. Display a department on the screen

Have the "Filter" menu displayed and select the department you want to extract from the

entire schedule:

Tip! you can rename the label "Department" from the menu "Tools" -> "Language"

VI. Slots by resources

But you can also create specific weekly slots for each employee.

Visually, on the schedule, greyed days will correspond to non worked days.

From PlanningPME, double click on a human resource box of the left column:

Select the departments of the resource

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The following window appears :

Click on the tab

« Slots »

Click on a human or material

resource

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You can create as many profiles as needed.

Here is the procedure:

- Click on the button « Add »

- The following message appears. Press on “OK”.

- Enter a name for your new profile and fill in the slots information for your employees.

- If your employees attendances are the same one week to another, tick on « Define

work capacity in function of slots ». In the example below, we created the profile of an

employee who does not work on Wednesdays and the weekend and from 9 am to 5 pm

the other days with a break from 12h30 to 13h30.

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- If your employees working hours change a week to another, tick on « Define the

capacity in function of hours number». On the example below, we created the profile of an

employee who works 8 hours a day without regular slots.

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- Then, do not forget to click on « OK » to save the new profile.

On this example, Laura does not work on wednesday.

Display on several days: If you display the screen on "several days", the display will be

more precise than on the other views because the periods not worked will appear

Example :

We created the following profile where Laura does not work on tuesday and wednesday

afternoon and ends at 4pm on friday.

- Weekly view: We can check that Laure does not work on tuesday.

- Visualization on several days: We can see all the periods not worked and the breaks.

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This view is more detailed.

So, you have the choice between a global view (Weekly, monthly...) or a more detailed view

(several days) for your days and hours off.

VII. Job contracts

Go to the tab "Slots" in the resource card.

The following window appears.

Put your mouse in a blank space and right

click on the mouse. Then select "Add".

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For each resource, you can create a specific contract.

On the schedule, the non working periods appear in grey. Ex : Jean began working on the 2nd

of May.

Tip : If a resource does not work on the company any longer, you can hide it from the general

view selecting "Do not show this resource" from its card.

With PlanningPME, manage your resources easily!

VIII. Group resources by team

This function is useful only when resources (a technician and its machine as an example)

always work together on all tasks and/or projects.

Enter a name for your contract: Ex

: FULL TIME, PART TIME…

Choose a beginning date for your

contract and an ending date if

needed.

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When you affect a task to a resource of a team, in all team members schedules the task will

appear automatically.

VIII.1. How to create teams?

From PlanningPME, go to the menu "Data" -> "Team"

The following window appears. Follow the procedure to create your teams.

Click on "Add"

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You can add as many teams as you want following the same procedure.

VIII.2. Affect tasks to your team

From PlanningPME, go to the menu "Tools" -> "Options" and select "Tasks".

Click on "Add" and add

resources to your team

one by one.

Give a name to the team

You have created your first

team

The resources added

to team 1

Save

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The following window appears:

On your schedule, create a task for a member of the team. Automatically, the other members

will have the same task.

On the example below, the task “meeting” created to the resource “Laura” is automatically

assigned to John as they are part of the same team.

So, when you affect a task, or a mission to one of team members, in all team members

schedules the task will appear automatically.

Choose "Several" for the number

of resources by default

Save

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IX. Task without any resource

You can now create a task without allocating a resource from the task, client or project view.

So, you can plan in advance your tasks and interventions and allocate them to your resources

later.

The icone (Ø) shows that there is no resource allocated to the task.

NB: If you are already a client, you will first need to do this setting in order to have access to

this feature:

Create a resource of the type To Plan from the menu Data -> Resource.

Just put a space on the label.

Then, click right on the resource and hide it:

You can now create tasks without assigning any resource.

www.planningpme.com


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PLANNINGPME

Schedule easily

Card n°2: Tasks creation

I. Description

A task is a mission, a work, a booking, the activity of a resource.

You can create as many tasks as needed for your activity really easily. They are represented

by a colored rectangle on the screen.

Lots of features and possibilities are available while creating your tasks.

II. How to create a task?

II.1. Ways to create a task on the schedule?

On the schedule, a task will be represented by a coloured rectangle.

Different possibilities are available to create a task on the schedule:

- Draw a rectangle on the schedule with your mouse

- Double-click on a blank space of the schedule

- Go on a blank space of the schedule, click right on your mouse and select "New task".

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For those 3 situations, the following window appears:

Type a text in the label or select one on the dropping list.

The label are saved on the menu Data » -> « Task »

Then, select the dates and hours for this task and save it clicking on OK.

A coloured rectangle appears on the schedule. Several options are available.

II.2. Pre-recording of the tasks list

From PlanningPME, go to the menu “Data” -> “Task”

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From this menu, you can find all the labels already created.

To add a new label, click on "Add" and type a new label before saving.

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Then, you have several options available to customize your tasks.

- Rename a task

- Change the text and background colors

- Assign skills: "Skills" button

- Assign hours: "Hours"

II.2. Rename a task

Right click on the task and select “Rename”

II.3. Change its color

Select a label with your mouse and then, select its color at the bottom of the window.

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As an example, we select un green background for this task:

On the schedule, tasks with this label will appear in green:

II.4. Assign skills to a task

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Select the task and affect skills clicking on the button “skills” or double-click on the task or

click right.

If you do not know how to affect skills, have a look at Card n° 3 "Skills management".

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II.5. Assign hours or duration

Select the task and affect hours clicking on the button “hours” or click right.

The following windows appears with three possibilities:

1 – You do not want to assign any hours

to your task

2 – You want to assign your task a

duration.

Thanks to this function, while creating

your task on the schedule, you will not

have to enter the ending date and hour.

3 – You want to affect hours to your task.

In this example, the task will always

begin at 8 am and finish at 10 am

With this function, when you create a

task on your screen, you will not need to

precise the hours.

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III. Creation of multi-resources tasks

You can assign a task to several resources at a glance!

From PlanningPME, create a task on the schedule.

On the « Task » window, choose the tab « Resources » or tick on the box “Several" resources


Point 1 : Filter resources by department or by type

You can then assign the task to one or more resources.

1

2

3

Resources

of the

desired

department

This button allows you to select resources

one by one

This button allows you to select all resources

of the left window in one click

Select a department

For a multi-selection, click on the name of

the resources + touch CTRL before clicking

on the single arrow.

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Results and visualization on the schedule:

Point 2 : Display only available resources

Selecting this box, you will avoid a double-booking. You can only select available resources on

the period chosen.

Point 3 : Display only resources under contract of employment

This is another filter.

So, you can assign task to one or more resources easily.

IV. Creation of periodical tasks

A periodical task is a task that is repeated on the time at regular intervals.

You can create recurrent tasks in order to save time. The function “Recurrence” will help you

manage monthly meeting, yearly appointments…

IV.1. How to create a periodical task?

When creating a task, in the window “Task”, click on the button “Recurrence”.


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You can check the information on your recurrent task on the « Task » window:

Visualization on the schedule:

Enter the ending date

for your task and save

This symbol indicates that the task is recurrent.

In this example, we created a task that takes place every 3 weeks on

Tuesday.

Choose the frequency:

Daily, weekly… and days

when this task takes

place

Enter the beginning and

ending hours for this

task or select "All day"

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IV.2. Delete an occurrence or delete the series

You can delete an occurrence of a periodical task or delete all the series. To do so, select the

task and right click on the mouse.

Then, clicking on « Delete », this message will appear:

IV.3. Get off the recurrence one or several tasks

If you want, you can get off a task from its series either to:

- Move it

- activate a reminder only on this task...

-> To get off one task from the reccurence :

1 – If you want to delete the selected task only,

choose « the occurrence ».

2 - If you want to delete all the series, choose «

the series ».

Target SKills


The crossed symbol shows that the task is independent now.

-> To get off several tasks from the recurence :

You can extract several tasks from the recurrence: It is useful when a person is off.

To do so, click right on the resource and select "Get off the recurrence".

Select the period during which you want to get off the tasks from the recurrence.

Select "Get off the

recurrence".

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Careful: The period of time displayed on the screen must include the period during which the

resource is off.

Tasks are then independent and you can reassign them to other resources.

V. Assignment of a category to a task

For each single task created on your schedule, you can assign a category. As an example, you

can tell whether a task is important or not, if a booking is confirmed or not...

Then, you can filter the schedule to have tasks of a certain category displayed

V.1. Create a new category

From PlanningPME, go to the menu "Data" -> Task category"

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The “task category” window appears.

To add a category, type a label, then select the text and background colors and press the

button “Add”.

You can also select hatching for the category.

NB: Each task created on the planning will be by default of the first category of the list. For

example, “Not Confirmed” in the example below.

V.2. Affect a category to a task

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V.3. Have the category displayed on the schedule

1- If you have added some hatchings to your category, you will see them directly on the

planning:

Here, you have a double information: The yellow color is the color selected for the label

“training” and the green horizontal lines represent the category of this task.

2- You can display tasks in function of the color of the category on the screen from the

menu "Tools" -> "Options" -> "Task". The background color of the task will then be the

color of the category of the task.

3- You can also filter tasks of one particular category.

Only tasks of the category "Important" are displayed on this example below.

For each task created,

you can choose a

category.

In this example you

can choose whether

the task is weak,

normal or important.

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VI. Assignment of a duration to the task in hours or days

When you affect a length to a task, PlanningPME will calculate cleverly the ending date taking

into account your resources slots : slots and non working days. You can also indicate a break.

VI.1. How to use this feature?

Create a task on your schedule. The “task” window then appears.

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Careful! A task with a duration can only be assigned to one resource.

NB : Ticking on "All day" you can enter a length in days.

Ticking off "All day" you can enter a length in hours.

Press this arrow to see the duration

option.

You now have access to the

option "Duration" of the task.

Ticking on "All day" you can enter a

duration in days for your task.

A new line appears.

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VI.2. Practical example

We are going to assign a 4 days length task to the resource « John ».

PlanningPME is going to take into account non-worked days such as Saturday and Sunday on

this example. So, the task will end the 9th of August!

This function is interesting when you know the length of your task but not the ending date.

4 days task taking into

account the week end!

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VII. Typical slots and break

You can register up to 4 slots in order to save time. Indeed, in just one click, you will enter

pre-registered task hours.

Moreover, you can assign a break in hours to your tasks which will be taken into account in the

statistics.

VII.1. Typical slots

From PlanningPME, go to the menu « Tools » -> « Options » -> "Hours"

The window below appears

You can create up to 4 slots ticking on the boxes « Slots » and giving them a name.

Example:

- Slot 1: Morning; 9h – 12h

- Slot 2: Afternoon: 13h30 – 17h

- Slot 3: Day; 9h – 17h

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Then, each time you create a new task, those slots will be available so that you will not need

to enter the hours each time.

You can customize the schedule display choosing a color for each

slot.

In the example below, all the tasks that begin at 9 am and end at

12.30 appear in red if this options is activated in the menu:

"tools", "options" and "tasks" -> "Colour depending on hours".

This option is useful while managing different rotating shifts.

On this example, we pressed on the button "Afternoon": The

hour (13h30 - 17h) was applied.

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VII.2. The break

On the schedule, create a task. The “task” window appears.

You can indicate a break in hours. This time will be taken into account on the hours calculation.

Careful: Tasks with a duration in days can have a break in hours assigned! It will not be

counted.

Tick on the box "Break" in

this window.

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VIII. Copy the activity of a resource

When several of your resources have the same activity (same hours, same tasks on a period

time), you can copy the activity of a resource and paste it to another resource.

