​​Barrel Planning User Documentation

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​Overview

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​​The VinoEZ Barrel Planning module allows barrel-related activities to be planned and managed within a simple calendar view. Activities can be planned against Topping Groups, Barrel Groups, or EURs at standard time intervals (cadence) until the debarrel date, or on an ad-hoc basis.
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​​Barrel Planning can be done at 2 levels:
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  1. ​​The EUR level. Plans at the EUR level are not linked to Barrel Groups or Topping Groups and can be used to plan activities out into the future to provide an indication of cellar work at the EUR level (before an EUR is put into barrel). (See Planning at the EUR Level for further detail)
  1. ​​The Topping Group / Barrel Group level. Once EURs are put into barrel, planning moves to being managed at the Barrel Group and Topping Group level. These are the plans that will actually be actioned within the Cellar. (See Planning at the Topping Group Level for further detail).

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​1 Barrel Planning Master Data

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​​In order for the Barrel Planning module to function correctly, certain Master Data is required. This data is managed at Barrel > Barrel Planning > Maintain Master Data
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​Operations

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​​The Operations tab contains a list of operations that are linked to the Barrel Planning module. Any work plans containing these operations will be displayed on the main Barrel Planning view.
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  • ​​The link to an operation can be removed by selecting the red link icon next to the operation 
  • ​​The link can be editted by selecting the blue pencil icon next to the operation
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  • ​​A new operation can be linked to Barrel Planning by selecting the ‘Add’ option from the ‘Options’ menu
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​Topping Group Setup

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​​Topping Group definition is managed within the Topping Group Setup tab. This tab contains a list of all existing topping groups, along with their initial end date, or debarrel date.
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​​Existing Topping Groups can be edited and deleted by selecting the blue pencil icon.
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​​A new topping group can be added by selecting the ‘Add’ option from the Options menu.
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​​A topping group contains the following information:
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  1. ​​Topping Group - the name of the topping group
  1. ​​Initial End Date - the planned debarrel date for the topping group. This is a required date and drives the logic when setting activities with a cadence for the topping group. (See ​+Barrel Planning User Documentation: Set-Activities-Using-Cadence​ )
  1. ​​Topping Vessel Number (optional) - the vessel that will be used to top the topping group
  1. ​​Owner - the name of the person responsible for managing the topping group
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​2 Barrel Planning Site Data

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​​Topping Groups for each site can be managed at Barrel > Barrel Planning > Maintain Site Data
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​​Select the location:
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​​Then select the Topping Group Management tab and select the Topping Group
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​​The Topping Group management view will then be shown for the selected Topping Group. 
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​​Within this view there are 3 functions.
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​Physical Location

​​A physical location can be set against a Topping Group to keep track of where in the winery the Topping Group is located.
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​Assigning VBTs to this Topping Group

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​​Barrel Groups (or VBTs) can be added and removed from the Topping Group on the right of the screen. To add a new Barrel Group vessel to the Topping Group, search for the vessel(s), select the checkbox, then click the arrow to move it/them across to the left of the panel.
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​Operations Cadence

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​​The Operations Cadence function allows an activity to be set against a Topping Group with a certain cadence. 
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​​On the left of screen, under ‘Operations Cadence’, select the Operation and enter the frequency. Then select ‘Save’. This will then result in a set of Work Plans being created, back-dating from the Initial End Date against the Topping Group, at the entered frequency. For example, if Top Barrels from Tank is the selected operation and a Frequency of 4 is set, a work plan will be created every 4 weeks, working back from the Initial End Date to the current date.
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​​A confirmation of how many work plans have been created will display in the top right of the screen
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​​The work plans can then be seen on the main view.
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​Debarrel Date Management

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​​In order to plan against an EUR, the EUR must have a debarrel date set against it. This is the date that it is anticipated that any of the EUR in barrel will be debarreled. This date is only used for planning purposes for any EUR that is not in barrel. Once in Barrel, debarrel dates are managed at that level. (See ​+Barrel Planning User Documentation: Topping-Group-Setup​ )
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​​To add an EUR, select ‘Add’ from the ‘Options’ menu.
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​​And enter the details for the EUR.
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​​This EUR will now appear and be able to be planned against in the EUR view. (See ​+Barrel Planning User Documentation: Planning-at-the-EUR-Level​ )
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​3 The Main Barrel Planning View

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​​The main Barrel Planning view is the key view within the Barrel Planning module. It contains a calendar view of all existing Work Plans. Work Plans can be updated and moved, and new work plans can also be created.
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​​There are 2 tabs available on the Main Barrel Planning View.
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​​The main Barrel Planning view can be accessed at Barrel > Barrel Planning
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​​When the Barrel Planning view first opens, select the relevant site to view existing barrel plans at either the Topping Group/Barrel Group level or EUR level.
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​Planning at the EUR Level

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​Planning at the Topping Group/Barrel Group Level

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​​When the barrel plans for the selected site are first displayed, the plans can be seen at the Topping Group level.
​​Each topping group can be expanded, via the + icon beside the Topping Group to see the Barrel Groups within it.
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​​The + and - icons in the top left button set can also be used to expand/close all of the Topping Groups.
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​​The bars, or chiclets, on the grid all represent pieces of work being done on a topping/barrel group. These pieces of work are ‘work plans’. The following explains how the work plans are set up:
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  1. ​​If work is being done for a Topping Group, a single work plan will be created, and this work plan will contain all the barrel groups within the topping group. When work plans are created via the cadence function at ​+Barrel Planning User Documentation: Operations-Cadence​, they are created at the Topping Group level.
  1. ​​Work Plans can be moved for a particular Topping Group, but also for a Barrel Group within a Topping Group. If a change is made to a plan for a barrel group within the topping group, via the Drag and Drop function, that barrel group will be split out into a separate work plan.
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​​Right clicking on a chiclet shows the details of the work plan it represents
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​​The main view can be filtered via the ‘Filter’ button
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​The Drag and Drop function

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​​The ‘Enable Drag and Drop’ button above the grid turns on the ability to drag and drop work plans across weeks. Moving a work plan will change the dates against the work plan to the Monday of the new selected week to the Friday of the new selected week.

