Universal Resource Scheduling for Dynamics 365 Field Service
This article describes how Dynamics 365 Field Service uses Universal Resource Scheduling. We'll also take a look at how to configure Universal Resource Scheduling for onsite field service scenarios.
Universal Resource Scheduling is a Dynamics 365 solution that allows organizations from different industries with different scenarios to assign resources to jobs and tasks.
Universal Resource Scheduling assigns the best resources to jobs and tasks based on:
- Resource availability
- Required skills
- Promised time windows
- Business unit
- Geographic territory and more
Field service organizations most frequently use Universal Resource Scheduling to schedule mobile resources to location-specific jobs and tasks (known as work orders) as the resources travel to various customer locations. Because work orders are generally performed onsite, Universal Resource Scheduling schedules the resources with closest proximity to work orders, reducing travel time and costs.
In this article, we'll take a quick look at:
- Universal Resource Scheduling components
- How Universal Resource Scheduling works with Field Service work orders
- How to schedule work orders with Universal Resource Scheduling
- Basic configuration
For more detailed information on Universal Resource Scheduling, visit the Universal Resource Scheduling documentation.
When Dynamics 365 Field Service is installed, Universal Resource Scheduling installs automatically, and appears in the menu as shown in the following screenshot.
In general, work orders and related entities are a part of Field Service, while resource- and requirement-related entities are part of Universal Resource Scheduling. All work seamlessly together.
In other words, field service work orders define what work needs to be done and where, while Universal Resource Scheduling defines who can perform the work and when.
The following list shows which components correspond to Field Service and Universal Resource Scheduling:
- Work orders (Field Service)
- Bookable resources (Universal Resource Scheduling)
- Resource requirements (Universal Resource Scheduling)
- Resource bookings (Universal Resource Scheduling)
- Schedule tools - schedule board, schedule assistant (Universal Resource Scheduling)
- Resource Scheduling Optimization (installed separately) (Universal Resource Scheduling)
For more information, visit the Universal Resource Scheduling documentation.
How Universal Resource Scheduling works with Field Service work orders
Now that we've looked at how the various components correspond with Field Service and Universal Resource Scheduling, let's look at what happens when Universal Resource Scheduling interacts with Field Service work orders.
Creating work orders creates requirements
When a work order is created and saved, a related requirement automatically generates in the background. This requirement (which is a separate entity) outlines the specific details for resources that can perform the work order. The requirement is what will be scheduled to resources, and it simply references the work order.
By default, one requirement is created but a single work order can have multiple requirements. Additionally, a requirement group with multiple requirements can also be added to a work order.
Fields passed from work order to requirements
When a requirement is created, it inherits attributes from the work order, including but not limited to:
- Name (work order number text)
- Work order (look-up reference to work order)
- Work location
- Service Territory
- Start / End date
- Preferred/restricted resources
- Fulfillment preference
Updating work order attributes will update requirement attributes. Manual edits to requirements can be made before scheduling, too.
Many work order attributes are added to the work order when work order incident types are created, including duration and characteristics.
Field Service keeps the Work Order and the primary resource requirement in sync. All of the scheduling impacting fields are automatically synchronized. If a customer manually creates multiple requirements against a work order, those are not automatically synchronized.
Scheduling work orders with Universal Resource Scheduling
After a work order and related requirement are ready to be scheduled, Universal Resource Scheduling scheduling tools can be used to book the requirement to the most appropriate resource.
After a work order requirement is booked, a bookable resource booking record is created documenting the resource, travel time, and start/end time. The booking relates to both the work order and requirement.
You can book from:
- Work orders
- Schedule board
- Resource Scheduling Optimization (RSO)
Book from the work order
Selecting Book from the work order will trigger the Universal Resource Scheduling schedule assistant to match the related work order requirement with available resources.
Book from the requirement
Like with work orders, the same booking experience can be triggered from the requirement entity, by selecting Book while on the requirement.
Book from the schedule board
The lower schedule board pane displays requirement records and can be configured to show only requirements related to work orders with a view filter.
The requirement can be dragged and dropped onto a resource on the schedule board to schedule the work order. Alternatively, selecting find availability on the requirement in the lower pane will trigger the schedule assistant, which recommends the most appropriate resources.
Book with Resource Scheduling Optimization
Resource Scheduling Optimization can automatically schedule work order requirements based on predefined schedules or triggers. You can also manually accomplish this by selecting the Run Now button.
Configure Universal Resource Scheduling for Field Service
There are a few things you'll need to configure before getting started with Universal Resource Scheduling for Field Service.
Enable work orders for scheduling
Go to Resource Scheduling > Administration > Enable Resource Scheduling for Entities.
This is where administrators decide which entities can be scheduled to resources. When Field Service is installed, work orders are enabled for resource scheduling by default.
Double-click work orders to define default behavior when scheduling work order requirements.
Connect to maps
Connecting to a mapping service is critical if you want to geographically display work orders and route field technicians.
- To connect a mapping service, navigate to Resource Scheduling > Administration > Scheduling Parameters.
- Set Connect to Maps to Yes. Then save and close.
The API key will populate automatically and use the Bing Maps API.
In Field Service version 22.214.171.124+ the Bing Maps API key is hidden, and is unavailable for end users and external parties.
Configure booking statuses
Resources (field technicians) interact with booking statuses to communicate to stakeholders the progress of their work. For Field Service, booking statuses can update work order system statuses. This is done by noting a Field Service Status on the Booking Status.
Navigate to Resource Scheduling > Booking Statuses
See the following screenshot for the recommended out-of-the-box values.
Work order locations are defined by the latitude / longitude of either the work order form, or the related service account. It's important to also geo-locate resources.
Navigate to Resource Scheduling > Resources.
To ensure resources can appear on the schedule board map, they must have a geocoded starting and ending location.
There are two ways to geocode your resources.
Set resource start/end location to Resource address and ensure the related resource record (User, Account, Contact) as defined by the resource type has latitude and longitude values.
For example, in the following screenshot, the bookable resource has resource type = Contact; this means the related contact record must be geo-coded, meaning latitude and longitude fields must have values.
For routing purposes, the location of a resource is defined as the current work order location, current location of the mobile device, or the start/end location defined here when the other options are not applicable.
Set resource start/end location to Organizational Unit Address and ensure the related organizational unit record is geo-coded, meaning latitude and longitude fields must have values.
You may need to add the latitude/longitude fields to the organizational unit entity form.
Confirm geocoding works appropriately
To make sure resources are geocoded properly, navigate to Universal Resource Scheduling > Schedule Board. The resource should appear on the map. Select a resource's name to highlight their location pin on the map.
If the work order or requirement doesn't have a latitude or longitude, the location is treated as location-agnostic, which means the location of resources isn't considered during scheduling. If the work order or requirement has a latitude and longitude and work location is set to onsite, resource locations, travel time, and routes are considered during scheduling.