Enter the schedule of one of your resources first.

On the example below, we created the schedule of Laura Johnson and we want to create the

same schedule for the resource Kevin Klay

So, we are going to copy and paste the schedule of Laura in the schedule of Kevin.

1 – Put your mouse on the resource Laura and click on the right button of the mouse

Then, choose « Copy the activity »

2 – Put your mouse on the resource Kevin and click on the right button of your mouse.

Choose « Paste the activity »

3 – Here are the results:

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Kevin Klay has the same schedule as Laura Johnson.

Thanks to this function, you will save time avoiding creating similar schedule several times.

IX. Task description

From the menu Data -> Description Task, you can select the information you want to see on

the following destinations :

- Boxes that represent tasks

- Pop up

- Printing

- Pivot Table

The window below appears.

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IX.1. Destination: Label

You have the possibility to display the fields you want on the task box of the screen.

As an example, we are going to displai the name of the task and the client.

Click on "Task" on the available fields and then, on the button "Add". This field appears on the

right window. Act the same way for “client” with a “start a new line” between those two fields.

Here is the window with those changes:

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Here is what you see on the schedule:

IX.2. Destination: Pop Up

IX.3. Destination : Printing

See card 9 : Printings

Selected fields are columns that will be printed in the operational schedule per resource.

IX.4. Destination : Pivot Table

1st line : Task Name

2nd line : Client name

New field: « code »

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See card 10 : Reports with Excel

Additional fields selected will appear for your reports.

So, with this function, you can visualize rapidly all information you are interested in for each

destination.

IX.5. Destination : Email

From the menu Data -> Description Task -> Email, you can now select the fields you want to

have while sending an email.

To have more information about how to send an email, read card 15:

http://www.planningpme.com/fiches/FC15-Alerts-

Email_sending_visual_alarm_and_Outlook_synchronization.pdf

IX.6. Adaptation of the task description in function of the view displayed

On the menu Data -> Description Task -> Label you can select the fields you want to display

on the box.

Now, this description is adapted to each view:

On the client view, the name of the client will not appear anymore.

On the Project view, the name of the project will not appear…

http://www.planningpme.com/fiches/FC15-Alerts-Email_sending_visual_alarm_and_Outlook_synchronization.pdf

http://www.planningpme.com/fiches/FC15-Alerts-Email_sending_visual_alarm_and_Outlook_synchronization.pdf

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X. Task locking

You can lock your tasks by two different ways:

- You can forbid creation and modification of tasks prior to the present day

- Tasks can be locked one by one

X.I. Forbid creation and modification of tasks prior to the current date

From PlanningPME, go to the menu “Tools” -> “Options…”

On the tab « General », the following window appears:

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Ticking on this box, past tasks to the current date will not be allowed to be modified.

Tick on this box to select this option.

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X.2. Task locking

You can fix some tasks in order no one to modify them without your agreement.

First of all, to have access to this option, you must enter the schedule with users rights. See

card n°12 - Users rights

Put your mouse on the schedule and click

right on your mouse.

Select "Lock"

You can visualize the locking by an icon

padlock.

Then, double clicking on the locked task, you will see the name of the user who locked the

task. Here, David.

Only the person responsible for the locking or the administrator will be authorized to unlock

the task selecting “unlock”.

You can visualize the

locking by an icon padlock.

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XI. Creation and Selection Mode

Creation mode This mode allows you to create tasks on the schedule drawing a rectangle or

double clicking.

Slection Mode This mode allows you to select several tasks at the same time and to move

them on the scale time.

While going to the “Selection” Mode, you can shift your tasks. After your action, the program

will go back automatically to the Creation Mode.

You can select several tasks at the same time drawing a rectangle grouping several tasks or

selecting them one by one with the touch CTRL pressed on.

Move you tasks along the scale time, dragging one of the selected tasks.

In this example,

3 tasks were

moved to the

next day at the

same time.

If you made a mistake, you can cancel the last operation pressing the keys CTRL + Z.

You can also delete several tasks proceeding the same way or paste several tasks.

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Careful: In the "Task", "Client » or "Project" view, you can move your tasks along the time

axis but not along the y-axis.

XII. Follow up of the tasks assignment

Assigning access rights to your users (See card 12: Users rights), you will know for each task

who created it and who last modified it.

This information appears when you put your mouse at the left bottom side of the task window.

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XIII. Force the creation of a task

XIII.1. even if the resource is already busy

You can now force the creation of a task even if the resource is already busy.

You will have this kind of message below.

If you press “Force Assignment”, the task will be created and you will have two tasks on the

planning as shown below:

Otherwise, the task will not be created.

NB: If you are already a client and that you are using the users rights, this feature will not be

activated by default so that the users will not have this permission. To activate it, go to the

menu Data -> Group and tick on the box “Force assignment”.

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Watch our video:

http://www.planningpme.com/video-ppme-force-tasks-creation.htm

XIII.1. even if the resource is not skilled

You can now force the creation of a task even if the resource is not skilled.

First, assign a skill to a task from Data -> Task.

http://www.planningpme.com/video-ppme-force-tasks-creation.htm

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On the example above, we assign the skill English to the task “English Course”.*

Then, on the planning, we try to allocate the task “English Course” to a resource that do not

have the skill “English”.

You now have this message:

The task will then be created.

NB: If you do not want your users to use this function, you can give this permission from the

menu Data -> Group:

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XIV. Separate Multi-resources tasks

You can divide tasks assigned to several resources to assign it to one resource independently

to the others. To do so, select the task, click right and select “Separate”.

Then, you will be able to modify the task for the resource selected.

On this example, consultant 4 is ill one day so the task development is shorter just for him!



Target SKills


PlanningPME

Schedule easily

Card n°3 : Other options of the task

I. Description

PlanningPME is a software entirely customizable. It has initially a simple aspect and can

become more furnished depending on the options activated from the menu

Tools -> Options -> Task

II. Number of resources by default

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Choose if you prefer one or several resources for each task by default.

If you choose « Several », the tab « resources » will appear by default in the « Task » window.

You can, of course, decide to assign a task to only one person even if you chose the option

« Several » and vice versa.

By default, we advise you to let this option to “Only one”.

III. Colour of the task in function of...

On the schedule, each task is represented by a colored rectangle.

This color can be displayed depending on differents types of fields :

- Task label

- Category of the task

- Client

- Slots

- Project

So, in order to recognize easily all tasks associated to a client, you can choose to display tasks

depending on the client color.

IV. Display invoicing tab in the task

Tab "Billing"

When you create a task, a tab « Billing » will appear on the task window:

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If you select the type of billing "Unit", the amount will be automatically calculated in function

of the task duration.

If you select the type of billing "Package", you can enter directly the total amount.

You can then know the total amount by resource or by client with the statistics (See cards on

statistics)

V. Display a percentage of assignment

Ticking on this option, a scrolling menu will appear on the task window:

What is useful for?

While assigning a task, if you do not want to decide which moment of the day your resource

will do this task, you can assign a percentage for this task!

Example : You would like to assign a half day appointment (4h) to your resource without

deciding the real hours:

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On the schedule, the task will appear on the

entire day

But, the real time counted is 50% of the day :

4h.

Selecting the box of the "human resource 3",

you can see that this person works 4h and not

8h (50% of the day).

VI. Tasks not proportional to hours

If you tick on this option, all the tasks on your schedule will appear on the whole day whatever

the real duration as in the example below.

VII. Link between tasks

Tick on this option in order to have the possibility to create tasks dependencies (Link between

tasks)

Visualisation on the planning:

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To know more, read this function card:

http://www.planningpme.com/fiches/FC18-Tasks_dependencies.pdf

VIII. Display a button « Availability »

Activating this option, a new icon appear on the task window .

You can find available resources for this task directly from here:

To know more about “Search for availability’”, read function card 11:

http://www.planningpme.com/fiches/FC11-Search_for_availabilities_and_other.pdf

IX. Display parameters tab in the task

Intervention place and task division

When you create a task which takes place to the client’s address, tick on the first box. If you tick off

this box and click on the button « apply », a new tab « Place » will appear. You can then indicate

the place of your appointment.



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From this tab « Parameters », you can also decide to split the task ticking on the box « The

task is divided » then « Apply ». The Tab « Division » appears on your task window.

NB : You can also split your task via the icon "Split" symbolized by this icon: at the top

left side of your screen. A cursor then appears and you can split your task on the schedule

selecting the task and cutting it with your mouse.

X. Link a project to a task

Ticking on this option, you will have a new menu from Data -> Project. Also, a scrolling menu

will appear on the task window:

New tab « Division ». Click on “Add” to

enter the beginning and ending dates of

your divisions.

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It allows you to have a visual information on the task window and to filter the schedule and

have tasks of a specific project displayed. You also have the “Project view” in order to visualize

all your projects.

To know more about “Project management’”, read function card 17:

http://www.planningpme.com/fiches/FC17-Projects_management.pdf

XI. Task reminder using a date

Selecting this option, you can now use a date as a reminder.

Then, when creating a task, we can specify a date and time for the reminder.

XII. Link a client to a task

http://www.planningpme.com/fiches/FC17-Projects_management.pdf

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Selecting « Link a customer with the task », you will have the possibility to assign a client for

each task.

N.B : You can click on the orange icon to create new clients or on the glass to search for a

client.

Then you can precise:

If your clients are mostly societies or individuals

If you link one or more clients to a task.

Ticking on « Several », a tab « Clients » will appear in your « task » window :

To know more about clients management, see corresponding card.

So, you have access to a lot of fields available in the « Task » window that you will

need or not for your activity. You can decide to have them appeared or not!



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PLANNINGPME

Schedule easily

Card n°4: Skills management

I. Description of this feature

Create and assign skills to your resources and to your tasks depending on your activity.

Affect a task requiring specific skills to resources with those specific skills.

You can look for skilled resources available for a mission.

Manage easily skills of your resources

II. How to set up skills ?

First, create specific skills to your sector and/or profession

From PlanningPME, Go to the menu “Data” -> “Skill"

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To create a field, put your mouse on a blank

space of the window.

Click on the right button of the mouse.

Then choose “Add a field”.

Type a name to your field.

Then “save".

The field "Driving licence" has just been

created.

To create a skill:

Select the field where you want to add your

skill

Then “right click” with your mouse and select

“Add a skill"

Type a label.

Then “save".

By default, two fields with three skills each

are registered on the database.

"Computer science" is a field.

"PlanningPME" is a skill belonging to the

field "Computer science"

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We have now created the field: Driving

Licence with the skills "Car" Licence" and

"Truck Licence".

Following the same process, you can create as many fields and skills as wanted.

III. How to assign skills to your resources ?

You can assign skills to your resources in just some clicks. Here is the way to proceed:

Open the card of a resource and go to the tab "Skills".

Click on the button "Assign skills" at the bottom of this window.

NB : Clicking on the double arrow, all the skills are assigned to the resource. For a human

resource without particular skills, you can assign all the skills by default. So, while creating

multi-resources tasks, you will not have any skills adequation problems.

You have assigned a skill Car licence to your resource.

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This resource now has the skill "Car licence".

Select the skill and click on the

arrow or double click on the skill

directly

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IV. How to affect skills to your tasks ?

From the menu "Data" -> "Task", select the task and assign skills clicking on the button

"Skills" or double clicking on the task. The following window appears :

The skills assignment is the same as for resources. Clicking on the button "Add".

Result : In this example, we assigned the skill "English" to the task "English training".

