Adding an on-call team and defining a schedule
In Planon ProCenter , you can add an on-call team in two places:
• the Teams TSI
• the Team allocation planboard TSI
In this example you add the team and a schedule via the Team allocation planboard TSI. See also: Allocation planboards.
 | This TSI is exclusive to the Service Providers solution mode. |
Procedure
1. On the navigation panel, go to Team allocation planboard.
If no on-call teams are defined yet, the On-call teams dialog opens. If on-call teams already exist, click the Select team … menu at the top right of the plan board, followed by the Edit on-call teams button.
2. On the action panel of On-call teams dialog select Add on-call team.
3. Enter a unique Code and Description for the new on-call team.
4. In the Coordinator field, select the person who will be ultimately responsible for picking up the work of the on-call team.
5. In the No. of persons per shift field, enter the appropriate number of people that can be scheduled per shift.
The maximum is 8.
6. On the action panel, click Define on-call team schedule to define a new schedule or to edit an existing one.
7. At General select one of the following options:
◦ Start schedule from - this is the default option if no previous schedule exists.
◦ Replace schedule from - this option becomes available if a schedule already exists. The current date is selected by default, but you can edit it. The existing schedule is ended on the date a new schedule starts. Any linked Planning periods, On-call team duty and 'On duty' exceptions are shortened or deleted, based on the End date-time of the existing schedule.
◦ Replace whole schedule - this option also becomes available if a schedule already exists.
 | Selecting this option will completely delete the existing schedule of the on-call team! It might only be useful in cases that require such a drastic schedule replacement. |
At Planning period frequency, the Weekly option is selected by default; this option can currently not be edited.
8. At Handover period, select the week day and the time when the handover should take place between the on-call team and the regular team.
| | If the Start date-time of the schedule deviates from the Handover day/time, you will create one planning period that is shorter than a week. See Schedule for on-call team allocation. |
9. Click OK.
10. On the action panel, click Link on-call team members.
If this link, or any of the other links mentioned in this procedure is not available on the action panel, your system administrator can add it in the Layouts TSI. See Layouts.
11. In the Personnel dialog, at Set date and modification type, select Add links.
12. Select a start date for the link(s) and, optionally, an end date.
This makes these links 'reference date aware'.
13. Click OK.
14. At Select personnel, link the relevant on-call team members and click Close.
15. On the action panel, click Link trades.
16. In the Link trades dialog, select the relevant trades for this on-call team.
The linked trades are used as criterion to find the right on-call team on an order.
17. On the action panel, click Save and Close.
If there are multiple teams that do not need access to each other's schedules, you can, at this point, further restrict access to an on-call team's schedule. This extra authorization per user group or user is optional. If no user groups or users are linked to an on-call team schedule, the standard authorization applies.
18. On the action panel, click Link user groups and / or click Link users to link specific user group(s) and / or users to the on-call team and click OK. The schedule of a selected on-call team will only be visible to logged-in user groups / users.
The on-call team is now configured and can be linked to an allocation agreement. If no previous schedule exists, an 'empty' team schedule has now been created. You must still add on-call duties on the planboard per individual on-call team member, along with any exceptions due to leave of absence / unavailability.
| | To speed up data entry, you can select an existing scheduled period and then copy and paste it to the required position on the planboard. See Copying and pasting on the allocation planboard for more information. |