Setting up schedule templates

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Accountants Enterprise only

The information in this topic is only applicable if the selected Job Mode is Assignment and Schedules mode. See Job modes.

A schedule template is an efficient and quick aid to setting up a client-specific workflow that can be reused for different assignments.

A schedule template defines the sequence of stages necessary for performing a specific job or assignment. Each stage of work details the employee category that will be responsible for completing the stage, budget information on the work to be done, start and end dates and the task codes that are displayed on timesheets. Once created, a schedule template can be reused for various assignments.

Schedules allow for the planning and tracking of the steps or stages involved in assignments for clients.

Your system administrator usually creates and maintains schedule templates.

Setting up schedule templates

Select Maintenance > Assignments > Assignment Templates. The Maintenance - Assignment Templates page opens.
Select the assignment you want to create a schedule template for from the list.
Click the Schedules tab. A table displays where you can enter the schedule details.
Set up the steps in the list:
1. Type the step number (e.g., 1) in the Step field.
  
  Create steps in multiples of 10. This will allow you to insert more steps later.
2. Enter a description for the stage (e.g., Commence Assignment or Prepare Draft Accounts) in the Stage Description field.
3. Select the preceding step, if any, or select None (0) from the Predecessor drop-down.
4. Enter the Budgeted Time.
5. Click the Milestones cell and select the milestone from the drop-down. If you have created milestones for the Assignment Type in the Maintenance > Assignment > Milestones page, they will be available for selection.
6. Press [Enter]. The step moves to the next row.
Click the expand button beside the Step number. The step expands to reveal the following columns:
- Employee Category
- Budgeted Time
- Sign Off
- Start Date Offset
- End Date Offset.
Click the Employee Category cell to access the drop-down and select the type of employee who will perform the stage.
Enter the number of hours the selected Employee Category will take to complete the stage in the Budgeted Time field. This can later be compared with the actual time taken to complete the step.
Click the Sign Off checkbox to mark the stage as complete if the stage requires it.
Note that Sign Off is usually performed by particular positions in the practice such as:
- Assignment Managers
- Assignment Partners
- Client Managers
- Client Partners.
If Sign Off is selected, only people who hold the particular positions selected can sign off or complete a stage.
Enter the Start Date and End Date Offsets. The number of days will be used to calculate the Projected Start and End Dates.
Click Tasks to attach task codes to the stage. The Task Code Allocation window opens.
Select the Task Codes to be associated with the stage.
Add or remove tasks as appropriate for the stage.
Click OK to close the Task Code Allocation window.
Repeat step 4 to 13 to set up additional stages for the assignment, entering the:
- next sequential number in the Step field.
- preceding step number in the Predecessor field.
Click OK to save the Maintenance - Assignment Templates page when you have finished entering all stages.