V. Check for skills adequacy

Once your skills assigned to your resources and tasks, the software will check the skills

adequation between tasks and resources.

Example : Lest' try to assign the task "English training" to the resource "Paul" who has not got

the skills required for this task. The software does not allow this action. The following error

message appears:

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VI. The filter Skill

To extract from the schedule skilled resources, you can play with the filter "Skill" at the top left

side of your screen. See corresponding card.

VII. Search for skilled persons

You have the possibility to search on the whole schedule skilled resources to do a task on a

precise date from the menu "Edit" -> "Availability".

See corresponding card:





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PLANNINGPME

Schedule easily

Card n° 5 Clients management

I. Description

If you already have a client database, it is possible to import it in PlanningPME in order to

avoid double typing of the information on each client (Function Import clients). You can, of

course, add clients directly from PlanningPME.

With PlanningPME, you can manage your activities to the client's precising for each task

created the client concerned.

II. Activation of the option

First of all, go to the menu “Tools” -> “Options” and select the tab “Task"


Select the box "Link a client

to a task"

Choose the type of your

clients and the number of

clients by task and then

save.

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III. Add clients

From PlanningPME, go to the menu “Data” -> “Clients”


Click on " Add "

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You added one client: the company A.

Following the same process, you can add others clicking on the button "Add".

IV. Link a customer with a task

While creating a new task on the schedule, you can associate a client to this task.

Enter details about

your client

Select a colour

for each client.

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On the schedule, you can see the client associated to the task created:

V. Import your clients database

In order to save time, you can import your clients database from the menu : Menu File ->

Import -> Clients

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Your file must be a text file. To know more about clients import or synchronization, read card

14:

http://www.planningpme.com/fiches/FC14-Import_Export_with_PlanningPME.pdf

We can also develop some scripts in order to synchronize automatically your clients database

from an external application.

http://www.planningpme.com/fiches/FC14-Import_Export_with_PlanningPME.pdf

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VI. Clients view

Visualisation of the schedule of your clients

Click on the client icon or filter to display the clients view.

VII. Clients history

From the client card, you have a tab “History” that list all the tasks done for this client.

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VIII. Add additional fields in the "Client" window

We invite you to read card N° 8 on additional fields creation:

http://www.planningpme.com/fiches/FC8-Additional_fields_creation.pdf

Note that it is also possible to import all the list of equipments for a client (Additional fields of

the type “Client Equipment”)

IX. Hide a client


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In order to keep the past tasks of one clients without seeing him on the planning board, you

can hide it : from its card or right clicking on his name and then « hide ».

The last column show hidden clients :

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X. Delete several clients

You can delete several items from the menu Data, with the keys CTRL + DEL

You will have a message asking you if you want to delete the items.

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NB: If a client already has tasks assigned to him, it will not be possible to delete the client.

In that case, you can either hide the client or delete all tasks assigned to this client first before

deleting it.

XI. Access rights to clients

From the menu Data -> User, you can now limit the list of clients per user.

NB : You will first need to create a group with a minimum condition: « Access to all clients »

must be unchecked.

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Then, when the user opens the planning, he will not see tasks allocated to other clients.

To know more about users rights, read card n°12:

http://www.planningpme.com/fiches/FC12-Users_rights.pdf

XII. Link your projects with a client

It is now possible to assign several projects to one client. To do so, on the project card, you

now have a drop down menu to assign a client to the project.

http://www.planningpme.com/fiches/FC12-Users_rights.pdf

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Results on the planning*:

1- While filtering by client, only projects associated to this client will appear on the project

filter.

2- While creating a new task:

- if you select one client first, projects associated to this client will appear on the project

list.

- If you select a project first, the client will be selected by default on the client list.

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*NB: To adapt the project filter as described above, activate the option on the menu Tools ->

Option -> User

Watch our video:

http://www.planningpme.com/video-ppme-link-projects-client.htm




Target SKills


PLANNINGPME

Schedule easily

Card n°6 : Days Off management

I. Description

PlanningPME manages days off (holidays, illness...) of your employees

You have the possibility to enter the number of days off for all your employees or for each

employee individually.

A report shows you your employees’ days off: which type of days off, the number and the days

remaining.

You can also print the unavailabilities status for all your employees.

II. Creation of unavailabilities

II.1. Creation of the list of unavailabilities

From PlanningPME, go to the menu “Data” -> “Unavailability”

The “Unavailabilities” window appears.

Here is the way to create the unavailabilities list. The process is the same as to create a task.

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Click on the button « Add »

Enter the label of your unavailability and

save it.

The unavailability you have just entered

was created on your window.

To customize the color of your

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unavailability, select it and choose the

color of the text and background.

II.2. How to create this unavailability on the schedule?

Several possibilities:

- Draw a rectangle on the schedule with your mouse pressing the touch "CTRL"

- Put your mouse on the schedule and click right. Then, select “new unavailability”.

In all cases, the following window appears. You just have to select your unavailability and

enter dates and hours the same way as when you create task.

Results on the screen:

The unavailability appears greyed out.

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III. Non worked days management

III.1. Days Off set-up

III.1.1. General set up

Go to the menu « Tools » -> « Days Off ».

Fill in the information depending on your activity.

III.1.2 Setting by employee

Double click on the box of one of the employees on the left column.

The personal card of the employee appears. Choose the tab « Unavailabilities ».

From which day are

calculated your days off?

On 5 or 6 days?

Enter the number of

days off each year for

your company.

Choose the label "Days

Off" or "Paid days off"

for your statistics.

Target SKills


A list of Days off taken by this employee appears.

You can change the number of days off for this employee.

Click on one of the label, as an example « Days Off » and click on the button “Counter”.

Press on “OK”. This modification appears on the personal card of your resource.

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NB : The software also counts half days off.

III.2. Days Off report

You can have access to the number of Days Off remaining for each employee going to the

menu « File » -> « Print ».

Choose « Statement of unavailabilities ». Then, click on the preview, you will have the number

of days off and unavailabilities for each employees.

Target SKills


On this example, John took 30 days off on 30 and was ill one day.

IV. Public holidays

You can manage you own public holidays from the menu Data -> Public holiday

Then, you will see them on the planning board with a different colour:

Target SKills


This colour is the one you selected for “Public holidays” from the menu Tools -> Options ->

View

V. Count the time during days not worked

You now have the option to count hours during days not worked as public holidays, week-end.

Target SKills


Option to activate from the menu Tools -> Options -> User

Here is an example. Caroline works 8 hours per day.

If the option is not activated, the software will count 2 days so 16 hours as shown on the

tooltip.

If the option is activated, the software will count 4 days, 32 hours.

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So, wether you want to count hours during special days as week-end and public holidays, you

can adpat the software and have correct time reports.

VI. To go further...

You have at your disposal Excel Pivot Table which will allow you to export your data to Excel

files from the menu "Tools" -> "Pivot Table". See card 10.

http://www.planningpme.com/fiches/FC10-Statistics_and_reports_on_Excel.pdf




Target SKills


PLANNINGPME

Schedule easily

Card n°7 : Filters in PlanningPME

I. Description

You will have the possibility to filter the schedule in order to extract precise information from

the entire schedule.

The different filters available:

- y-axis changing : Switch from the resources view to the tasks, clients and / or

projects

- Status bar

- Filter bar

- Function In Use/Available to display object (such as resources, clients…) used or

not on a defined view

- Creation of customized filters

II. y-axis changing

Change the view with this filter:

You can also display the schedule of your tasks, your clients or your projects with those

shortcuts:

Target SKills


So, you can visualize the schedule of your resources, tasks, clients and/or projects.

To save time, use the shortcuts to switch the view:

Resource view: CTRL + 1

Task view: CTRL + 2

Client view: CTRL + 3

Project view: CTRL + 4

Map view: CTRL + 5

Agenda view: CTRL + 6

List view: CTRL + 7

The text in blue at the left top side of the planning board tells you the view you are using.

III. The Status Bar

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You can visualize your schedule in the time (1) (daily, weekly views…), from a date chosen (2).

You can also extract departments from your entire schedule (3) or extract the schedule

depending on the tasks category (4). By default, this bar always appears on the screen.

III.1. Time visualization

You can choose the number of days you want to display on your

screen from a daily view to several years view.

Selecting “More days” you can choose the exact number of days

you want to display on your screen.

Tip 1: If you put your mouse on the dates bar directly, you can switch from a visualization to

another clicking right on your mouse (-) or clicking left (+).

Tip 2: Pressing the button (+) and (-) of your lapboard, you can go from a week to another

directly. Those shortcuts are the equivalent of a horizontal scrolling bar.

III.2. Date choice

Choose the day you want your schedule to start from.

Clicking on the month or the year, go directly to the

month or the year wanted.

NB: The week number is displayed on the left side of

the calendar to make bookings easily.

1 3 2 4

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III.3. Departments extraction

With this menu, you can extract departments from your entire schedule. As an example, if

you want to display on your screen the sales team, choose « Sales team » on the menu etc…

III.4. Category of task

To assign categories to your tasks, see card n°2.

The categories created in this example are: « Normal », « Weak » and « Important ».

If you select « Important », only tasks of this category will be displayed on the screen.

IV. The Filter Bar

You can extract from your schedule:

1 - Resources having specific skills

2 – Specific tasks

3 – Specific unavailabilities

4 – Tasks of specific clients

5 – Tasks of some projects

To have the filter bar displayed, go to the menu "View"

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To display the correct information, do not forget to tick off the box “all skills” or “all clients"

before your selection.

IV.1. Skills

You can extract resources having specific skills from the

schedule. If you tick on “French” and “PlanningPME”, only

resources having those two skills will appear on your

screen.

IV.2. Tasks

Tick on the tasks you want to be displayed on your screen. As an example, if you tick on

“Conference” and “Installation”, only tasks with the label “Conference” or “Installation” will be

displayed on the screen.

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IV.3. Unavailabilities

Tick on the unavailability you want to be displayed on your screen. You can visualize easily

missing employees or unavailable equipment.

IV.4. Clients

You can display all the tasks of one particular client on your screen. As an example, if you tick

on “Company A” all tasks that refer to this client will be displayed on the schedule.

IV.5. The Project Filter Bar

To activate it:

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You can display tasks assigned to a project as previously for clients or tasks.

V. Function In Use / Available

From the menu View or via the shortcut keys, you can display objects in use (CTRL + U) or

Available (CTRL + A) on the planning board.

Illustration via an example:

On the schedule below, we are on a daily view:

A

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We filter to display resources in use (CTRL + U)

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We filter to display resources available for that view (CTRL + A)

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Those functions are available on all the views ( Task view, client view…).

So, you can identify easily the objects used or not for a better management of your activity.

VI. Creation of customized filters

From the menu View -> Filters, you can create customized filters.

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On the planning board, select those filters with a right click with your mouse on the Filters

bar.

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To save a filter, select it first. Then, filter the planning selecting the filters you want to apply

like category, task type, client, department, project…

Then, select « Save ».

So, selecting the views you just saved, you can filter the planning with your own choices.

In the example below, the filter « Filter A » is a view on tasks « Training » of the Human

resources department.

To go back to the global view without filters, select the filter « Standard ».

In just some clicks, filter the planning on interesting views.

NB : Each user has access to his own filters and do not see the filters of the other

users.

VII. Filters ergonomy improved: Option to filter the lines

Option to activate from the menu Tools -> Options -> User

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When using the filters in PlanningPME, you now have two kinds of behavior.

Let’s take the example below:

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We are going to filter the planning to display only tasks « Meeting ».

