Los Angeles Unified School District M&O POLARIS Work Management System rev.4 1
POLARIS Work Management System introduced: Polaris is a new Maintenancee and Operations Work Management System that will allow users to easily search, status, assign and report time against work orders. POLARIS Features Simple Design Minimal mouse clicks Easy to learn and use Fast and efficient assignments and time reporting Benefits Increased work force productivity and performance Reduce costs o Decreased time spent on mouse clicks and application navigation Reduce idle time Getting started 1. ACCESSING POLARIS Open your Internet Explorer browser and type in http://vjer/ in the Address bar. You will then be taken to the FTS Help Desk home page. 2
Click on the Applications tab and select Citrix-EF Enter your Username and Password in the Log in box. This is the same username/password that you use to log into your work computer. Click on the Polaris icon The system will automatically launch the Polaris application. Polaris support team at 213-241-0334. If you do not see the Polaris icon, please contact the 3
2. POLARIS DISPATCH MENU OVERVIEW Exit Polaris Button Route Sheets The proper method of exiting the Polaris application. Standard Route Sheet search options against the defaulted Route Sheet New Route Sheet(s) Route Sheet Query Form Ad-Hoc Route Sheet search options Generate new route sheet(s) that have not been auto-generated by the system Work Orders Displays a result set of Work Orders that is determined by the defaulted Work Order Quick Find in the Edit Quick Search page Route Sheet Quick Search Custom Quick Find buttons that are developed in the Edit Quick Search page allowing easy access to Route Sheets. User may click on the button to import the values to the Route Sheet Query Form or the lightning button to access the Route Sheet directly. Edit Quick Search Allows the user to establish up to 8 customized Route Sheet and/or Work Orders Quick Finds 3. CUSTOMIZING QUICK SEARCH HOT BUTTONS Click on the Edit Quick Search button. The Edit Quick Search button takes you to a new Employeee Settings window where you can customize both your Work Order and Route Sheet Quick Find buttons. 4
EDIT QUICK SEARCH / EMPLOYEE SETTINGSS OVERVIEW Employee Labor Data Employee labor information exported from Maximo. Route Sheet Queries Allows the user to establish up to 8 customized Route Sheet queries. Queries established will appear as Quick Find buttons on the Dispatch Menu Work Order Quick Find Allows the user to establish up to 12 customized Work Orders Quick Finds. Quick Finds established will appear as shortcut buttons in the Work Order search menu. How to create Route Sheet Quick Find buttons There are two primary attributes of an employee labor record that you can generate the Route Sheet Queries against: 1. Assigned Craft (aka Labor Group) 2. Craft Code Both of these values reside in the employee labor record in Maximo. You have an option of either selecting just one or both drop down values in a query; however, if both values are selected, the query will only find employees who have both values in their labor record. You may make a query your Default by checking the Default box to the right of the row and Delete by clicking on the X icon. You may create up to 8 Route Sheet Quick Find buttons and they will appear on your Dispatch Menu. 5
LAUSD POLARIS Work Management System How to create Work Order Quick Find buttons There are seven attributes of a work order that you can generate Work Order Quick Finds against: 1. Assigned Craft (aka Labor Group) 2. Craft Code 3. Complex Name 4. Type of Work 5. Job Number 6. Route Code 7. Description Keyword All seven of these values reside in the Work Order in Maximo. You have an option of either selecting just one or all seven values in a query; however, if more than one value is selected, the query will only find work orders that obtain all values. You may make a query your Default by checking the Default box to the right of the row and Delete by clicking on the X icon. You may Menu. create up to 12 Work Order Quick Find buttons and they will appear as on your Work Order Search 4. ASSIGN WORK There are two ways to assign work. The first option is to startt from a Route Sheet and then search for the Work Order(s) you would like to assign. The second option is to start from a result set of Work Order(s) and then select a Route Sheet to assign the Work Order(s) to. OPTION 1: ROUTE SHEET TO WORK ORDER (RECOMMENDED) There are several ways to access a Route Sheet (Please see Dispatch Menu Overview for the different options) ). For this training exercise, we will utilize the Route Sheet Quick Find (lightning button) that was created in the Edit Quick Search page. 6
LAUSD POLARIS Work Management System When the Route Sheet Quick Find (lightning button) is clicked, you will then be taken to the current day Route Sheet list for that query set. The Route Sheet list displays all employees that share the same attributes that was established in the Route Sheet query. There are two ways to assign work orders to an individual in the Route Sheet: Option 1: If you know the work order number you wish to assign, simply enter the Work Order number directly into the WO NUM column in the employees section of the Route Sheet. Option 2: If you do not know the work order number, click on the check box right above the employee name that you wish to create assignment(s) for and click on Select WOs to Assign. 7
