Lively Minds Scheduler requirements.
The Lively Minds programme consists of a schedule of field and office based activities that run the length of a school term, around 3 months.
The activities are designed in a specific order and timing that allows the programme to be set up and embedded correctly, this order and the timings within the term is crucial to the programmes success.
Currently we painstakingly plot all of these activities per term manually in a GANNT chart in excel, taking into account all of the conditional relationships between tasks. Once done this 3 month schedule, viewed as weeks rather than days, is used to communicate the dates to the wider team.
The format of these activities falls into 3 distinct templates, set-up, ongoing, and sustain.
Every term 6 new districts in Ghana are brought into the programme and have to cycle through these phases.
What we require is a system that can have the rationale, dependencies and conditions for these 3 phases programmed in as templates, so that rather than manually plotting each term we can just select the term start date, and the phase we want to map and it populates.
Every term there will be districts in each of the difference phases, so there needs to either be 3 phase views, or one view that can accommodate all 3 phases, currently we have all mapped on to one GANNT. Happy for have separate views by phase, but as the same teams conduct activities for difference phases the system needs to be alert to clashes between them.
For each activity there are staff roles required, and varying numbers of staff required, this too would be programmed into the system to highlight if not enough staff are assigned to a task, or not enough staff exist to fulfil all the tasks on one occasion.
A key aspect of this is the dependencies, for example each activity knowing that it must happen after the previous task and before the next, and that it must occur, for example, within 2 weeks of the start of term.
The practice we are looking to achieve is that if for example we have plotted all of the activities for the term and then a national holiday is announced in Ghana, we can designate that date as a non working day, and the activity for that day would move to the next working day, and all related tasks would also move, and flag and conflicts that this may cause. An example is below
Attached you can see tasks were plotted, with non working days (weekends) blocked. Once the Monday also is marked as a non working day, all the tasks need to move along, but still factor in the weekend.
This proposed change would populate but only be published for all after admin confirmation. I f for example this knock on effect pushed the activities in this chain after the latest programmed date (end of term) this would flag as an error requiring admin action to fix. Admin would be able to make edits outside of rationale when required, but no one else would.