How to add fulfilments to persons – entering reported work on orders, selecting items, cost centres, payment methods and order participants.
How to monitor the progress of orders and items – planned and reported work, percentage of completion, important deadlines and a quick overview of responsible persons.
How to use the By person tab – overview of the fulfilments of individual persons, comparison with shifts and planned events, clear display of time from–to.
How to manage views and filters – adjusting views, filtering by roles, order statuses and record types, quick orientation in data.
How to work with side panels and record details – additional information, quick verification of fulfilments, possibility to edit and delete records.
Before you start working with the agenda, please check whether you have orders set up; the relevant manuals are:
Types of orders
Order types
This section of the manual briefly describes the meaning of the order type, which is used to make orders in the system clearer and to categorize them. It explains that the order type is a mandatory piece of data, enables filtering and management of user permissions, and must always be set when creating a new order.
Items
Items
The manual explains the principles of working with order items, their definition and repeated use across multiple orders without the need to create them in duplicate. The user will learn how to assign items to a specific order, how to set the planned duration of work and how to continuously monitor the consumption of time with regard to the budget, whereby these values are for information purposes only. It also includes a description of how to set participants for individual items, which determines who can record work on a given item and who will see it in the mobile or web application. The manual further explains in detail the meaning of individual item parameters, such as code, name, units, price levels and rules for rounding quantities and prices, and their impact on reporting and evaluating orders.
Method of payment
Method of payment
This part of the manual describes how methods of payment are used to differentiate performance according to the way in which it is reimbursed. It explains where methods of payment are set up, how they are assigned to specific orders and how they are subsequently available when work is completed or when performance is entered manually.
Orders
Zakázky
The manual describes the complete process of working with orders – from their creation and entering of basic data (code, name, type, responsible person, solver, notes), through setting deadlines and fulfilment restrictions, up to the management of participants and their rights. It also focuses on working with order items, their planned time, quantity, prices and notes, and on the options for recording work in the mobile and web application. It also includes the setting of payment methods, cost centres, and the attachment of documents or photographs that support clarity and management of the order.
Used for manually entering reported work for a specific person on the selected order.
The following are available when entering:
order items according to the selected order,
cost centres, according to which the calculations in attendance are subsequently allocated,
payment methods,
participants of the order.
If a person has the right to enter performance also for other participants, they can record work also for persons who are not directly assigned to the order. Otherwise, performance can only be entered for assigned participants. This option is enabled and disabled by the option to browse all participants.
Performance can be entered for different periods: every day, Mon–Fri, or one specific day. After saving, the record is automatically added to the person’s list of performances.
If transfer of passages is enabled, the performance record will also appear in attendance. For this function to work, it is necessary in Aktion.NEXT – Configuration → Application configuration → Order configuration to activate one of the two modes:
Attendance passages only from orders - adds the start/end of an order according to the entered performance
Attendance passes from orders and attendance terminals - adds the same times to the start/end of work
The Orders tab serves as an overview of all orders and their items. It enables the creation of order closures and provides a quick overview of their progress. In the order detail, the side panel displays the planned duration or quantity of the order, including the percentage of plan fulfillment and an overview of the responsible persons. In the item detail, the side panel then offers a summary of all fulfillments issued for the given item, including the plan and its percentage of fulfillment.
The function is available above the list and allows you to adjust how the information is displayed.
Display
Orders and items - orders with items
Orders only - orders only
Record display
All - all orders for which I have authorization
Where I am a participant - only orders where I am listed as a participant
Where I am a manager - only orders where I am listed as a manager
Filtering by status
Planned - the order is planned but not started
Started - started orders
Completed - completed orders
Closed - closed orders
It is used to display supplementary information and previews for the selected record. It provides a quick overview of related data and helps the user to better navigate the current context of the displayed information.
Order details
Displays a note on the order, the order status (started, planned), a time overview of the order and related information. It includes planned work, reported work, and important deadlines related to the given order.
Item detail
Displays similar information as the order detail, with the difference that it relates specifically to the selected item. From this window you can also add a fulfilment; in the form, the given order with the given fulfilment will already be preselected.
Used for reviewing and closing individual orders; the functionality is similar to that in the capacity planning module.
