pocketbeims WORK ORDERS

Transcription

1 pocketbeims WORK ORDERS Training Guide Supervisor Mercury Computer Systems (Aust) Pty Ltd Level 3, 271 William St, Melbourne VIC 3000 ABN: Tel: Fax: support@beims.com

2 Table of Contents pocketbeims Overview... 3 Introduction... 3 Course Aims... 3 Course Objectives... 3 Desktop Setup Information Setup PocketBEIMS Work Orders Desktop Application Setting up BEIMS Alerts for Error Management... 6 Pocket PC Accessing pocketpc Work Orders Work Order Settings... 8 Receiving New Work Orders Reviewing a Work Order Work Order Assignment Starting a Work Order Completing a Work Order or Placing on Hold Adding Materials to a work order Returning Unused Materials Appendix Methods of Connection Dock Connection Wireless (WiFi) Connection GPRS Mercury Computer Systems (Aust) Pty Ltd Page 2 of 21

3 pocketbeims Overview pocketbeims is software designed to be used on a pocket PC (also known as Personal Digital Assistant or PDA) using the Microsoft Windows Mobile 2003 operating system. pocketbeims has been developed by Mercury Computer Systems (Aust) Pty Ltd to extend the functionality of BEIMS. Introduction Course Aims This course aims to introduce and train you in the operation of the pocketbeims software. It is prepared to take you through, step by step, those mandatory requirements for the operation of pocketbeims, also options that will enhance the operation. This manual will remain a reference source for the continued use of pocketbeims. Course Objectives At the completion of this you will be able to: Create a new user to use pocketbeims Login, access all screens and work with the functions in pocketbeims. Understand and assign Work Orders to different Trades View Work Orders assigned to you Start and Complete Work Orders. Enter Action Taken details which relates back to Asset History. Allocate Materials to Work Orders Assign members to My Team. Mercury Computer Systems (Aust) Pty Ltd Page 3 of 21

4 Desktop Setup 1. Information Setup How to Create a Login in Tradesperson Details Differences between Supervisor & Tradesperson Tradesperson Skills and their effect on jobs sent to pocketbeims WO s Mercury Computer Systems (Aust) Pty Ltd Page 4 of 21

5 2. PocketBEIMS Work Orders Desktop Application pocketbeims Work Orders Desktop Application allows you to create filters for Global and Personal types. Filters, what are they? Creating Global Filters Creating Personal Filters Options for Materials Mercury Computer Systems (Aust) Pty Ltd Page 5 of 21

6 3. Setting up BEIMS Alerts for Error Management pocketbeims Work Orders Supervisors Note: To manage errors you will need to get your BEIMS Administrator to extract information from the following tables directly. At present there are no screens to update errors, work orders will need to have relevant information updated from within the BEIMS Work Order System screens. It is HIGHLY recommended that at least one BEIMS User has these Alerts setup. Tables include: Resource_Details_Error Work_Order_Detail_Error Work_Order_Assignment_Error Work_Order_Trades_Error Stock Issue errors are sent to the PDE Interface screen in Materials Management Systems (MMS) Mercury Computer Systems (Aust) Pty Ltd Page 6 of 21

7 Pocket PC 1. Accessing pocketpc Work Orders 1. pocketpc layout looks like below. To access the screen click start, programs 2. Main Menu Mercury Computer Systems (Aust) Pty Ltd Page 7 of 21

8 2. Work Order Settings 1. Web Service Details - These should only be modified by a BEIMS administrator. 2. Viewing Log Files There are two different log files which may be viewed including Error and Work Order Diagnostics. If needed these can be synched to the desktop PC and ed to BEIMS Support for analysis and fault finding. Contact your BEIMS Administrator or BEIMS Support on how to do this if required. This operation can be performed from either the Settings screen or the Work Order List screen, Options menu. Mercury Computer Systems (Aust) Pty Ltd Page 8 of 21

9 3. Work Orders pocketbeims Work Orders Supervisors Logging in to Work Orders Work Order List screen Mercury Computer Systems (Aust) Pty Ltd Page 9 of 21

10 Sorting Work Orders by Building, Priority or Work Order No. To sort the list you need to perform what is referred to as the Tap and Hold on the screen. This will generate a list of options as shown below. Sort by Building Sort by Priority Sort by Work Order Number Note: The following fields are displayed on each work order for each sort order; Building: Priority: Work Order No: (1 st line) Work Order Description (2 nd Line) Building Code, Building Description, Floor Code and Room Number (1 st line) Work Order Description (2 nd Line) Priority Code, Estimated Completion Date/Time, Response Time remaining % Bar (1 st line) Work Order Description (2 nd Line) Work Order No, Start Date/Time Mercury Computer Systems (Aust) Pty Ltd Page 10 of 21

11 Using Filters (Global & Personal) Select the filter from the drop down list to filter the work orders. The numbers in the top right indicate the ratio filtered jobs to total jobs for the TAB being displayed (eg in the sample below there are 18 Priority A or B jobs unassigned out of 196) Creating Personal Filters on the PPC Note: 1. You cannot edit or delete Global filters from the PPC, this must be done from the Desktop application 2. Personal Filters created on the PPC will be synched back to the BEIMS Database for use at later stage on other units that user may log into. Mercury Computer Systems (Aust) Pty Ltd Page 11 of 21

