Planned Work & Asset Manager

Transcription

1 Planned Work & Asset Manager Manual Planning Guide Introduction This document describes the process of creating a property s PPM schedule in your Service Providers logbook on your client s Elogbooks system. This guide is a general reminder/overview, and it recaps what was shown to you during the public webinar that you recently attended. If you re reading this document without having first attended one of our free public webinars, please contact Techsupport@elogbooks.co.uk and we will send you a list of dates and times of future scheduled webinars so that you can register onto one of them. What is PPM? PPM is a general term used within Elogbooks to describe any planned, scheduled or regular work that you carry out for your client. Examples of PPM include - If you re an M&E company, or other type of company providing hard services, this might be things like boiler servicing, emergency light testing, tap temperature testing, lift servicing, CCTV servicing, or regular landscaping and grounds maintenance. If you re a company that provides soft services, such as cleaning or security, this would be the regular tasks that you carry out as part of that service, such as monthly window cleaning, annual deep clean of carpets, supervisors audits etc. PPM should not be confused with Reactive works or tasks, which are jobs that you do on an unplanned basis e.g. boiler repairs, lift breakdowns, spillage clean-ups, graffiti removal, and any other special on request tasks requested by the client (urgent or otherwise). The Process The process for creating a PPM schedule for a client s property is as follows - You create the list of assets or planned tasks for the property You setup the dates by which the planned tasks need to be completed You submit the PPM schedule to the client s PPM Approver for that property The PPM Approver reviews and approves the schedule 1

2 Your Planned Works & Asset Manager The tool that you use to create a PPM schedule is the Planned Works & Asset Manager. The link to this tool is on the INDEX page of your Service Provider s logbook. When you click on the link, you ll be taken to the Service Provider s Asset Management tool, as shown below. The tool contains tabs at the top of the screen, numbered 1 6. The tab that you need to click first depends on what type of PPM schedule you need to create. If your PPM schedule for a client s property is restricted to 10 or less specific assets or tasks, the quickest way to get this information up onto the system is to manually input each of the task descriptions, and then quickly plan-in the required dates. This is done using Tabs 3 and 4. 2

3 If your PPM schedule involves the maintenance of 10 s or even 100 s of assets for a single property (e.g. you re a large M&E company) you should use the template spreadsheet and bulk-import process using Tabs 1 and 2, which is described in a separate PPM Uploader and Importer guide. The remainder of this document only describes the manual addition of a small number of tasks and assets using Tab 3 and 4, so if you wish to use the bulk-import process in Tabs 1 and 2, please ignore the remainder of this document and instead contact Techsupport@elogbooks.co.uk and ask for a copy of the PPM Uploader and Importer guide. Manually adding the tasks (Tab 3 Manage Assets) When you re ready to start manually adding your tasks for a property, click on tab 3, Manage Assets, and it will take you to the screen shown below. Using the drop-down selection at the top of the page, select the client s property for which you intend to create a PPM schedule. If the property you re looking for is not listed, and it is definitely a property at which you do PPM please Tech Support (Techsupport@elogbooks.co.uk) putting missing property in the subject box, and give us the details of the property(s) that are missing from the list. Adding your first planned task With the required property selected, you re now ready to start adding the descriptions of your planned tasks for the selected property. Click the Add New Asset button - 3

4 This will display the New Asset screen, into which you can type the details of the first planned task that you wish to add for the selected property. As a minimum, you will want to overtype new asset in the DESCRIPTION box with the name of the planned task that you are adding e.g. Monthly window clean, Quarterly inspection or Annual jetwash of rear patio. Depending on the property and the context of the work, you might also wish to add something in the LOCATION, AREA and NOTES boxes, but this is not mandatory. Many of the other boxes, such as MAKE, MODEL and SERIAL NO, are relevant only to physical assets (boilers, chillers, lifts, fire alarm systems etc) rather than soft service tasks, and do not need to be filled in unless they are applicable. Once you ve completed the boxes that are relevant to this task, click the Update Asset button at the top of the screen, and you will see your newly added task listed to the far left. 4

5 Legislative Compliance Tasks Depending on the type of service that you provide to your client, it might be necessary to mark some of your tasks as Legislative Compliance, more often referred to in Elogbooks as leg comp. This means that the task being carried out would generally require some form of supportive paperwork to confirm to the client that the work has been done. Examples of leg comp tasks would include Boiler servicing Lift maintenance and inspections Tap temperature testing Fire alarm testing Fire extinguisher inspections Emergency light testing Other tasks, generally soft service ones, do not normally fall under the category of legislative compliance. Examples of non leg comp tasks would include - General cleaning Security and guarding services Reception services Landscaping and groundworks If the task that you are creating is a leg comp task, then you must select the appropriate leg comp category from the drop-down selection box, as shown below- As demonstrated in the webinar, tasks that are marked as leg comp must have their paperwork attached to them before they can be closed down. 5

6 Adding the next task Once you ve created and saved your first task, and when you re ready to add the next one, just click Add New Asset button and repeat the above process. Keep repeating the above process until you ve added all the planned tasks for this property. As you continue to add your tasks, you will see the list increasing on the left-hand side of the screen (see below). You can click any of the tasks in the list if you want to go back and see their descriptions and make any changes. (Remember to click the Update Asset button). If you make a mistake with a task and you wish to delete it from the list, use the Delete Asset button. 6

7 Planning in the dates (Tab 4 Planned dates) Tab 3 described what you do and optionally where you do it. Tab 4 is where you input the information about when you need to have the task or work completed by. Most PPM tasks tend to have a regular and predictable schedule, such as Weekly Fortnightly Monthly Every 3 months (quarterly) Every 6 months (half-yearly) Once per year (annually) Let s look now at a couple of examples of how to plan in some dates for these types of task. Example Task #1 (weekly) In our first example, we are going to plan in the dates for a Weekly clean of glass entrance door task. We click on Tab 4, then click on our task in the list on the left. This will display an empty date planner on the right - Click the Generate Planned Dates link situated just above the planner - 7

