Activity Management

See Also

 

For any department, the Activity Manager lists each activity, telling you how many of each are active, pending, overdue, and so on. The Activity Manager also shows you, for each active departmental job, which activities are pending, active, and completed; also indicating where activities have gone past their scheduled end dates.

The Activity Manager only shows information for departments that are currently active; once the department is marked as completed, that job’s activities aren’t reflected in this report.

Adding the Activity Manager to the Tools List on Your Home Page

1.

Go to your Home page in Chronicle.

2.

On the top left of the Tools tab, click the Edit button.

This lets you control which tools are shown in your Tools list.

3.

Under Management Tools, check the box by Activity Manager, and then click Next at the bottom of the screen.

You’ll be taken back to the Home page and Activity Manager will now be in your tools list.

Generating Activity Reports

1.

Go to your Home page in Chronicle and click Activity Manager.

2.

In the Activity Manager window, click either the Departmental View or the Job View tab at the top of the screen.

These different views are each discussed in more detail below.

3.

Pick the department to view information for.

For a view of the company as a whole, see the Department Manager.

4.

(Optional) To limit the report or change what’s shown, use the drop-downs at the top of the screen.

5.

When done, click the in the top right corner of the window to close the window.

Options from Either View

When looking at either view, you can:

Export the data to Excel: Click Export to Excel.

Print the report: Click Export to Excel, format the report as desired, and then print the report from Excel.

Sort the report: Click the column heading to sort by.

Get more information: Double-click any cell for more detail. (In the Departmental View, double-clicking any number takes you to a list of activities that make up that number; in the Job View, double-clicking opens the job file.

Departmental View

For any jobs where the selected department is active, the Departmental View shows how many activities are active, overdue, and pending. The Departmental View looks like this:

The Overdue and Completed Overdue columns are particularly important in identifying where you have problems in your business. For example, if you discover that 12 painting activities are overdue, you know you have an issue that you need to address.

The Deleted and Terminated columns can alert you to other sorts of problems. For example, if many activities are being terminated (cancelled by the customer), then it could be that you just have a lot of do-it-yourself customers, but it could be that people are canceling work because they aren’t satisfied with other aspects of your service. This report doesn’t tell what the problem is, but it tells you that you have something to look at to make sure your business is being managed well.

This view can also help in planning and scheduling. For example, if you see that you have 15 pending drywall activities, this can help you plan resources or schedule subcontractors so you can stay on schedule.

Departmental View Options

Pick the department to view information for. When you pick a new department, the report automatically refreshes.

To limit the report to activities on jobs associated with a particular person/organization/etc.: Click the View dropdown.

To limit the report to just production or just administrative (non-production) activities: Click the Show drop-down.

To see which activities have the most pending, overdue, etc. activities: Click the corresponding column heading to sort by that column. For example, if you click the heading Active Overdue, Chronicle sorts the list with the activities with the most overdue events at the top of the list.

To refresh the display: If you or someone else has changed information elsewhere in Chronicle while you’ve had this report open, click Refresh Report to update the display to reflect the changes.

Job View

The Job View show each job that has the selected department active, and lists the status of each activity for that job. This lets you quickly see which jobs are on schedule and which aren’t.

Job View Options

Limiting the view to jobs/activities with a particular template: By default, the Job View lists all departments and all activities. However, you can use Limit to Activities Added with Template to limit the report to activities that were added with a particular template.

Limiting the report to activities on jobs associated with a particular person/organization/etc.: Click the View dropdown.

Changing the status of activities or seeing more detail for any job: If the status of any activity has changed, or to make any other change to the job, double-click the corresponding line to open the job file. This takes you to the Depts & Activities tab so you can update activities,but you can move to other parts of the job file if you wish. When you come back to the Activity Manager, you’ll have to click Refresh Report to update the report to reflect your changes.

Listing selected jobs on the Jobs tab: Check the box in the checkbox column for each job you want to include in the list and then click View Selected Jobs on Jobs Tab.

Sorting the report: Click the column heading to sort by: you can sort by customer name, job ID, overdue status, or days; you can’t sort by the activity columns.

Columns You Can Show or Hide

Columns with the job ID, whether the job is overdue, and how many days the job is in progress can be displayed or hidden depending on whether you need them. To change which columns are in view, click the Preferences button. Chronicle remembers your changes so when you come into the Activity Manager again, the same columns will be shown or hidden.

Different Information You Can Show

The Show dropdown lets you change what information is in the report. You can choose:

Status: This shows whether the activity is Pending, Active, Overdue, Complete, Complete Late, or Terminated. This view is shown above.

Due Date: For active activities, this shows the date the activity is due. For completed activities, it shows the date that the activity was actually completed. The key at the bottom of the screen shows what the different colors mean.

Days in Progress: For active activities, this shows the number of days that the activity has been in progress. For completed activities, this shows the number of days that the activity took to complete. The bottom of the screen shows the average number of days in progress.

Days Until Due: For any active activities, this view shows the number of days left to complete the activity and stay on schedule. If an activity is overdue, this shows the number of days ago that the activity should have been completed. The key at the bottom of the screen shows what the different colors mean.