1st behavior: The lines are not filtered

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All resources are still shown on the screen but only tasks « Meeting » appear.

2nd behavior : Lines are filtered

Only resources with a task « Meeting » are displayed on the screen.

Let’s take the example of the tasks filter.

On the resource view, when filtering by task, only tasks with the label selected are shown on

the screen. In addition, only resources concerned are displayed:

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In this example, only resources with the task “External Project” are shown.

On the client view and project view, this filter is working the same way:

Only clients with the task “External Project” are shown:

Now, on the filter view, if you select some tasks, they will be shown on the list wether they

have jobs allocated or not.

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Combine your filters and display targeted information!

So, depending on the way you are working, you can adapt the filters behavior to optimize your

planning.

VIII. Filter per resource

We now have a new filter in order to filter more precisely.

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This filter is adapted to the department selected: only resources from the department selected

will be listed.

For example, you can have the planning of two resources only as shown below

NB: in order to select or deselect all resources, you need to right click on the top of the list:

IX. Select icons on the tools bar

From the menu View -> Filter Bar customisation, you can now select the icons you want to

have on the planning board.

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Select the icon on the left column.

They will then appear on the planning at the top left side:

Icons available:

- Resource View

- Client View

- Task View

- Project View

- Map View

- Search for tasks

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- Search for availability

- Creation Mode

- Selection Mode

- Tasks dependencies



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PLANNINGPME

Schedule easily

Card n°8 : Creation of additional fields

I. Description

The creation of additional fields allows the customization of PlanningPME adding data specific

to your activity. You can add new tabs on the following windows:

- Task

- Client (Possibility to associate a list of equipments)

- Human resource

- Material resource

Illustration of this concept:

Before After

Aim of the additional fileds creation: Customize the schedule, display those fields on the

schedule, in your reports and have statistics.

The fields you are going to create can be a several types :

Choice, Comments, Hour, Date, Link to a file, Full number, Decimal number, Yes/No, Text.

You can also specify whether a field is mandatory or not.

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II. Additional fields set up

From PlanningPME, go to the menu "Data" -> "Additional fields »:

An alarm window appears. Click on “OK”.

The following window appears

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NB : Do not use any punctuation sign (accent, points...)

You can choose in which window you

want to add some information.

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We are going to create a new tab "INFO" in the human resource card with those two fields:

- First field : Card number

- Second field : HR observation

Creation of the additional field :

- Select the data : Human resource

- Precise the name of the tab : INFO

- Click on “OK"

- Then, click on the button "Add" in

order to add fields in this new tab

"INFO".

Creation of the first field:

- Enter a name (here, CARDNUMBER)

which will be used on the database of

PlanningPME only.

- Choose the type of your field : Here,

we are going to choose a type text for

the card number.

- Enter the label of the fields which will

appear on the resource card.

- Click on “OK"

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Your first field has just been created.

Click on "Add" to create a second field.

Creation of the second field:

- Choose the type of your field : Here,

we are going to choose the type

"Comment" for the field "HR

observation" and we are going to raise

the size of the field created : 200

length and width to add more

comments

- Click on “OK"

We created two fields in the additional

field "INFO".

Close the window and open a human

resource card.

Visualization of the result on the resource card :

Before After

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III. Different types of fields

In the previous example, we described two types of fields: field "Text" and field "Comment".

We are going to describe all the types of fields available.

1st TYPE: Choice

For this type, you must insert values (Start a

new line between each value) in order to

have a scrolling menu in the tab we are

creating.

Result:

You can do your selection on the list.

2ND TYPE: COMMENT

2nd TYPE: Comment

For this type, you can insert any characters (letters

and numbers).

Result:

You can enter your comments!

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3rd TYPE: Date

For this type, you can precise a visit date as an

example.

Result:

You can enter your visit date!

4th TYPE: Hour

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For this type, you can precise a visit time as an

example.

Result:

You can enter your visit time!

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5th TYPE: Link to file

For this type, you have the possibility to create

a link to a file to open a file from the software

directly.

Set up the length to 250 to have enough

space!

Result:

You can enter the reference file. To do

so, you can click on the two points and

choose a file.

In this window, you will just have to click

on the link created to open your

reference document.

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6th TYPE: Decimal number

For this type, you can enter a decimal number.

Result:

In this example, we chose a price

You can enter a decimal number on this

space.

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7th TYPE: Quantity

For this type, you can enter a whole

number.

Result:

You can enter a whole number on

this space.

8th TYPE: Yes/No

This type is a box to select.

Result:

In this example, you can tick on the

box "Paid".

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9th TYPE: Separator

it allows you to separate different elements

with a line break.

As you can see, there is a blank space

between the two fields "Country" and

"Remark".

10th TYPE: Text

A text zone appears.

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Mandatory Field:

When creating a new field, you can select the option “Mandatory”:

Then, on the planning, if you do not fill this information, you will have this message:

So, you can force the users to fill some specific data.

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IV. Link files or equipments to a client

Client Equipment: This word "Equipment" can be all kind of objects, equipments that you

wish to link to your client: machines, contacts, contracts, files, projects...

What is it used for?

For each client, you will be able to create a list of the different acquisitions or "equipment" in

details.

Moreover, for each task assigned to a resource on the schedule, you can precise on which

"equipment" you are working.

Illustration of this concept:

Before After

On the example below, the tab "Machine description" was created on the "Client" window with

the following information: Machine type, Brand, Contract, Duration, Purchase date...

IV.1. How to set up those "Equipments"?

From PlanningPME, go to the menu “Data” -> “Additional fields”

The "Additional data" window appears.

On the scrolling menu, select "Client

equipment"

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Click on "Add" to enter the information for each "equipment".

The process is the same as when creating additional fields.

IV.2. Visualization on an example

On the example below, machines were linked to the clients.

For each machine, we needed to know: its name, its brand, the type of contract subscribed...

Result in the "Client" card.

To add a machine to a client, click on "Add". The machine information window appears below.

Fill in the fields and save.

Enter what your wish to link to

your client (files, machines,

projects...) and save.

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This client bought machine 4 of the brand 3 in July 2004.

Let's get back to the schedule. For each task created, you can select a client and the

associated "equipment".

Visualization on the schedule:

Choose a client on the menu and

the machine on which you are

going to work.

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A technician must repair machine 7 for the society C.

New : Details on the machine now appear on the task description. As well, those information

can be exported to Excel Pivot Table and to PlanningPMEHTML.

NB: You already have a client database with the list of equipments linked to the clients?

We can make a synchronization of your existing databases to PlanningPME in order to avoid

double typing!

Do not hesitate to contact us for any additional information.

V. Customized filters

While creating additional fields of the type “choice”, you can activate up to 4 additional filters

like shown below:

V.1. Additional fields for Human and material resources, clients and projects

Only resources, clients and/or projects with the field selected will be displayed on the screen

on the corresponding view.

For example, we create a field of the type choice named “Region” on the Human resource card.

Select “Filter” in order to activate a filter in PlanningPME.

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Then, on the planning board, you can filter by this field:

Only resources of region FR are displayed.

With the same principle, on the client view, if you apply a filter of an additional field of the

client card, only clients with this criteria will be displayed.

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With this new function, we can create family of clients, resources and or projects easily!

V.2. Additional fields for Tasks

The task on the planning board are now filtered on all the views.

On the example below, we created an additional field named “Contract” on the task window.

So, while creating a task on the planning board, we can specify a contract:

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Then, applying this filter on any views, only tasks with the criteria selected are shown:

Results on the resource view:

Results on the client view:

This new function allows you to filter the planning via customized additional fields of the type

“Choice”.



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PLANNINGPME

Schedule easily

Card n°9 : Schedule printing

I. Description

You can print different type of schedules:

- Graphic schedule

- Operational schedule per resource

- Operational schedule per client

- Daily schedule

- Operational schedule

- Status of unavailabilities

- Print a task

II. How to print?

From PlanningPME, go to the menu

«File» -> «Print»

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For each printed document, you have

the choice to:

- give a title to the documents you

print.

- Assign a percentage which improves

the schedule display for the printing.

Here is the description of the different types of schedules you have access to.

III. Graphic schedule

It is the schedule as you see it on your screen.

Above, on the screen and below, the preview.

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IV. Operational schedule per resource

It is the operational schedule per resource on the period that appears on your screen : you

can print the daily, weekly, monthly schedule...

The fields you print can be customized entirely. Fields that will be printed are fields you

decided to display on your task description. See card n°2. Tasks creation

The schedule of all resources part of the department displayed on the screen is

printed.

If you wish to print the schedule of a single resource, put

your mouse on the resource on the screen and right click.

Select "Print".

Selected fields on the window

« Description task »

The selected fields on the window

« Description task » are also

printed.

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V. Operational schedule per client

It is the operational schedule per client on the period selected on your screen.

The fields you print can be customized entirely.

Fields that will be printed are fields you decided to display on your task description.

If you wish to print the schedule of a single resource, put

your mouse on the resource on the screen and right click.

Select "Print".

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VI. Daily schedule

It is the operational schedule per resource on a given day. We are going to visualize the daily

schedule of John.

With the operational schedule per resource, you can also have the daily schedule. The only

difference is for the presentation.

You have access to those information:

- Name of the task

- Name of the client and number

- Comments about the task

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VII. Operational schedule

It is the chronological schedule on the period that appears on your screen. Here is an example:

The operational and chronological schedule from the 27th of September to the 6th of October

appears below.

The schedule of all your resources is grouped in one schedule in a chronological

order.

NB : It is possible to print the schedule on several pages. To do so, go to the menu Tools ->

Option -> Advanced and select the number of lines per page. A line represents the details of a

task. The number of lines per page depends on your screen resolution and the quantity of

comments.

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VIII. Status of unavailabilities

It is a resume of your resources days off and unavailabilities.

You know at any time how many days your employees have been off and how many days off

they still have.

IX. Print a task

IX.1. Print a task by default

You have the possibility to print information on a task from PlanningPME.

Select a task on the schedule and then, right click on the

mouse.

Then, choose "Print".

Visualization of the task printing.

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The fields printed by default are the following: Name of the task, Beginning and ending dates

and hours, Name of the client and details, Comments.

IX.2. Customized task printing

Via a specific development, it is possible to print a customized mission sheet by task!

You just need to send us your model with the fields you want to display (with additional fields

created eventually)

Contact us for more information.

The prices depend on your model and fields to synchronize.

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X. Printing options

X.1. Percentage of printing

You can adapt the impression to your schedule!

On the graphical schedule, you can read the full text in the task rectangle.

In the other types of schedule, you can display all the fields selected.

Preview 100% below

Preview 80% below

The text is smaller so there are more information.

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X.2. Conversion on a PDF format

You can have your schedule on a PDF format.

Then, you can send your schedule by e-mail to your resources.

XI. Weekly printing coloured

Select "Acrobat distiller"

and click on "OK". Give a

name to your document

and save it in your

computer.

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When printing the weekly schedule, the tasks are now coloured with the colour you selected to

display your tasks.

NB: We remind you that the fields printed are the fields you selected on the menu Data ->

Description Task -> Printing



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PLANNINGPME

Schedule easily

Card n°10 : Statistics and reports with Excel

I. Description

With PlanningPME, you have access to several types of reports:

- Statistics defined on the software: Statistics by day, week or month of the hours

worked by resource...(Chapter II)

- Reports with Excel Pivot Table: it is possible to send all the data from PlanningPME

to Excel and to sort out all kinds of reports. (Chapter III)

II. Statistics from the menu Tools -> Statistics

From PlanningPME, go to the menu «Tools» -> «Statistics»

The « Statistics » windows appears :

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1- Type : Choose whether you want to make statistics on your tasks or on your

unavailabilities

2- Statistics : Make statistics on your resources, your tasks or your clients

3- Unit : Have your statistics displayed on hours or on days

4- Dates : Give the beginning and the ending date for your statistics

5- Filter : It is the filter by departments. Make statistics on all your resources or on a

particular department.