8 This will open up a display like the one shown below. From within this window, you can choose the frequency for the task - weekly, fortnightly, monthly, bi-monthly, quarterly, half-yearly. In the case of weekly and fortnightly, you can say which day of the week the task needs to be completed by. In the case of monthly, bi-monthly, quarterly and half-yearly, it will default to making the task due to be completed by the last Friday of the period. At the top there is a Start Date and End Date. You can use these dates to control what period needs to be planned for. By default, the start date will be today s date, and the end date will be the 31 st Dec of the current year. It is generally recommended that you leave the defaults as is, except if you are creating new tasks and dates towards the end of a calendar year (i.e. in late Nov or Dec), in which case you may choose to plan for the remainder of the current year and the whole of the following year. In the case of our example weekly task, you can see below that we have selected the Generate Weekly option and have elected for the task to be due for completion by close of play on the Friday of every week. 8

9 When you ve made your selection on the frequency for this task, click on Create Planned Dates. You will then see the previously empty planner for the task become populated with the required dates. The W indicates our weekly task, due to be completed by the Friday or each week. Example Task #2 (Monthly) Creating a monthly task is just as easy. As you can see below, we ve selected the Generate Monthly option. 9

10 And after we ve clicked the Create Planned Dates button, we can see the monthly tasks setup to be done by the last Friday of each month. Manual date selection An alternative to using the Generate Planned Dates drop-down is to simply click inside the required to do by date on the task s planner. From the resultant pop-up, you can select the frequency type (probably annually or ad-hoc) and it will appear in the planner as a to-do-by date for that task. This is especially useful for creating less frequent and ad-hoc tasks that don t fit the usual predictable pattern of weekly, monthly etc. Daily Tasks Some soft services carry out daily tasks on site e.g. daily cleaning or manned guarding services. It is not practical to create a daily task on the system, as this would require you to log in and close down that task every day, so this is generally covered by creating a task called something like Provision of Daily Cleaning, and then giving the task a weekly or monthly schedule. You then close down the task each week/month and upload a document to the job which might be something like an attendance sheet or report to reflect the soft service that has been provided or carried out. 10

11 Reviewing your full PPM (Tab 5 Year Planner Review) Once you ve added all your tasks for a property, and you ve setup the required dates for each task, you can preview your full PPM schedule by clicking on Tab 5. All of the tasks will be listed on the left hand side (in alphabetical order), and the frequency dates you ve planned in will be shown in the main body of the planner. Making Changes If you ve made any mistakes with the dates, you can go back to tab 4, select the asset or task that you wish to change on the list on the left, and use clear planned dates button to clear the dates you previously setup for that task. 11

12 If you want to change the description or other details of an asset or task, go back to tab 3, select the task from the list on the left, and then make whatever changes are required. Remember to click the update asset button to save your changes. Submitting for Approval (Tab 6 Submit For Approval) Once you ve created your PPM schedule for a property, and you re ready to submit your schedule to the Property s PPM Approver for review and approval, click Tab 6. Make sure that the correct property is still selected in the top selection box. Underneath the property name, it will show the name and address of the client s PPM Approver currently assigned to that property and who will be required to review and approve your submitted PPM. 12

13 This person might not be your usual contact, but they are the person currently designated as the PPM Approver. If you have any concerns, and if you think the person indicated is not the correct contact (e.g. you know that this person has left the client s company and has been replaced by someone else), please contact Techsupport@elogbooks.co.uk before proceeding with the submission. Once you re ready, and with the property properly selected, you can type a little note to the PPM Approver in the box provided. Then you can click on the Submit Planner For Current Site button. Note: It is possible to setup planners for multiple properties in one go, and then submit to the relevant Approvers via the Submit Planner For All Sites button, but this isn t generally recommended when you are first using this tool; much better to do a property at-a-time. 13

14 Once you ve submitted a planner, you ll see a green message at the very top of the screen to confirm that the submission has been completed. What happens next? The PPM Approver will receive an with a link to review your submitted planner. They can ether approve or reject. While you are waiting for rejection or approval, you cannot change any of the submitted planned dates (see the note in RED on the above screen grab, just below the property name). If a planner is rejected, it will be rejected for the whole PPM schedule for that property - the PPM Approver can t selectively reject individual tasks. You ll receive an informing you of the rejection, and the PPM Approver can optionally provide a reason for the rejection. Once rejected, you can go back and make whatever changes and re-submit. Note: We generally recommend that you always liaise with your client during the PM planning process so that you understand what they require from you. It is their system, and each Elogbooks client has different PPM requirements for their service providers. If you have a dialog with your client before submitting your PPM, you reduce the risk of having that schedule rejected. And once approved? Once your PPM schedule has been approved, you ll receive an telling you that the PPM has been approved. The PPM tab on your Service Providers logbook will display the approved planner and the Planned tab will contain all of the individual planned jobs that go to make up the planner. As outlined in the free webinar training, you will then be required to go into your logbook and close down the tasks as you complete them. Tasks that you marked as leg comp will require their paperwork to be attached (using the browse button) before the task can be marked as completed. What if there is a delay in the approval/rejection? If there s a delay in the approval or rejection of your PPM schedule, you should in the first instance chase the PPM Approver concerned, and then escalate within the client if necessary. If appropriate, please contact us and we can also help to chase/escalate. 14

15 If I need help? It is your responsibility to create and maintain your PPM schedules, but we are always willing to assist you with this task. If you have any problems or questions, please our technical support team at Techsupport@elogboooks.co.uk, or you can call us on