Configuration of Jobs / Facility Maintenance Module

Configuration Tables for Job/Facility Maintenance Module

This article briefly outlines the typical Tables which are involved in the configuration of the Jobs/Facility Maintenance Module. For each Table mentioned it will be indicated if it’s “Required” or “Optional”.

Status: (Required)

Main Menu > System Administration > Event, Job and Function Status Master

You will need to either configure existing Status values for use with the Jobs Module or create New/Additional Status values for Jobs. Use the “Job Scope” column to define if the Status Code is applicable to Jobs.

Cancellation Reasons: (Required)

Main Menu > Job Management > Job Cancellation Reasons

You will need to define at least 1 Job Cancellation Reason if you intend to use the Cancellation feature of Job Management.

Departments: (Required)

Main Menu > Organization Administration > Fullfillments & Service Orders > Departments

You will want to define Departments for distribution of the Work Orders created by Job Management for the various “kinds” of Jobs you will create for your Facility.

Note Type/ Category/ Class: (Optional)

Main Menu > System Administration > Common > (Type, Category, Class)

You can define Note Types, Categories and Classes to allow for more detailed information to be added to your Jobs. Use of the Note Class can also be used to initialize Traces for alerts for staff, which can be especially useful when you have to take a Space “Out-of-Commission” on short notice and you need to inform Sales Staff of the Situation.

Category/Class/Type: (Optional)

Main Menu > Organization Administration > Event Management, Job Management > (Categories, Class, Type)

You may want to defined your various kinds of Jobs or Maintenance by Category, Class and Type. You may use the “Scope” column to define if the Category, Class and Types are shared with Events or are Job Specific, for the Type you may also Color-Code the Type to represent specific kinds of Jobs or Maintenance.

Rank: (Optional)

Main Menu > System Administration > Rankings

You may want to create Ranking codes to define your Jobs or Maintenance. Keep in mind that the Ranking levels are shared with Events.

Usage (aka Functions): (Required)

Main Menu > Organization Administration > Event Management, Job Management > Usage

You may create Usage Codes for defining your Functions for your Jobs, Maintenance. At minimum create at least on Usage Code to indicate that Maintenance is taking place and you may consider identifying specific kinds of Jobs or Maintenance, for example, separation of Painting from Carpet Cleaning or Repair of HVAC, etc. This can help your Event Sales staff understand if the Job might be something which might impact use of an adjacent space… for example, if the Space is being Painted the fumes might be something another client in the next space might complain about.

Resources: (Required/Optional)

Main Menu > Organization Administration > Fulfillments and Service Orders > Resource Master

Define Resources Types and Resource Item/Codes to be used in your Jobs, Facility Maintenance. You may be as Broad or Narrow in these definitions as you desire. For example perhaps you’ll have a Type of Maintenance under which you’d enter each of the Resources you’d need, Paint, Rollers, Labor, Drop-Cloths, Fuses, Light Bulbs etc… or perhaps you’d want to separate each of these into their own Type… creating a Type of “Painting” under which you’d place all the Supplies such as Paint, Brushes, Drop-Cloths you’d need for Painting and another called “Electrical” under which you’d place things such as Fuses, Circuit Breakers, Light Bulbs etc.

Keep in mind, if you wish to Inventory these times or use “Real-Time Inventory Checking” you will only create the “Types” in the Resource Master, you would enter the Items/Resources themselves in the Inventory Master, pushing them into the Resource Master through the use of the “Types” Tab on the Inventory Master, where you can select the Resource Types which will house the Resource Item.

Job Profiles: (Optional)

Main Menu > Job Management > Job Profiles

Job Profiles can be utilized to create predefined Data for your various kinds of Events. The Job Profile can contain as little information as “The kind of Job it is”… or as detailed as specific Functions for each “stage or phase” in your Job and each of those Functions could have Orders for the Supplies and Labor needed for that specific Stage/Phase of the Job.

For example if you Job was to re-paint a space, you might have separate Functions for “Prep” of the space for painting and include orders for the supplies specifically needed for just that part of the Job… “Painting” which would only include the supplied and labor for the actual Painting… and “Clean-up” which would only include the supplies and labor for that part of the Job. When you apply the Profile to your Job during booking,  it will Front-Load all these details into your Job after which you are welcome to update and modify these details, adjusting quantities, adding or removing Items etc. until your new Job is ready to go.

ADDITIONAL OPTIONAL FUNCTIONALITY

Inventory: (Optional)

• If you have the Inventory Module: Main Menu > Inventory Management > Inventory Master
• If you do not have the Inventory Module: Main Menu > Organization Administration > Inventory > Inventory Master

Use of Inventory allows you to do “Real-Time Inventory Checking” which can help identify situations where you might require a piece of Equipment or a Resource and find that it’s already Booked or out of stock.  The standard “non-module” Inventory allows for these Inventory Checks… if you have the Inventory Module, you can extend this to tie the Inventory Items to your Purchasing Module and define Re-Order Points and track Costs from your Various Vendors and allow you to create Purchase Orders for the Items.

iEBMS:

Main Menu > iEBMS > Job Processing

This module allows you to define a Web Page which can be displayed on a Phone which has the ability to access the Internet via a URL.  Job Processing allows your Staff to Receive the Jobs to which they’ve been assigned, at which point they can Update the Status of the Job and add Notes to the Job. Job Processing also allows for the Creation of new Jobs directly from the Users Phone. Any Web-Enabled Phone such as a BlackBerry or iPhone or Droid Phone or even a WiFi enabled Laptop (though the screen is designed with a Phone in mind, so it’s rather small and plain).

Personnel (aka WorkForce Scheduling):

If you have the Personnel module, you can tie the use of this Module to your Jobs. When you order a specific kind/type of Labor for a Job… it will allow the Personnel Module to display and schedule qualified Personnel.

Fixed Assets:

If you have the Fixed Assets module, it can be configured to produce amortization reports for the various equipment you utilize in maintaining your Facility.