BETA: Create Diary App

Overview

The "Create Diary" app helps generate a Daily Diary using scheduled labour and plant resources. It significantly reduces the time and effort needed to manually add large numbers of resources to the diary, allowing users to do so in just a few clicks. The app ensures accurate job costing by automatically adding scheduled resources for review. Additionally, resources can still be manually added to the Daily Diary before submission.

Benefits

✅ Time-Saving: Eliminates the need to manually enter hundreds of resources, allowing users to quickly populate the diary with scheduled labour and plant resources in just a few clicks.
✅ Accurate Job Costing: Ensures that scheduled resources are accurately tracked, helping users capture the true cost of jobs and projects.
✅ Flexibility: While the app automates most of the resource entries, it still allows users to manually add or adjust resources as needed before submission.
✅ Ease of Use: Streamlined interface for scheduling and reviewing resources, making it easy to track and manage daily diary entry.

User Stories

As a Project Manager, I need the ability to generate daily diaries quickly using scheduled resources so that I don’t have to manually enter every resource each day. This will save me time and ensure that job costing is accurate.
As a Plant Manager, I want the app to automatically include scheduled plant resources in the Daily Diary, but I also want the flexibility to manually add additional resources when required.
As an Estimator, I need a system that accurately captures all scheduled labour and plant resources, allowing me to review costs and resource allocation without the risk of missing entries or inaccuracies.

Getting Started

The below details are important to aid with the set-up and use of the “Create Diary” app.

Defaults:

1. Options

Field	Function	Behavior/Notes
Project	Filter Only	Allows users to filter based on the selected project. This determines the location the form will be linked. The project must exist in the project list. (can be L1 or L2)
Sub Project	Default	The value entered here will be the default for the sub-project field when the diary is created. If left unchanged, it uses the scheduled data default.
Work Centre	Default	The value entered here Specifies the default work center for the diary form if different from the scheduled one. If unchanged, scheduled data is used, or the activity default from Workbench is applied if left blank in Upvise.
Activity	Default	The value entered here specifies the activity for all diary subforms. If no changes are made, the default activity for the employee is used.
Time Code	Default	The value entered here will populate an allocance if specified, with no default source. If left blank, no allowance will be recorded
Start Date	Default	The value entered here will defaults to scheduled times or timesheet module settings but can be manually overridden. The value entered if overridden will be filled into all subform “Start Dates”
Work Day Duration	Default	Specifies the workday duration, pre-filled with default or scheduled data, but can be manually modified. The updated value will apply to the diary subform for both labour and plant resources. Where the Plant rate is “day” the “duration” will always be 1. This can be manually edited in the daily diary once generated before submission.

Option 1: Workbench Resource

Project Hours Default: Uses Workbench Resource Scheduler data.
Plant Issues Default: Uses Upvise Equipment Allocation (Allocate/Leave Project).

Notes:

Events for people are scheduled in the Workbench Resource Scheduler and synced to Upvise.
Equipment is allocated to projects using the standard Equipment Allocation process. Only equipment marked as "assigned" to a project will be defaulted. Equipment Schedule Default is derived from the timesheet module settings.

Option 2: Upvise Resource

Plant Issues and Project hours: Uses the Upvise Resource Scheduler app exclusively.

2. Workbench - Scheduling & data Sync (Job Maintenance)

To schedule resources in the Workbench job scheduler, the "Job Scheduler" flag must be ticked.

Additionally, the "Sync to Upvise" flag must be enabled to sync the project to the project list. Subjobs don’t require this flag unless you need to create the diary against the subproject directly.

3. Default options in Upvise- Timesheet module in Upvise

To ensure that each Project hours and plant issue form auto-populate with your standard shift times, you will need to set this up in timesheet settings.

Timesheets > Options > General

In timesheet options, you will set up Work Hour Start as well as Daily Work Hours, where start hour is the time you start as a default and the daily work hours is the working day including breaks. E.g. 8 hours 30 minutes

Workbench - Event Details

The “Event Details” will sync across to upvise and be auto-filled in the project hour details field.

Event Type
Event Title
Event Details

Screen Guide

1. Generate Options

Generate options are used to select and set default options on the daily diary when creating the diary.

Project
1. This is the project that the diary will be created for

Field	Function	Behavior/Notes
Project	Filter Only	Allows users to filter based on the selected project. This determines the location the form will be linked. The project must exist in the project list. (can be a Workbench header job (level 1) or a subjob (level 2))
Sub Project	Default	The value entered here will be the default for the sub-project field when the diary is created. If left unchanged, it uses the scheduled data default.
Work Centre	Default	The value entered here Specifies the default work center for the diary form if different from the scheduled one. If unchanged, scheduled data is used, or the activity default from Workbench is applied if left blank in Upvise.
Activity	Default	The value entered here specifies the activity for all diary subforms. If no changes are made, the default activity for the employee is used.
Time Code	Default	The value entered here will populate an allocance if specified, with no default source. If left blank, no allowance will be recorded
Start Date	Default	The value entered here will defaults to scheduled times or timesheet module settings but can be manually overridden. The value entered if overridden will be filled into all subform “Start Dates”
Work Day Duration	Default	Specifies the workday duration, pre-filled with default or scheduled data, but can be manually modified. The updated value will apply to the diary subform for both labour and plant resources. Where the Plant rate is “day” the “duration” will always be 1. This can be manually edited in the daily diary once generated before submission.

2. Outstanding

Outstanding

This will show a list of outstanding scheduled events that have not had a diary created for the day or project specified.
This screen will filter based on the “project” selected in “generate options” view.
Where there is no project selected in the “Generate Options”, all events will display that have not had a diary created for.
In this screen, you can use the column filters to filter and narrow down the schedule selections.

3. Generated

The “generated” view will show a list of outstanding scheduled events that have had a diary created for the day or project specified.

Similar to the outstanding tab, this screen on the web will allow you to filter using the column headers
You will be able to click on the “Linked” field to drill into the daily diary form from this view.

Screen Guide

Web

Mobile

Open the Create Diary app

Select Generate Options
1. Note: you only need to select the project to use the scheduled data. You can enter other options if you’d like to overwrite the data that was scheduled.

Navigate to “outstanding” to review the resources and DESELECT if required

Click GENERATE to create the diary

You will automatically be taken to the list of draft daily diaries to further submit

Click into the diary to edit and submit