12 Configure My Team Note: Using the Configure My Team will be shown later when explaining how to Assign Work Orders to Tradespeople. a. Status Colours Mercury Computer Systems (Aust) Pty Ltd Page 12 of 21

13 b. About screen pocketbeims Work Orders Supervisors c. Work Order TABS (Not Assigned, Assigned & My Work Orders) Receiving New Work Orders When you receive a new work order you will receive an audible alert, the light on the front of the PPC should start blinking and you will see the Alert Bubble pop up on the screen. If you select OK, the bubble will disappear and the counter will return to 0. If you do not click on OK, after a few minutes the message will hide leaving the icon at the Mercury Computer Systems (Aust) Pty Ltd Page 13 of 21

14 top of the screen. The next time you receive new work orders, the value will increment and keep doing so until you click on OK. This is a very useful tool to provide an indicator to the person that new work orders have been received since the last Synch, therefore enabling the supervisor to action accordingly. Reviewing a Work Order The following functions may be performed on the work order; d. View Work Order Information from the 4 available TABS, Summary, Full Desc, Extra and Action Taken e. Assign the work order to one or more tradespeople f. Unassigned the work order from one or more tradespeople g. Add and View Materials against the Work Order h. Return Materials against the Work Order i. Start the Work Order yourself (this will automatically assign the work order to you) j. Add Action Taken details k. Complete or place on Hold Your work orders (i.e. only work order that appear in the My Work Orders TAB can be completed by you) Future (Next Release) functions include: Edit Extra Text Allocate History Type Code to Action Taken Enable Action Taken to be saved back to Asset History when Asset No is on Work Order or added to work order prior to completion Mercury Computer Systems (Aust) Pty Ltd Page 14 of 21

15 Work Order Assignment Assigning a Work Order Unassigning (i.e. Removing) a Work Order from a person To unassign a person from the job, select them from the list and click on the REMOVE button. Mercury Computer Systems (Aust) Pty Ltd Page 15 of 21

16 Starting a Work Order TAP on OK to begin the work order. This will also begin the timer for the calculation of the Tradesperson Time and set the trade Arrival Date/Time. Note: 1. A minimum of 0.25 hrs (15 mins) is allocated against the tradesperson for the job. Once the time spent on the job goes beyond 15 minutes in the day, the exact time is allocated. 2. The timer starts when you click on OK and the time stops when you either place the work order on hold or complete the work order. Completing a Work Order or Placing on Hold To complete your trade (and complete the work order if it is only a single trade job), or place it on hold, simply click on the OK button in the top right hand corner. The following question will be asked, Have you completed this Work Order?. If you select YES, the work order trade will be completed (your trade only) and you will go back to the main work order list. If you select NO, the work order trade will remain Outstanding but your assignment status will now be set to HOLD. Note: If the work order has only a single trade allocated to it, completing your trade will also complete the overall work order. This process is the same as that carried when using the Work Order Completion screen in BEIMS. Mercury Computer Systems (Aust) Pty Ltd Page 16 of 21

17 Adding Materials to a work order To add materials to a work order you must have either started the work order or have its details displayed on the screen, then select the Materials option. There are two types of Material Issues: Adhoc Issue: This is based on the Stores Issue screen in BEIMS CCS module and does NOT use the MMS Catalogue. This should not be used if you are licensed and manage inventory using MMS. Mercury Computer Systems (Aust) Pty Ltd Page 17 of 21

18 Stock Issue: This is only available for use if you are licensed for MMS. This screen makes use of the Catalogue and requires Stock Locations to be setup within MMS. Mercury Computer Systems (Aust) Pty Ltd Page 18 of 21

19 Searching for a Catalogue no Search TAB Results TAB pocketbeims Work Orders Supervisors Returning Unused Materials Note: 1. You cannot return a Qty greater than the original Issue Qty 2. You can return an item to a different location (i.e. Bin) to the Issue however it must be a valid Stock Location in MMS. 3. Both the Issue and Returns are listed as separate transactions Mercury Computer Systems (Aust) Pty Ltd Page 19 of 21

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21 Appendix Methods of Connection pocketbeims requires a method of communication to both, send and receive data between the pocket PC and the BEIMS Database. There are several methods for how this communication can take place. Dock Connection This is the most basic method of connection whereby data between the two points is synchronized whenever the pocketpc is returned back to its docking station. Wireless (WiFi) Connection GPRS This form of connection requires a wireless network to be installed and available at your site. It also requires that the pocketpc being used is WiFi compatible. WiFi networks can encompass large geographic areas so a major advantage of this method of connection is that pocketbeims data can be sent and received without the need to return the pocketpc to its docking station. More info available at General Packet Radio Service (GPRS) is a mobile data service available to users of GSM mobile phones. It is often described as "2.5G", that is, a technology between the second (2G) and third (3G) generations of mobile telephony. It provides moderate speed data transfer, by using unused TDMA channels in the GSM network. Mercury Computer Systems (Aust) Pty Ltd Page 21 of 21