6- Column

Choose if you want your statistics to be displayed by

day, week or month.

7- Button « Statistics » : Information entered on points 1 to 6 are displayed on the screen:

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8- Button « Copy » : Copy statistics displayed and cut them on a database such as

Excel in order to save them:

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9- Button « Export » : You can export your statistics to HTML pages!

10- Button « Print » : Print your statistics.

Example : On the example below, we displayed the occupation rate of cars A, B, and C in

number of hours week 38.

From the results, we notice that car A was used 17 hours and costs 510 euros.

Point on the workload: It is calculated in function of the slot of the resource. To create a

new profile, see card n°1 : Resources management

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Other example: In the example below, we displayed the number of hours worked by week for

each employee of the sales department.

The total number of hours and the workload by resource are calculated.

If you need to make other types of statistics, you can work with Excel Pivot Table.

III. Zoom on workload function

III.1. How is the workload calculated?

This workload is in function of the resource profile defined from the resource card on the tab

“Slots”.

So, this resource will have a 100% workload is he works 39 hours a week.

III.2. Workload: see overcharged resources easily!

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From the menu Tools -> Option -> User, activate the option “Alarm if the option is superior to

100%””. This setting is specific for each user.

Then, on the planning, you will have an icon when a resource is overcharged on the period

of time displayed on the screen (one day, one week or more).

Watch our video:

http://www.planningpme.com/video-ppme-alarm-workload.htm

http://www.planningpme.com/video-ppme-alarm-workload.htm

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IV. Excel Pivot Table

A powerful feature of our planning software PlanningPME is the possibility to make reports via

Excel Pivot Tables.

All the data regarding resources, clients, projects, tasks, unavailabilities can be exported to

Excel in order to have precise reports. Pivot Table allows calculating and comparing all kinds of

elements in just some clicks.

You can make many reports on the data of your schedule.

Moreover, once your models of reports created (reports on resources, clients, days off...), it

will be possible to update them easily selecting the dates only.

From PlanningPME, go to the menu "Tools" -> "Pivot Table".

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1- Create a new report or start from an existing report

2- Enter the beginning and ending dates of the period to analyse

3- Box Department : Tick on this box when a resource is part of several departments and

you make reports by department.

4- Graphic: Tick on this box to have a graph of the report.

5- Data: All the data you can make reports on

6- To analyse : Which data do you want to analyse? hours, days...

7- Lines : Which information must appear on the lines of your spreadsheet?

8- Columns : Which information must appear on the columns of your spreadsheet?

9- Filters : To filter results on a field

We are going to study different statistics examples:

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- 1st example: Worked hours by resource

- 2nd example: Days off by resource

- 3rd example: Worked hours by resource, by task and by day

- 4th example: Worked hours by client

- 5th example: Edit statistics from additional fields created

IV.1. First example: Worked hours by resource

Set up Results

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You can then play with the filters to add

conditions.

1- To do so, you just need to drag and

drop the field on which you want to do

your statistics on :From the list of

available fields, slect the field that

interests you and drop it at the left side of

your screen.

Results:

2- Hours worked for each employee of the

technical team

3- Hours worked for sales department for

each employee

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IV.2. Second example: Days off by resources

1- Set up

2- The first results appear:

3- There is a manipulation to do to have

good results.

Have the scrolling menu displayed and set it

up this way.

4- Results

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IV.3. Third example: Number of hours worked by resource, by task and by day

1- Set up

2- The first results appear:

3- You now have a report on tasks done by your employees on a given period.

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IV.4. Fourth example: Number of hours worked by client

1- Set up

2- Results

3- It is possible to filter in order to have only

some clients displayed or only some

departments...

V. Edit statistics on additional fields created

For additional fields to be available on the pivot table data, you must first select them on the

description from the menu Data:

(See card n°2 to have more information on the task description).

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Select the fields you want to have on your Pivot Table.

NB: The fields that will appear on your Pivot table are the ones you mentioned while

creating your additional field in the field “NAME”:

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VI. Build templates and Update your Excel reports easily

A powerful feature of our planning software PlanningPME is the possibility to make reports via

Excel Pivot Tables.

All the data regarding resources, clients, projects, tasks, unavailabilities can be exported to

Excel in order to have precise reports.

Do you know that you can save up to 10 templates in PlanningPME?

Indeed, once your different templates created, you will just need to update them regularly

selecting the dates in Pivot Table interface of PlanningPME.

VI.1. How to save your templates?

Just save them clicking on the arrow here:

The Excel file must be a “xls” file.

VI.2. How to update your reports?

After having defined the type of reports you wish to have, you can now update your reports

regularly selecting the dates.

Select "Existing report".

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Then, select the model you wish to use on the drop down list.

Then, select the Beginning and End dates of your reports.

Press on “OK » : your report opens with the configuration of the model used.

You just need to give a name to your document and save it.

NB : Models used are saved all along.

So, each time you use Pivot Table, you can select the model report you wish on the dropping

menu:

Interested in learning more about this function?

Have a look at our video:

http://www.planningpme.com/video-excel-reports-with-planningpme.htm

VI.3. How to delete a template?

Go to the registry on HKEY CURRENT USER -> SOFTWARE -> TARGET SKILLS ->

PLANNINGPME -> CDlgCube

http://www.planningpme.com/video-excel-reports-with-planningpme.htm

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This way, playing with the different data exported from PlanningPME to Excel, you can make

many reports.



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PLANNINGPME

Schedule easily

Card n°11 : Search for availabilities, tasks

I. Description

Several types of search are available in PlanningPME.

- Search for availability

You can search for the availability of your resources in order to assign them a task of certain

duration, at a certain date depending on their skills.

- Function “Search”

It is a search of tasks by keywords.

II. Search for availability

This function allows you to find easily the resources available for a specific task without having

to check on your crowded screen.

From PlanningPME, go to the menu "Edit" -> "Availability"

Or click on this icon :

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Choose those different parameters:

2- the task and the skills the resource must have to do this task

3- the length of the task in hour or in days

4- the type of resource, human or material. If you want to do your search on only one

resource, select it on the scrolling list.

Click on the button "Search" : all resources with the skills mentioned and their availability date

will be displayed on the screen, at the left side of the window.

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NB: To search for skilled resources, you must not select any task label.

Just click on “Skills” directly and select the skills you want your resource to have to do the

job.

Indeed, if you select a task first, then, you will not be able to select a skill.

III. Function “Search” for tasks from the menu Edit -> Search

Find out easily your tasks thanks to keywords on a crowded schedule.

On this example, we want to assign the two-hours task "Installation" on

the 7th of March from 10 am to a human resource.

You just need to double click on one of the results to create the task on

the schedule.

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From PlanningPME, go to the menu "Edit" -> "Search" or press simultaneously the touch

"CTRL" and "F".

Or click on this icon :


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To find out your tasks easily, here is the way to proceed:

1 – Enter the keyword

2 – Choose the field where your keyword is situated: task, comments, client or client N°…

3 – Click on the button « Find »

Results are then displayed on the results window.

For a best result, you can use the symbol '*'.

The symbol * means that there is some text before or after the keyword.

4 types of search Example of search Example of results

Exact search Training Training

Keyword at the end of the

sentence

*client Rendez vous client

Keyword at the beginning

of the sentence

Intervention* Intervention from 1pm.

Full text search *advanced* Word advanced training

NB : You can delete a task selecting one of the results and then, right click, "Delete".

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-> Search on additional fields

Now, from the menu Edit -> Search (CTRL + F), you can make a search on the additional

fields you created.

For example, I have created a field “City” on the project window:

Then, if a make a search on the project field typing “Paris”, all the tasks associated are listed:

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IX. Search of resources, clients and projects improved from the menu Data

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While typing the first letters of the name of a resource, only resources beginning by those

letters appear.

This new function also work on clients and projects.



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PLANNINGPME

Schedule easily

Card n°12: Users rights

I. Description

With a login and a password, each user or users groups will have specific access to the

schedule (Modify, Delete, Visualize...)

There are two steps to create users rights:

- Groups creation with specific rights (Chapter III)

- Users assignment in each group (Chapter IV)

II. Vocabulary used

For each field of the software, you will have one or several boxes to select depending on the

authorized level of access. The different situations are as follows:

1st situation : You have only one box to select

You give access to this field or not. Example :

Right not accessible

Corresponding

menu

in the software

The user does not have access to the users

rights: fields are greyed out

Data

2nd situation :

For each data (department, resource...), you can choose the following rights:

Consult : Reading access to the data concerned

Add : Addition of a new data (new department, new resource...)

Modify : Modification of the information on a data

Delete : Right to delete a data

Target SKills


3rd situation :

Visible: The fields entered can be read or not

Accessible: The different fields can be modified or not

Example : The different possibilities for the field "Label" are:

Visible and Accessible: Full rights.

Visible but not Accessible

Not visible and not Accessible

III. Groups creation with specific rights

From PlanningPME, go to the menu "Data" -> "Group".

From this menu, you can create groups with specific rights on all functions and data of the

schedule. Right to create tasks, to visualize unavailabilities, right to print...

First, click on the button "Add" to create a new group.

In the "Group" window, several tabs appear. Let's explain rights for each tab.

Target SKills


III.1. Tab "General"

In the rights organization, there are 4 different domains:

- Internal Set up

- Definition of the structure

- Current use of the schedule

- Advanced functions

We are going to describe those 4 domains hereafter.

Target SKills


III.1.1. Internal set up

The internal set up of the software is an operation which

occurs while installing the software and then, episodically.

Those operations are done by the Administrator. It is

necessary to be trained on the software to modify those

parameters which impact every users.

You can choose who can or can not have access to the

following parameters.

Available fields Corresponding fields in the software

Database File -> New schedule + Location

Purge File -> Database -> Purge

Software registration File -> Identification + Registration via Internet or by file

Users rights Data -> Group + User

Task category Data -> Task category

Public holidays Data -> Public holidays

Additional fields Data -> Additional fields

Days Off Tools -> Days Off

Language Tools -> Language

Options Tools -> Options

Tasks locking

Tasks unlocking Right click on a task of the schedule and "Lock » or "Unlock"

Selection / Creation Mode Right click on a blank space of the schedule then "Selection

Mode" or "Creation Mode"

Task description Data -> Task description

III.1.2. Definition of the structure

The definition of the structure is an operation which occurs while installing and setting up the

software.

It is then changed occasionally, while integrating a new resource or a new department or re-

structuring the society.

Target SKills


This structure is defined from the menu "Data".

Users rights Access from

PlanningPME.

III.1.3. Current use of the schedule

Those functions are currently used on the schedule: a user will be allowed or not to create

tasks, to delete them, to update them...


Tasks list Data -> Task

Unavailabilities list Data -> Unavailability

Task Direct modification on the scheduling space

Unavailability Direct modification on the scheduling space

Printing File -> Print + Print preview + Print configuration

Search Edit -> Search

Split Edit -> Split

Copy/Paste Edit or right click on a task or on an unavailability -> Copy

+ Paste

Target SKills


III.1.4. Advanced function of the schedule

Those functions must be used by trained users!


