Understanding system case scheduling

Where the planning, preparation and execution of proactive customer-driven services is managed through the creation of a system case - classified as either Estate Management or Generic - it is possible to launch each iterative occurrence using a predefined schedule. The cyclic framework for the schedule can be defined as a once only event, or can be configured to generate a new case at regular intervals, the frequency of which being closely controlled through the assigned method: Calculate from last case, Fixed date or Fixed frequency. Once the next scheduled slot is reached, a new case matching the relevant classification will be launched automatically, reflecting all the attributes and service level constraints of the underlying category. Each scheduling method available to the end user offers complete flexibility over when cases will be generated, affording the opportunity to mirror their own working practices and align case management activities to their published standards of service:

Calculate from last case - Applicable to Estate Management and Generic cases alike, this option introduces dependency rules between successive cases and therefore the trigger for launching a new case can be determined from the commencement or completion date of the previous one. Additionally, for Estate Management cases only, case activation can be calculated from the target or actual inspection dates. The latency period between successive cases is also controlled through the assignment of a frequency unit (Days, Weeks or Months) and a period unit multiplier (an integer value).
Fixed dates - Applicable to Estate Management cases only, where successive inspections are automatically triggered on specific dates, irrespective of the progression status for any previous case, an end user can define the scheduled launch points manually. Whilst any number of dates can be captured during initial creation of the case schedule, future entries can be appended to the record at any time.
Fixed frequency - Applicable to Estate Management cases only, regular inspections can be scheduled to occur on a weekly, monthly or yearly iterative cycle. By selecting a weekly recurrence frequency, an end user can define a specific day on which the periodic inspection should be launched. Similarly, for a monthly recurring frequency, an end user can choose either a specific date, or employ the ordinal selector (1st, 2nd, 3rd, 4th, Last) in conjunction with a day of the week e.g. to generate a new inspection on a quarterly basis every 3rd Thursday in that month.

Once defined, a case schedule is initiated using a complementary system task, ensuring that this routine function can be managed in the background without impacting on attended activities, and therefore reducing much of the administrative burden of conducting repeat activities. Whilst only one system task is necessary to trigger all case schedules, it is important to define an operating frequency that will capture all preferred methods in the most timely manner. When configuring the definition of this system task, the Module and Task fields must be set to the reserved values of System and Scheduled System Case Creation respectively. Each time a system task is executed, all new and existing case schedules will be interrogated to establish whether the next launch point is due.

See related topics...

To configure an estate management case schedule

To assign fixed dates to an estate management case schedule

To assign estate records to a system case schedule

To create a new scheduling timetable

To add a task to a scheduled timetable