• CCH Axcess Workflow
• Calendar Based Scheduling

• Update the Expertise, Industry Group, Department, Title/Level, Niche Group and/or Years of Experience to help filter employees to be scheduled in the SBE page.
• This is very useful when you generate the Weekly Resource Schedule report.  

• For example, to view the availability based on Titles using the Refine filter, the relevant Title/Level needs to be correctly set in Manage Users.
• This ensures that all users relevant to the specific title(s) are accurately displayed.
• You can now assign or reassign tasks based on availability of these users. 

• In the Resource Availability section of Manage Users, the hours for part-time employees can be set for a specific time period.
• This overrides the default of 8 hours (if the firm schedule has not been set) or the hours set by the firm for the time period and the location.  
• This information needs to be accurately set to reflect correct availability of users in the SBE grid. 

• CCH Axcess Workflow Calendar Scheduling is controlled through user rights. 
• CAL has multiple user rights to provide flexibility in giving various users access to the CAL views.  

• User rights can be configured to match the roles and responsibilities of users with respect to the Calendar Scheduler. For example, Partners and Managers can be assigned a Read Only access as they might be interested in data related to the booking information for different tasks and clients. 
• A Scheduler needs to actually assign tasks to users based on availability. This requires the Schedulers to have Read/Write access so that they can schedule task bookings. 
• A user can simply appear as a resource in the Calendar grid to be assigned a task based on availability. In this case, it is sufficient to grant him a Calendar Resource right. 

• You can select either “Calendar–Read Only” or “Calendar –Full Rights” but not both. The Calendar Resource user right can be selected along with any of the two preceding rights. 

• View the calendar scheduled hours in the RAS search and report.  
• Choose to display calendar scheduled tasks in the RAS search and report.  

• Booking details such as client/entity, the task type code, the job code and number of hours scheduled in the booking are displayed when you move the mouse over a booking.  

•  Client Name  
• Staff Required  
• Budget By Role  
• Days/Hours Needed  
• Job Code 

• Develop an hour threshold before you start scheduling. Only start with the larger jobs.  

• Having your task information up-to-date will save you time when scheduling.
• Make sure that the appropriate users are mapped within the Task page.
• You can make bulk updates to staffing within the Manage Staffing Assignments Utility. 

• Task can be scheduled based on users or tasks.
• The scheduler tabs Schedule By Employee (SBE) and Schedule By Task (SBT) can be simultaneously selected to be opened as independent pop-ups. This enables convenient scheduling of tasks, being able to refer to both the scheduling options. 
• The SBE and SBT pages are opened in pop-ups according to the following conditions. 

1. If a firm has both RAS and Calendar Scheduler, then RAS is the default landing page and the SBE and SBT pages open in separate pop-ups. 
2. If a firm has opted only for the Calendar Scheduler, then SBE opens as the default landing page and SBT opens in a pop-up. 

• This page enables the firm to see the clients and the days that they have been scheduled.
• For each client, you can see the days and the number of hours scheduled for each user assigned to the job.
• The Search Task feature on top of the grid helps to filter the clients and the tasks displayed in the SBT grid. 

1. Schedule By Task - Search Filter 

• Client/Entity 
• Client /Entity By User 
• Group 

• The bookings for resources corresponding to an expanded task alone can be displayed in the SBT grid using the Task Only toggle.
• When the Task Only toggle is enabled, bookings related to the selected task are displayed and all other bookings for resources (for other tasks) are hidden.
• Enabling this toggle adds clarity to the bookings for the expanded task.  

• The total scheduled hours for each month (for those months that have bookings) are displayed under Booked Hours.
• When clicked, the links display the scheduled task bookings for the respective month.
• This feature gives a quick insight into the booked hours for a specific month.
• A user can also navigate to the booking details that are outside the grid. 

• Summary: This shows general task and booking information. 
• Detailed: In addition to the general task and booking information in the summary report, the detailed report also shows the booking details on a role basis. The booking information shown in the report is for all users with specific roles (that can be set as criteria) assigned to a task. 

• The SBE page enables you to schedule individual users based on the availability shown in the SBE grid.
• The Search Employee and the Refine Filter features help to schedule tasks to targeted users. 
• The Schedule by Task and the Schedule by Employee pages provide huge benefits to schedulers to be able to schedule work in bulk.
• Such benefits include scheduling an entire job at a time or searching and scheduling multiple employees at a time. 

1. Heat Map 

• The Schedule By Employee tab opens the Calendar grid in the “Heat Map” view as shown in the following figure.    

• The current year is displayed as the default value. The Calendar Settings allow you to change this default year as per your preference. This value is displayed as the default year when you add a booking. 

• You can use the Advanced Sorting feature to sort on different parameters. This includes a sort by Conflict that is very useful when you schedule a booking. 

• Use the Settings−>Months Shown drop-down to load calendar data for a specific number of days when the page is invoked. This reduces the loading time for the calendar data as you can preset the number of days for which you want to view data. 

• The Staffing Management page displays information from the staffing section combined with the calendar schedules for all users in the specific engagement. This gives better visibility and enables improved organization of the team involved in the relevant engagement. For example, there could be a situation when a tax engagement could get rescheduled. In such a case, in addition to moving the bookings for the individual calendar user, a Manager would want to move the bookings for the entire team that is engaged in the task.  
• To facilitate staffing changes from within the Calendar Scheduler, you can now edit the team’s booking details from the Staffing Management page. This contributes to an improved integration between CCH Axcess Workflow and Calendar. 

1. Right-click on a task booking and select Staffing Management. 
2. In the Edit Booking slider, click on the link in the highlighted text as shown in the figure that follows. 

• You can now view the booking schedules of the entire team that is involved in the task.  

1. Associate a user to a role. 
2. Add bookings or make changes to existing bookings. Click inside the Bookings column corresponding to a user to add or edit bookings. 
3. Delete a user including secondary user. 
4. Tasks with the same identifiers (with PEDs in the future and for which Task has been created) are displayed to allow users manage resources on current and future tasks. 
5. Designate secondary users as primary users in the Edit Booking slider. 

• Weekly Resource Schedule Report: Shows the booked hours and the available hours on a weekly basis. 
• Scheduler Forecast Report: Shows the booked hours and the available hours on a monthly basis for a one year period. 

• The Resource Allocation Scheduling (RAS) information is useful when calendar scheduling resources in the near term.
• It provides a complete picture of how busy your resources are.
• However, not everyone uses RAS, so you can choose to disable the RAS Info on the SBE slide out.    

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