Synchronization File -> Synchronization

Location Tools -> Synchronization

Import File -> Import

Export File -> Export

Pivot Table Tools -> Pivot Table

Statistics Tools -> Statistics

III.2. Advanced rights: specific rights for each window.

For each window "Client", "Resource", etc... you can specify rights of access and visibility for

each tab and most of the fields of each window.

Target SKills


III.2.1. "Resources" window

Each resource has a personal card. For each information, users rights can be assigned.

Access to the tabs: the tabs of the card are accessible or not

Tab Information: For each fields of this tab, it is possible to give a right to visualize and a right

to modify.

Target SKills


Access to the tabs Access from PlanningPME.

"Human resource" and

"Material resource" are tabs

with additional fields

customizable that can be

created on the resource card

from the menu "Data" ->

"Additional fields".

Target SKills


III.2.2. "Client" window

Each client has a personal card. For each information, users rights can be assigned.

Access to the tabs : the tabs of the card are accessible or not

Tab "General”: For each field of this tab, it will be possible to give rights of visualization and

accessibility

Target SKills



Tab1, Tab2 and client

equipment are tabs with

additional fields customizable

that can be created on the

client card from the menu

"Data" -> "Additional fields".

Target SKills


III.2.3. "Options" window

You can give access or not to the tabs of the menu "Tools" -> "Options":

Target SKills


Access to the

tabs Access from PlanningPME.

III.2.4. "Task" window

Target SKills


For each information of the task window, users rights can be assigned.


Tab1, Tab2 and Tab3 are tabs

with additional fields customizable

that can be created from the

menu "Data" -> "Additional

fields".

The tabs "Billing", "Parameters" and "Place" appear only if

they are activated on the menu "Tools" -> "Options" ->

Task".

- Tab "General

Tab "General Access from PlanningPME.

The tabs "Project", "Percentage", "Client" and "Place"

appear only if they are activated on the menu "Tools" ->

"Options" -> Task".

Target SKills


- Task

Fields Visualization

Description Users will see that resources are occupied but the description on the

rectangle is hidden.

Tooltip The tooltip while placing the mouse on the task will appear only if this option

is selected.

III.2.5. "Unavailability" window

Target SKills


For each information of the unavailability window, access rights can be assigned. For each field

of this tab, it will be possible to give rights of visualization and accessibility.

Visibility / Accessibility Access from PlanningPME.

Once all your groups registered with specific rights, you can create the users.

IV. Creation of the users

From PlanningPME, go to the menu "Data" -> "Users"

You can create a login and a password for each user.

Target SKills


Each user is associated to a group and to a resource.

- Creation of a user:


1- Enter a login

2- Enter a password

3- Confirm the password

4- Assign a group to this user

5- Select the department(s) this user can

visualize.

6- Select the department(s) the user will

have access in writing

7- Select the resource that corresponds to

the user if needed

Click on "Add"

Target SKills


You created a new user with specific

rights on the schedule.

Tick on the box "Ask the user to

enter his password" for users

rights to be activated while

opening the schedule.

Next time you open PlanningPME, a login and a password will be asked.

Depending on your rights, you will have an access limited to the schedule.

Tip : If your user name is the same as your Windows user name, you will not have to

enter a password. Your rights will be automatically taken into account while opening

PlanningPME.

Target SKills


V. Examples

V.1. Rights to visualize the schedule of two departments and to modify the

schedule of one department

1- Creation of a user

In this example, Mary has

the following rights:

- reading rights for the sales

and technical department

- writing rights for the

Technical department

3- Visualization on the

schedule

Mary can visualize the schedule of two departments:

While creating tasks, she can create tasks on the technical

department only.

She cannot modify tasks of the sales team.

Target SKills


V.2. Rights to create unavailabilities and not tasks

You want your resources to create unavailabilities but not tasks:

1- Group setting up

This group has only the right

to create and modify

unavailabilities.

2- Creation of a user

In this example, John has

the rights of the Team A.

He can visualize only his own

department and can make

changes on his schedule

only.


schedule

John can not create any

tasks:

The icon of the task at the

left top of the schedule

appear greyed out and he

can only select "New

unavailability" when clicking

right on the mouse!

Target SKills


V.3. Right to modify comments of the task but not the other parameters of the

task.

1- Group setting up

This group can only visualize

the different parameters of

the task and can add

comments on the task only

without modifying anything

else.


schedule

All the fields are greyed out

except the comments field.

Target SKills


V.4. Rights to visualize the details on resources.

1- Group setting up

This group can not visualize

the slots of the resources,

their days off, address and

personal details.


schedule

The details on resources are

not accessible.

Target SKills


VI. Access rights to clients

From the menu Data -> User, you can now limit the list of clients per user.

NB : You will first need to create a group with a minimum condition: « Access to all clients »

must be unchecked.

Target SKills


Then, when the user opens the planning, he will not see tasks allocated to other clients.



Target SKills


PLANNINGPME

Schedule easily

Card n° 13: Visualization of the schedule on HTML pages:

synchronization function and PlanningPMEHTML

I. Description

Regularly, you can send your schedule on your local network or on the Web under HTML pages

in order all the employees to visualize the daily, weekly schedule.

Careful: You can not make any changes from the Web on the schedule.

Two versions for the synchronization are available :

- Free synchronization in the software PlanningPME : This synchronization is adapted to

companies that only manage few resources (around 15) because only screenshots of the

schedule are generated

- Licence PlanningPMEHTML : If you manage more than 15 resources with PlanningPME and

more than two departments, we advise you to consider the solution PlanningPMEHTML which is

a more sophisticated version of the synchronization included in PlanningPME).

We will then compare those two solutions.

II. Synchronization in the software PlanningPME

II.1. Set up

From PlanningPME, go to the menu "File" -> "HTML visualisation"

Target SKills


Instructions to generate your schedule on HTML pages:

1. First, indicate the folder where you want your HTML pages to be created. To do so, click

on the arrow under “Directory”. On the preceding window, the schedule was

synchronized on the repertory C:\PPME - Synchro

2. Then, tick on the views you want to synchronize. As an example, selecting weekly, the

weekly schedule as you can see it on your screen from the first day of the week will be

sent on HTML pages on the folder chosen..


Target SKills


3. You can synchronize « on start » or « on exit » of PlanningPME or simply clicking on the

button « Generate ».

II.2. An example to illustrate this function

Let’s consider the following schedule:

We synchronize the daily schedule to the file

Target SKills


The screen below shows all the pages generated:

C:\PPME - Synchronization:

One page for the description of each task and the HTML page of the daily schedule.

Click on the following icon:

The HTML page below appears:

Target SKills


Double clicking on one of the tasks, its details appears:

Careful: Only resources that appear on your screen are synchronized.

If you want all your resources (including resources that does not appear on your screen) to be

synchronized (creation of several HTML pages), we suggest you to choose the solution

PlanningPME HTML.

Target SKills


III. PlanningPMEHTML

PlanningPMEHTML is a visualization tool which serves as a complement of PlanningPME. It is

necessary to have at least one licence of PlanningPME.

Each employee can visualize the schedule of its department from any station connected to

the network or the Web.

The visualization is unlimited and you only need to purchase one licence

PlanningPMEHTML for your entire office!

PlanningPMEHTML generate schedules for any department on a HTML format from PlanningPME

database and to as many folders as you want.

For each schedule generated, you can choose those different parameters:

- Visualization type: Daily, Weekly, Monthly…

- Department : those are the departments you created such as technical team, sales

team...

- Path : Path of the HTML page generated

- Width : width of the HTML page generated

- Days : First day of the synchronization

The HTML pages generated are entirely customizable for a better visibility on your screen.

III.1. How to set up PlanningPMEHTML?

Target SKills


The « Dialog » window appears.

Click on the button "Add"

to add new

synchronizations.

Target SKills


Target SKills


This table resumes the different parameters you must choose:

Parameters Explanation

Choose the type of view you want to synchronize:

Choose the period you want to synchronize on the list below:

Choose the department you want to synchronize on the list you created

on your schedule:

Indicate the path where you want to synchronize the department and the

view chosen.

NB : You must select a different path for each visualization type AND

department. As an example, if you synchronize the daily view of a

determined department in the same folder as the weekly view, the first

synchronization will be deleted.

It is the width of the HTML page generated by the synchronization.

So, if you choose to synchronize one entire year, you will have your tasks

displayed clearly on the screen creating a scroll bar on the bottom of the

page.

Increment the first day of the synchronization of n days.

This number can be positive or negative.

As an example, if you choose “2”, the first day of your synchronization

will be the day selected in “begin” +2.

Choose the day from when you want the synchronization to be applied:

first days of the week, of the month, of the year or the present day.

Ex: If you select –7 in « Days » and « Week » for « Begin », the planning

sent will be the planning of the past week.

So, you can generate as many schedules as you want playing with those different parameters.

The synchronization is applied each time you launch PlanningPMEHTML or when you click on

the button « PlanningPMEHTML ».

NB : Creating a scheduled task from your computer or on the server that launch

PlanningPMEHTML regularly, your HTML pages will be automatically generated.

Target SKills


The views generated will appear on PlanningPMEHTML this way:

Below, files generated for the department "Sales team".

There is no demo version on PlanningPMEHTML. If you wish to try it, our technical team can

generates HTML pages from your own schedule.

Please, send your database at the following address: [email protected]

File ".jpg" HTML page generated :

day.htm

mailto:[email protected]

Target SKills


III.2. Practical example

Weekly Synchronization :

Results of the schedule generated for visualization:

We want to visualize the weekly

schedule of the Building A from the

beginning of the week.

Target SKills


When you double click on one task, the details on this task appear with those information:

Label, beginning and end date and time, client, comments and resources and all additional

fields selected from the menu Data -> Description Task in PlanningPME.

New: The additional fields of the type “Client Equipment” and the details on the client are now

available on the details of each task.

The synchronization with PlanningPMEHTML looks like the synchronization included in

PlanningPME. On the following chapter, you will find a table which compares those two

synchronizations

Target SKills


IV. Comparison of the synchronization included in PlanningPME and

PlanningPMEHTML

Here is a comparative table between those two modules:

Synchronization included in

PlanningPME

Module PlanningPMEHTML

INTERFACE

The simple interface allows only few

generation options.

This synchronization is adapted to society

which manage only few resources (around

15).

The interface more furnished allows a setting

more flexible of the HTML pages generated. It is

adapted to companies that manage lots of

resources grouped in several departments.

Generated views.

Generates the view of the schedule

displayed on the screen: screenshot of the

schedule

Generates any views of the schedule.

It is possible to generate the view for each

department, during a given period (year,

month,...)

Restriction to the number of resources

displayed on the screen

No restriction of the number of resources

Target SKills


You must launch manually the

synchronization or execute it on start or on

exit of the schedule.

The synchronization can be done via a scheduled

task programmed on a PC or on a server. So,

you can generate the schedule at the any time.

Only the initial set up must be once.

The synchronization is done from the first

day of the week or from the present day.

You can choose the beginning date for the

generation.

The generation is done on the language of

the schedule.

You can choose the language via the interface of

PlanningPMEHTML.

All pages are generated in one and only

one folder.

For each HTML page generated, you can choose

the destination repertory.



Target SKills


PLANNINGPME

Schedule easily

Card n°14 : Import / Export with PlanningPME

I. Description of this feature

There are several possibility of Import and Export with PlanningPME :

. Chapter II : Some import and export under ".txt" files are included in PlanningPME. Here

are the data you can import :

Clients : Society, concerned resources, dates and hours, comments...

