Scheduling on EASE

Scheduling on EASE has been redesigned to streamline scheduling by allowing you to plan and preview assigned work activities, ensuring works gets done on time. 

To create a schedule, navigate to the Schedule section and click on the blue action (+) button near the bottom right of the window, then select the Schedule Assessment option. 

In the next menu, configure this new schedule.

1. The Default Schedule option will be toggled on by default. Select Hourly Schedule to create an Hourly Schedule. More information on Hourly Scheduling can be found here.
2. Select this schedule's Program from the dropdown menu. This will determine other scheduling options and settings.
3. Select how often this schedule will repeat. Schedules can be set to not repeat (Never) or set to repeat over a certain amount of days (Daily), weeks (Weekly), months (Monthly), or years (Yearly). LPA schedules can be set to repeat By Layer. When By Layer is selected, the scheduling tool will refer to the settings configured for each layer. More information on Layers can be found here. 
4. Specify the repeat frequency if Daily, Weekly, Monthly, or Yearly is selected for Repeat. For Weekly schedules, determine the weekday(s) when assessments are due in the schedule.
5. Determine the start date of this schedule by using the provided calendar.
6. Decide if this schedule will end on a certain date or after a set amount of scheduled repetitions. Toggle between options by clicking on the circle icon.
7. The Start Window determines the numbers of days prior to a scheduled assessment's due date that the assigned assessor can start the assessment.
8. The Grace Period determines the number of days after a scheduled assessment's due date that the assigned assessor can complete the assessment. As assessment completed during the Grace Period will be marked as "Past Due" (late).
9. The User Maximum setting determines how many assessments an assessor can be assigned per each repetition of the schedule. 
10. Check the box next to Schedule by Shift to have Ease randomly schedule assessments for each shift associated to the selected document locations. Assessments will be scheduled equally across all shifts, ensuring all shifts have the same coverage.

When finished, click on + Add Document(s).

Assessment documents shown in the following list view are from the Program selected in the previous section. Each document's Scheduling Maximums are shown. For LPA documents, Scheduling Maximums are displayed by layer. More information on Scheduling Maximums can be found in the Document Settings article accessible here.

Check the boxes next to the documents to add to the schedule.

Underneath the selected assessment documents, EASE will default to a random selection of locations based on the chosen tier of the Org Tree (Site, Area, Workcenter, Station). The tiers selected here determine the eligible locations for assessments in this schedule. For example, if only Station is selected for the Standard LPA document, Standard LPAs will only be randomly scheduled to Stations within the document's scope.

Alternatively, a specific location for assessments can be selected from the Location dropdown menu for each respective document's scope when no tier is chosen.

Click Apply to add these documents to the schedule. 

Once documents have been added, assessors can be selected for this schedule by clicking on + Add Assessors(s).

The list of assessors shown can be sorted and filtered by column. Check the boxes next to the assessors for this schedule and click Apply.

Before previewing this schedule, there is an option to Save Schedule.

Assessment schedules can be saved with all settings for future use and reference. Enter a name for this saved schedule and optionally, check the box next to Notify when schedule expired to receive a reminder before expiration. If this notification option is turned on, a notification will be sent 2 days before expiration, with schedule details and the option to repeat the schedule. Saved schedules can be managed from the Saved Schedules tab.

Before submitting this schedule, schedules can be previewed beforehand.

Click on Preview to view the schedule's contents, calendar, and data.

The Calendar Preview displays which days have assessments scheduled. Click on a date from the calendar grid to see the events scheduled for that day.

Underneath Calendar Preview, data metrics and visualizations for this schedule are displayed, including the total amount of assessments broken down by location, document, assessor, shift, and layer.

The data in these panels can be drilled into by hovering over the data points. Reconfigure each panel's settings by using the options near the top right of each panel.

If a change to this schedule is required, click Back near the bottom right of the window to reconfigure this schedule's settings before previewing it again. Keep in mind that clicking the back button on your browser will take you back to the Schedule section of EASE where the progress on your created scheduled will be lost.

If satisfied with this schedule, click Submit near the bottom right of the window to create this schedule.