Control
Used to verify the correctness of data before final closure. Once the structure has been checked, it is marked with the relevant flag.
As in attendance, it is also possible to perform partial closures, i.e. to check only selected parts of the structure or a selected period.
Closure
After the closure has been performed, no further changes can be made in the capacity plan – it is not possible to add fulfilment or modify it. Closed orders are again marked with the relevant flag.
Here as well, it is possible to perform partial closures, similarly to the attendance module.
Cancellation of closure
The cancellation of a closure is carried out using the “Cancel closure” button.
After opening it, you have two options:
Cancel a specific closure – select exactly the structure or level for which you wish to remove the closure.
Cancel all closures as of a date – works similarly as in attendance and enables you to remove in bulk all closures created as of a specific day.
It serves as a clear calendar of persons, in which all performances are displayed on individual days, divided according to specific employees. The user thus has an immediate overview of who worked when and on what within the scope of orders.
Using checkboxes, it is also possible to include shifts and planned events, which makes it possible to compare the actual performance with the plan.
The tab also includes a side panel, which clearly displays detailed information about individual performances (details are described in the following chapter).
Directly from the list, it is possible, via the context menu:
Add - enter a new performance for the selected day and person
Edit - edit an existing performance
Delete - delete a performance
The overall view is similar to the shift plan, but it is specialized in data related to orders and work records, thereby providing a quick and comprehensible overview of the reported activities.
The function is available above the list and allows you to adjust how the information is displayed.
View
Orders - order chips
Shift - shift chips
Events - chips of planned events/requests
Display of records
All persons - displays all persons to whom the user has access rights
Only participants of my projects - displays only persons who are participants in projects where the user is the Manager and has Report to participants
Participants and deliverables of my projects - the same case as the previous point + persons who have assigned deliverables and the person is at the same time the Manager and has Report to participants
It is used to display supplementary information and previews for the selected record. It provides a quick overview of related data and helps the user to better navigate the current context of the displayed information.
You can find the sidebar under the icon
where you can quickly display details of individual entries and access their editing or deletion
Detail
Displays detailed information about a specific entry on the selected day. It is used for detailed verification of individual records of work performed and at the same time enables their management.
The detail view clearly displays in particular:
project including its code,
fulfilled project item,
date and time from–to,
total time spent on the project.
From this tab, you can also edit or delete the entry, which enables quick corrections or removal of incorrectly entered records.
All deliverables
Displays a complete overview of all deliverables of the selected person for the chosen period. It is used for quick verification and management of reported work without the need to switch between individual contracts.
For each record in the overview, the following is available:
a quick preview of the deliverable item and the related contract,
time from–to and the total time spent on the contract,
clear sorting according to the selected period.
The tab also includes the option to bulk delete the currently displayed deliverables.
Displays individual fulfillment records for all persons for the selected period and serves as an overall overview of reported work.
From the list, it is possible to edit or delete fulfillments, which facilitates the management of incorrectly entered records. For more efficient work, it is recommended to filter the list by work unit/organizational structure or search for a specific person to make data orientation and management clearer.
The function is available above the list and allows you to adjust how information is displayed.
Record display
All records - displays all records of persons for whom the user has permission
Records of my projects - displays only records from projects where the user is a participant or a Manager, or is authorised to Report for others
Only my records - displays exclusively the user’s own project recordsof other persons
It is used to display additional information and previews for the selected record. It provides a quick overview of related data and helps the user to better navigate the current context of the displayed information.
You can find the sidebar under the icon
where you can quickly display details of individual entries and access their editing or deletion
Detail
Displays detailed information about a specific entry on the selected day. It serves for detailed control of individual records of work performed and at the same time enables their management.
In the entry detail, the following information is displayed clearly in particular:
order including its code,
fulfilled item of the order,
date and time from–to,
total time spent on the order.
From the tab, it is possible to also edit or delete entries, which enables quick corrections or removal of incorrectly entered records.
All entries
Displays a complete overview of all entries of the selected person for the chosen period. It serves for quick checking and management of reported work without the need to switch between individual projects.
The overview provides the following information for each record:
a quick preview of the entry item and the related project,
time from–to and the total time spent on the project,
clear sorting according to the selected period.
The tab also includes the option of bulk deletion of the currently displayed entries.