Tasks : Label, concerned resources, dates and hours, comments

Unavailabilities : Label, concerned resources, dates and hours, comments

. Chapter III : Tab « Integration » to execute scripts from PlanningPME

. Chapter IV : Using the free development tools Synchrodatabase and PlanningPMECOM:

possibility to make links between your databases and /or management softwares and

PlanningPME (Chapter III)

II. Import / Export text files ".txt"

II.1. Import

It is possible to import clients, tasks or unavailabilities under text format. with tabulation

as separator.

NB : To work with Excel files, you will first have to convert your Excel file under text file.

From PlanningPME, go to the menu "File" -> "Import"

Target SKills


You can import the data on your

clients, your tasks or your

unavailabilities.

II.1.1. Clients import

From PlanningPME, go to the menu "File" -> "Import" -> "Clients"


Recover your text file clicking on the arrow of the window below.

Associate the corresponding fields selecting the available fields on the left and the base field on

the right.

Target SKills


Then click on "Import".

Visualization of the import in PlanningPME.

Go to the menu "Data" -> "Client".

Your clients were imported !

II.1.2. Tasks or unavailabilities export

The set up to import tasks or unavailabilities is more complex than for clients. Indeed, your

text file must have a precise format.

The tasks will be created automatically on the schedule if your text file is correct.

Format type of the text file:

Target SKills


For more information on this type of import, you can contact our technical team:

[email protected]

II.2. Export

You can export your clients, tasks and unavailabilities under text files.

From PlanningPME, fo to the menu "File" -> "Export".

II.2.1. Clients export

Enter the name of the file exported and save.

The exported file looks like this text file:

II.2.2. Tasks or unavailabilities export

Give the period of time you want to export.

Target SKills


Click on "Export" and save your text file.

The exported file looks like this text file:

III. Tab “Integration” to launch scripts

From the menu Tools -> Options, you have a tab “Integration”.

Target SKills


If you developed some scripts that you would like to execute when opening PlanningPME or

when charging PlanningPME, you can specify their location from here.

NB: Each time a task is created or modified on the planning board, the software is charging.

IV. Object model PlanningPME COM

You have the possibility to make links between your databases and /or management softwares

and PlanningPME.

- PlanningPME COM: http://www.planningpme.com/object-model-planningpme.htm

As an example, you can import your existing client database in PlanningPME and, then, you

can synchronize regularly those databases. you avoid double typing !

PlanningPME COM allows you to integrate PlanningPME into your data system.

V. Plugin PlanningPME

Why a plug-in PlanningPME ?

- In order to insert controls (button) in the PlanningPME interface and associate actions.

- In order to make automatic actions for example add or update a task.

http://www.planningpme.com/object-model-planningpme.htm

Target SKills


To know more about integration, you can have a look at our website:

http://www.planningpme.com/integration.htm


http://www.planningpme.com/integration.htm


Target SKills


PLANNINGPME

Schedule easily

Card n° 15 : Email sending, visual alarm and Outlook

synchronization

I. Introduction

When creating tasks, several alerts can be activated:

- Email sending : send an email while creating a task to the resources concerned

- Visual alarm: Activate a reminder in PlanningPME for important tasks

- Outlook synchronization

II. Email sending

It is possible to send an email on an email address or on a mobile directly if this mobile can

receive emails (Ex of address: [email protected]).

II.1. Configuration of the mailing box and the resource card.

From PlanningPME, go to the menu « Tools » -> « Options ». Choose the tab "Mailing box".


Target SKills


1- Server SMTP or Outlook

2- If you selected SMTP, precise the address of your server

3- If you selected SMTP, precise the address of the sender

4- Copy : Each time you send an email, a copy will be sent to the address mentioned here.

New: You can add several persons in copy of each email sent adding a comma “;”

between each email address.

5- Name of the sender

6- Phone operator Enter the suffix of the email address of the mobile. Depending on your

phone operator, this option will be available or not.

7- Precise if you want to send an email to the resource(s) assigned to the task, to the

client or to both of them (Resource + client)

Fill in the fields and save.

Then, fill in the email address in each resource card and each client with the mobile number if

you have this option.

1

2

3

4

5

6

7

Target SKills


II.2. Email sending

Go back to the schedule and create a task.

On the "Task" window, two new icons appear:

- A yellow envelop: Click on this envelop to send an instant message to all resources

assigned to the task, to the client or both depending on the option chosen, point 7.

Target SKills


- A mobile : Click on this icon to send an email on the mobile of the resource concerned

(The address on which the message is sent looks like that: resource mobile numero +

suffix of the mobile email address Example : [email protected])

II.3 Select fields on the email sent

From the menu Data -> Description Task -> Email, you can now select the fields you want to

have while sending an email.

So, you have the possibility to send an email when you create a task!

III. Visual alarm

You have the possibility to use a visual alarm which will remind you a task before its

beginning: 5 minutes, 10 minutes, one hour before... or at a precise date and time.

III.1. Activation of a reminder before the beginning of a task

Target SKills


Then, on the schedule, a reminder will alert you of the task :

If you enter the planning with users rights, the reminder will be activated on the session of this

user only. The other users will not see the reminder.

III.2. Activation of a reminder specifying a date and time

To activate this kind of reminder, select the option on the menu Tools -> Options -> Task

Select “Task reminder using a date”.

The bell icon means that an alarm is

going to be activated for this task.

VISUAL ALARM

Tick on the box "Reminder" and

choose the time for the reminder.

Target SKills


Then, while creating a task on the planning board, you now have a calendar:

Target SKills


IV. Synchronization with Outlook

From version 4.0.2. of March 2009, the synchronization function has been improved.

You can now synchronize both ways from PlanningPME to Outlook and from Outlook to

PlanningPME.

IV.1. Activation of this option

From PlanningPME, go to the menu « Tools » -> « Options » -> « Outlook ». The following

window appears.

Target SKills


Description:

1. Tick on the box « Authorize synchronization with Outlook ».

2. Choose the synchronization frequency - Minimum: 5 minutes

3. Precise who you are: Choose on the list of human resources your name. Tasks created for

this resource selected will be synchronized to your Outlook.

4. Select the different options of synchronization from Outlook to PlanningPME: Do you want to

synchronize all appointments and/or all tasks from Outlook to PlanningPME?

5. Select the different options of synchronization from PlanningPME to Outlook: Do you want to

synchronize all tasks to Outlook Calendar or Outlook Tasks?

We will describe below the details for points 4 and 5.

IV.2. From Outlook to PlanningPME

You can synchronize all appointments and / or tasks from Outlook to PlanningPME.

IV.2.1. Description

1

2

3 4

5

Target SKills


Careful: All your tasks and / appointments will be imported the first time you activate this

option. Make sure you really want to activate this option.

Example:

Appointment in Outlook:

Visualisation in PlanningPME:

Target SKills


IV.2.2. Fields Synchronized

. Tasks marked as « Private » are not synchronized.

. Tasks not marked as “Private” are synchronized. Here are the details on the fields

synchronized:

Outlook PlanningPME

Field 1 Subject Label

Field 2 Starting Date and Time Beginning Date and Time

Field 3 End Date and Time End Date and Time

Field 4 Comments Comments

Field 5 Reminder Reminder like shown here:

EXCEPT IF the option “Task reminder using a

date” is activated on the menu “Tools” ->

“Options” -> Task

In that case, the reminder will not be

synchronized.

IV.2.3. Behaviour of the synchronization

Action in Outlook Consequence in PlanningPME

Creation of an event in Outlook Calendar Creation of a task if the option

“Synchronize all appointments” is selected

Creation of a task in Outlook Creation of a task if the option

“Synchronize all tasks” is selected

Modification Modification

Deletion Deletion

Creation of a recurrent booking Nothing created

Creation of a private event No task created

Target SKills


See point IV.4 to learn about the behaviour of the synchronization if users rights are activated.

IV.3. From PlanningPME to Outlook

IV.3.1 Synchronization of all the tasks

You can synchronize all tasks from PlanningPME to Outlook appointments or tasks.

The tasks will be synchronized automatically to Outlook Appointments OR Tasks.

You also have the possibility to select task by task whether you want to send them to Outlook

tasks or appointments. See next chapter.

IV.3.2 Synchronization task by task

To decide task by task which ones will be sent to Outlook, do not activate this option below:

Then, on the planning board, for each task, you can decide if you want to synchronize them to

Outlook task or appointment with a right click.

You can also decide to stop the synchronization task by task:

Target SKills


IV.3.3. Fields Synchronized

. NB: Only tasks are synchronized. Unavailabilities are not synchronized.

. Here are the details on the fields synchronized:

PlanningPME Outlook

Field 1 Label Subject

Field 2 Beginning Date and Time Starting Date and Time

Field 3 End Date and Time End Date and Time

Field 4 Comments Comments

Field 5 Reminder like shown here:

NB: If the option “Task reminder

using a date” is activated, the

reminder will not be synchronized in

Outlook.

Reminder

IV.3.4. Behaviour of the synchronization

Action in PlanningPME Consequence in Outlook

Creation of a task Creation of an event or a task

Target SKills


Modification of a task Modification

Deletion of a task Deletion

Creation of an unavailability Nothing created

Creation of a periodical task Nothing created

Task gotten off the recurrence

Creation of an event or a task

See point IV.4 to learn about the behaviour of the synchronization if users rights are activated.

IV.4. Behaviour of the synchronization when users rights are activated

IV.4.1. 1st scenario - Users permissions: Reading access but not writing access

Menu Data -> User

Paul can visualize all departments but do not have writing access to the departments.

It means that he is not allowed to add, modify or delete anything on the schedule.

Target SKills


Son if he tries to make some changes on his Outlook, here is the behaviour of the

synchronization:

Action in Outlook Result

Creation of an event or a task in Outlook Nothing created

Modification of an event or task in Outlook No changes in PlanningPME – At the next

synchronization, the task modified will be

back to its initial place.

Deletion of an event or task in Outlook No changes in PlanningPME – At the next

synchronization, the task deleted will be

back.

IV.4.1. 2nd scenario - Groups permissions on the Task field

Menu Data -> Group

The rights selected for the Task (Add, Modify, Delete) will be applied while synchronizing.

IV.5. Master Data

If a task is modified both in Outlook and PlanningPME, the latest modification will be taken into

account.

With this synchronization, you will save time avoiding a double typing of your appointments

and other tasks.



Target SKills


PLANNINGPME

Schedule easily

Card n°16 : General display of the schedule

I. Description of this function

From the menu "Tools "-> "Options", you can change the general display of the schedule

playing on :

the font: type and size

number of resources on your screen

Colors of the days of the week : days of the week, bank holidays, resources, tasks,

clients (by default)

the maximum height of a line

From the menu "Tools" -> "Language" you have access to several parameters such as:

The language

monetary symbol

label « Task », “Resource”, “Client”, “Project »

Decimal Separator

Dates and hours format

II. Icons and navigation

II.1. New icons

The interface of PlanningPME is now more user friendly with new icons:

Target SKills


II.2. Switch the view easily

You can now switch the view easily with the icons on the left top side of the planning board or

with the drop down menu:

- Resource View

- Task View

- Client View

- Project View

II.3. Creation / Selection Mode

Switch from those different modes with the corresponding icons.

Target SKills


- Creation Mode: To create tasks

- Selection Mode: To shift tasks

II.4. Visual selection of the slot

While moving your mouse on the planning board, the different items (Days, Weeks, Months for

the time axis and Resource, Client, Project, task for the x-axis) now appear in BOLD.