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​Respect Dependencies

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​​At the top of the grid is a ‘Respect Dependencies’ checkbox.
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​​If this is selected, moving a work plan will result in any other work plans, of the same activity type and created via the Operations Cadence method, to move by the same time period.
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​​The following rules apply in this scenario:
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  1. ​​Only work plans created in the same cadence as the work plan being moved will be moved. Other work plans against the Topping Group/Barrel Group will not be moved.
  1. ​​Work Plans cannot be moved past the Initial End Date set against the Topping Group. (See ​+Barrel Planning User Documentation: Topping-Group-Setup​ ). Any work plans in the cadence up until this date will move, but if moving a certain plan will cause it to move past the end date, it will remain where it is.
  1. ​​Moving a work plan at the Topping Group level will move it for Barrel Groups also. Moving plans at the Barrel Group level will only affect that Barrel Group.
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​​If the ‘Respect Dependencies’ checkbox is not selected, only the specific plan being moved will be affected by any date changes.
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​Edit Mode

​​Above the calendar grid is an ‘Enable Edit Mode’ button. Selecting this turns on the mode that will allow work plans to be opened and editted, and will allow new work plans to be added.
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​Editing an Existing Work Plan
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​​Once Edit Mode is enabled. selecting a work plan brings up the hover details for that work plan. An ‘Edit’ icon and ‘Delete’ icon can then be seen when hovering over the details. Selecting the ‘Edit’ icon opens the Work Plan for editting.
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​​Within the modal, the Barrel Groups impacted by the work plan can be seen. Any data seen on the modal can be updated provided the status is less than ‘Scheduled’.
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​Creating a New Work Plan
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​​A new work plan can be added, in Edit Mode, by hovering over the week in which the plan is to be added. A ‘+’ button will appear. Selecting this opens the Work Plan modal and details can be added for the work to be done.
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​​New work plans can be set against both Topping Groups and Barrel Groups.
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​Managing and Printing Work Plans

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​​When it comes time to plan the work against any given work plan, the Work Plans page provides this function.
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​​To access the Work Plans page go to Barrel > Work Plans.
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​​Select the location/site.
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​​The work plans for the current week will be loaded on the left. 
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​​The grid shows:
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  • ​​The Activity being performed
  • ​​The Topping Group the work is for. If the work is for only a subset of Barrel Groups within the Topping Group, this will be visible when the work plan is editted.
  • ​​The Status of the work plan. The states a work plan can go through are:
  • ​​Planned - when the work plan is first created
  • ​​Scheduled - when the work plan is printed and sent to the ERP, 
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​Editing and Preparing a Work Plan

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​​To open a work plan to edit, select the blue pencil icon in the ‘Actions’ column in far right of the Work Plans table
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​​The Build Work Order view then opens for the select work plan.
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​Instructions tab
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​​Instructions can be added to the work plan, along with comments. Instructions can be selected from the standard set of instructions in the drop down, or added in manually.
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​VBT Details tab
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​​The VBT Details tab contains a list of all barrel groups on the work plan. 
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​​If there is a ph and Latest VA within the system for the lot, this will be seen in the pH and Latest VA columns. A Target FS will also be shown if one exists. The Current FS and SO2 add can be added here optionally.
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​Topping Vessels tab
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​​The Topping Vessels tab contains details of any Topping Vessels and Topping Lots against the Topping Group.
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​​A Topping Lot will be shown if a Topping Vessel was set against the Topping Group within ​+Barrel Planning User Documentation: 1-Barrel-Planning-Master-Data​ 
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​​Topping Vessels can be added on to the work plan by selecting the ‘Add Topping Vessel’ button.
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​ERP Info tab
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​​The ERP Info tab shows details sent to the ERP for the work plan.
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​Printing the Work Plan

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​​Once all necessary details have been added, the ‘Work Order Ready’ button can be selected.
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​​A warning will be shown if there are details that have not been added. Selecting ‘Cancel’ will return to the work plan to add further info. Selecting ‘OK’ will move the status to ‘Scheduled’.
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​​The work plan can now be printed using the ‘Print’ icon beside the work plan.
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​​The work plan can also be printed within the hover on the main view.
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​Viewing Barrel Plans within Cellar Planning

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​​Barrel Plans can also be seen in a grid view within Cellar Planning.
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​​To access this, go to Planning > Cellar Planning
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​​The Cellar Planning grid view shows all details of the work plans. Any updates made within this view will be visible within Barrel Planning.
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​Key Concepts

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  • ​​A Barrel Group can be in more than one Topping Group
  • ​​There is no limit on the number of barrel groups in a topping group
  • ​​When planning activities with a cadence at the EUR Level, use Oak Templates
  • ​​When planning activities with a cadence at the Topping Group level use 
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