III. Menu Tools -> Options -> View

From PlanningPME, go to the menu Tools -> Options -> View

Target SKills


You can customize the schedule playing with those different parameters :

1. Choose the font : type and size ; This font will be applied on all the schedule.

2. The maximum height of a line

A line represent the schedule of a resource. You can raise the height of your lines for a better

visibility.

3. Number of resources on your screen

You can choose to display all resources on your screen or to enter a number of resources

displayed on your screen. In the second case, the number of resources on your screen is

indicated and you can change it from the schedule directly.

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4. Colors of the days of the week

By default, the schedule is displayed with these colors :

You can change the colors. For example:

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5. Colors by default for tasks, clients and resources

IV. Play with the tasks corners, gradient colours on your planning!

From the menu Tools -> Option -> User, you can activate options in order to play with

gradient colours and corners.

Example:

Rounded corner:

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Gradient colours:

Watch our videos :

http://www.planningpme.com/video-ppme-gradient-colours.htm

V. The software language

From PlanningPME, go to the menu «Tools» -> «Language »


http://www.planningpme.com/video-ppme-gradient-colours.htm

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1 – Choice of the language

The software PlanningPME is available in : french, english, german, spanish, dutch, italian,

swedish

2 – Monetary symbol

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You can choose between all those currencies

3 – Number of decimal points.

It is possible to choose the number of decimal points.

4 – Decimal Separator

In function of the coutries, the deciaml separator can be:

A comma or a point.

From this menu, you can customize it:

3 – Task label

By default, the task label is « new task ». You can customize this label depending on your

activity: a task can be a mission, a training...

In the example below, the task was named “mission”.

In the menu « Data », you will read « mission » instead of « task ».

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In the task window and in the filters, the label "Task" will be replaced by "mission".

6- Other labels

As for the label Task, you can rename the following labels: project, client, resource,

department. Customize them depending on your activity!

The changes made will be transfered in the menu "Data" and in the filters.

7 – Hours format

8 – Dates format

New title :

« mission »

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VI. Select the first week of the year and display week numbers

Week Number 1 is either the week including the 1st of January or the week after (First week

with 4 days). So, in order to suit all markets and countries, you can now select this first week

from the menu Tools -> Options -> User.

First week of the year:

Week including the 1st of January or not.

Display the week number

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Why should you hide the week number?

It appears that depending on your Windows version, the week number is not the same as the

one you selected as “First week of the year”. This is not something that can be changed by

Target Skills as there is no solution yet on the market to solve this problem. That is why you

have the option to hide the week number if ever it does not correspond to your selection of

“First week of the year”.



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PLANNINGPME

Schedule easily

Card n° 17: Projects management

I. Description

With PlanningPME, you can manage your projects and if needed, your subprojects specifying

for each task the associated project.

A project is a group of tasks.

II. Activation of the option Project

To start, go to the menu "Tools" -> "Options" and select the tab "Task"


Tick on the boxes: "Link a project to a task"

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III. Add a Project

From PlanningPME go to the menu "Data" -> "Project"


Click on "Add".

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Type the name of your project and select the text and background color. You also have the

possibility to hide projects.

IV. Link a Project to a task

When you create a new task on the planning, you can associate a project.

You can either select the project from the list or create it directly with the icon..

The icon allows you to open the project card directly.

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V. Project View

Select the icon at the top of the screen to switch to the “Project” view.

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Other options to display the Project views: View -> View -> Project or pressing the keys CTRL

+ 4.

VI. How to manage subprojects with PlanningPME?

VI.1. Activation of the option SubProject

To start, go to the menu "Tools" -> "Options" and select the tab "Task"


Tick on the boxes: "Link a subproject to a task".

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VI.2. Add a subproject

Open one of the projects. You now have a tab “Subproject” where you can add some

subprojects.

VI.3. Link a subproject to a task

When creating a task, you can now select the project and the subproject associated:

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VII. Customization of the terms "Project" and "Subproject".

In order to adapt PlanningPME to your activity, you can rename the label "Project" and

"Subproject".

To make the modification, go to the menu "Tools" -> "Language"

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VIII. Add additional fields on the Project window.

You can create additional fields on the Project window.

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See Card 8: Creation of additional fields


IX. Statistics with Pivot Tables

Pivot Table are really useful analyzing tools. It allows you to edit some reports and statistics on

all fields of PlanningPME.

Thanks to this function, you can have a lot of statistics for projects.

See Card 10: Statistics and reports with Excel


X. Colours in function of a project

You can now display the colours of the boxes on the screen in function of the project colour.

To activate the option, go to the menu Tools -> Options -> Task and select Colours depending

on “Project”.



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XI. Tasks dependencies – Gantt diagram

You can link your tasks to manage your projects efficiently.

Read Card N°18 to know more about tasks dependencies.


XII. Link your projects with a client

It is now possible to assign several projects to one client. To do so, on the project card, you

now have a drop down menu to assign a client to the project.


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Results on the planning*:

1- While filtering by client, only projects associated to this client will appear on the project

filter.

2- While creating a new task:

- if you select one client first, projects associated to this client will appear on the project

list.

- If you select a project first, the client will be selected by default on the client list.

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*NB: To adapt the project filter as described above, activate the option on the menu Tools ->

Option -> User

Watch our video:


XIII. Hide a project


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In order to keep the past tasks of one project without seeing him on the planning board, you

can hide it : from its card or right clicking on his name and then « hide ».

The last column show hidden projects :



Target SKills


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PLANNINGPME

Schedule easily

Card n°18: Tasks dependencies

I. Description

It is possible to manage tasks dependencies with PlanningPME and to precise a delay between

each task.

Visualisation on the planning:

When a task is shifted on the planning, the following linked tasks are shifted as well.

II. How to activate this option?

Option to activate in the menu Tools -> Options -> Task

Select the option “Link between tasks”.

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III. How to create a link between your tasks?

To link tasks, two possibilities:

III.1. First possibility: Right click on the tasks

Go to the first task, right click, select Link

Then, go to the second task and select …to

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Results:

The black arrow shows that the tasks are linked.

III.2. Second possibility: Select the link icon at the top of the planning:

Then, click on the first task and then on the second task:

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The black arrow shows that the tasks are linked.

To create a new link, you will need to select the arrow icon first and then, draw your link.

III.3. How to delete a link?

Click on the arrow directly and select delete:

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IV. Define a delay between the tasks

You can also precise a delay between two tasks clicking on the arrow. This windows appears:

When a delay is specified, the arrow colour changes from black to red.

V. Visualize the direct successors of a task

When you open a task, you now have a tab “Successors” that show you all the direct

successors of a task:

NB: You can not add or delete any links from here.

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VI. Shift tasks on the planning board

VI.1. Rules while shifting a task

1 -> All the linked tasks must be displayed on the planning board before shifting a task

otherwise you will have this message:

2 -> While shifting a task in the future, previous tasks are not shifted. Only successive tasks

are shifted.

3 -> While shifting a task in the past, previous and next tasks are not shifted. If you shift a

task in the past and you do not respect the delay specified with the previous task, the software

will not let you shift it.

4 -> If a delay is specified, the delay is kept while shifting a task.

5 -> While shifting a task, there is no search for availability: if the resource already has a task

assigned, there will be two tasks displayed for the same day.

Example:

6 -> While shifting a task, there is no search for availability: if the resource already has a task

assigned, there will be two tasks displayed for the same day.

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VI.2. Example

On the example above, when we shift the green task:

- The brown task is shifted as well as it is a successive task

- The yellow task do not move as it is a previous task

VII. To go further…

Note that the links can be created on all the different views: task, client or project view

Example: Task View



Target SKills


Target SKills


PLANNINGPME

Schedule easily

Card n° 19: Agenda View

I. Introduction

In addition to the already existing views (resources, tasks, clients, projects, map), Target

Skills now has developed the “Agenda View”.

II. Activation of the agenda View

II.1. From the drop down list

You just need to select it from the drop down list or the shortcut CTRL + 6.

Target SKills


II.2. From the resource view

Right click on one of the resource and select “Agenda”

Then, the schedule of the resource selected will be displayed:

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III. Types of view

On the Agenda View, you have the choice between three types of view: daily, weekly and

monthly.

III.1. Daily View

You can make a selection of the resources you want to display with the “resources” filter.

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III.2. Weekly view

III.3. Monthly view

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IV. Agenda display options

From the menu Tools -> Options -> Agenda View you can select different parameters:

IV.1. Column width

Select the size of the resource column:

IV.2. Time Scale

Select the precision of the display:

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IV.3. See minutes on the time scale

Select whether you want to see the minutes displayed or not.

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V. Tasks scheduling

V.1. Tasks creation

As for the other views, you can create a new task drawing a rectangle on the planning:

You can also drag and drop your task to assign it to another resource.

V.2. Resources selection

You can select all resources or no resources with a right click at the top of the resource filter:

So, you can select to display the planning of only one resource easily.



Target SKills


Target SKills


PLANNINGPME

Schedule easily

Card n° 20: Map View

I. Introduction

In addition to the already existing views (resources, tasks, clients, projects), Target Skills now

has developed the “Map View”.

II. Activation of the Map view


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You then have the map of your appointments :

III. What are the tasks visualised?

The tasks displayed are those displayed on the screen and the addresses shown are the ones

mentioned on the clients card or on the tab « Place » of the task window.

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So, if you are on a daily view, tasks of that day will be displayed on the map, etc…

By default, the map is centered on a task selected by chance. Then you just need to zoom out

to display all your tasks.

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IV. Appointment place

If youprecise a « place » while creating your task, this address will be displayed and not the

client’s address.

V. What are the information displayed ?

Information displayed are those selected from the menu Data -> Description -> Tooltip

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VI. Display options « Find the address with the city »

From the menu Tools -> Options -> Map View you can search the location with the exact

address on a map. Selecting this option, the display of the map will be a bit longer.

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The map will then show the exact address and not only the city.



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PLANNINGPME

Schedule easily

Card n° 21: List View

I. Introduction

In addition to the already existing views (resources, tasks, clients, projects), Target Skills now

has developed the “List View”.

II. Activation of the List view


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You then have the list of your appointments :

III. Columns available

This list contains columns that you can customize in order to classify, display or not, filter.

Here is the list of fields available :

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IV. Selection, Ordering and grouping of the columns

IV.1. Columns selection

You can hide columns that you do not want to display clicking right on the top of the column

and then select « Delete the column » or you can tick them on or off from th emenu

« Column ».

IV.2. Ascending or descending order

Clic on the top of the column directly to make the order or right clic and select « Ascending

order » ou « descending order »:

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IV.3. Columns ordering

Select the column and with your mouse, shift it.

V. Filters

You can also display the tasks list in function of a filter. To do so, select the column and shift

it to the box as shown below :

You can also right clic at the top of the column and select « Grouped by field »

You will then have the tasks filtered this ways:

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VI. Consult, modify and delete tasks

Double clic on the task or right clic and select « Open » :

You can then modify this appointment.

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You can also delete one or several tasks with a right click and then « Delete ».



Target SKills


Contact

You are now ready to use PlanningPME.

We also invite you to visit our website: www.planningpme.com to find out the complete

products range.

Moreover, look at the complementary modules for an optimal management of your human and

material resources.

For any information, do not hesitate to contact our commercial department

: +33 (0) 169 471 000

or your Target Skills contact

We thank you for your confidence and wish you a pleasant and effective use of your planning.


manual planningpme

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