Note: You may check the box for more than one employee. This will allow you to assign the same work order(s) to multiple employees at one time. LAUSD POLARIS Work Management System POLARIS opens to the Select Work Orders to Assign page. The Select Work Orders to Assign page displays a result set of work orders that was defined as the default Work Order Quick Find in the Edit Quick Search page. If you wish to search for a different work order set, click on the New Search tab. POLARIS opens to the Please Specify Search Criteria page. On this page, you can customize your Work Order search preferences or utilize one of the Quick Search hot buttons that was established in the Edit Quick Search page. 8
Work Order Result Set Overview Reported Date: WO No.: Work Type: Priority: Job No/Type: Org Code: School Name: Assigned Craft: Craft: Work Requested: Status: The date the work order was created in Polaris. The work order number. The work order numbers are identifiedd by font colors. Green=APPR, INPRG Status; Yellow=COMP Status; Red=WAPPR Status, Black=WREVIEW Status. Note: You may only assign work orders that are in Green and Yellow fonts. The Work Type of the work order (e. g. SC = Service Call) The priority of the work order. The job number or job type used to determine how labor is charged against the work order. Entering a Job Type on an unapproved Service call will change the status to APPR automatically. This organization code of the school site. The name of the school. The labor group of the craft and area the work order is assigned to. (e.g. S2-EA) The craft code the work order is assigned to (e.g. EA) The work description of the work order. The current status of the work order. Note: You may change the status by clicking on the status to the right of the column. In addition to the details of the work order(s), you may omit a work order from the result set by clicking on the button in the Omit column. You may also view the Work Order Details of a work orderr by clicking on the WO Detail icon located in the furthest right column of the work order. Choose Work Order(s) to Assign To assign work order(s) from the Choose Work Order(s) for Assign page, simply check the box in the first column of the work order(s) you wish to assign and click on Assign WOs to Route Sheets in the top menu tab. 9
LAUSD POLARIS Work Management System The work order(s) will then appear in the employee(s) assignment in the Route Sheet List. Adjust the assigned In / Out time as appropriate. OPTION 2: WORK ORDER TO ROUTE SHEET In the Dispatch Menu, click on the Search for Work Orders to Assign button. POLARIS opens to the Select Work Orders to Assign page. The Select Work Orders to Assign page displays a result set of work orders that was defined as the default Work Order Quick Find in the Edit Quick Search page. If you wish to search for a different work order set, click on the New Search tab. 10
POLARIS opens to the Please Specify Search Criteria page. On this page, you can customize your Work Order search preferences or utilize one of the Quick Search hot buttons that was established in the Edit Quick Search page. Choose Work Order(s) to Assign To assign work order(s) from the Choose Work Order(s) for Assign page, simply check the box in the first column of the work order(s) you wish to assign and click on View Route Sheets. 111
POLARIS opens to the Please Specify Search Criteria page. On this page, you can customize your Route Sheet search preferences or utilize one of the Route Sheet Quick Find hot buttons that was established in the Edit Quick Search page POLARIS takes you to the Route Sheet List where you can select the employees you wish to assign the work order(s) to. Select Employee(s) to Assign. 12
To assign the work order(s) you have selected to one or more employee(s) ), simply check the box above the employee(s) name and click on Assign WOs to RS. POLARIS refreshes the Route Sheet List and populates the assignments to the selected employee(s). Adjust the assigned In / Out time as appropriate. 13
5. TIME REPORTING For each employee in the Route Sheet List, enter the actual In and Out time each work order assigned. By entering the In and Out time, the assignment is considered complete and ready to be reported. Optional entries include Mileage, Differential, Tools, Memo and Notes. There are two ways to create time sheets (report time) against assignments on a Route Sheet. Assignments can be reported individually or as a whole (all complete assignments in the Route Sheet List). OPTION 1: REPORT TIME AGAINST INDIVIDUAL ASSIGNMENTS Once you have entered and verified that all the values are accurate in an assignment row, you may create a labor transaction against the line by clicking on N value in the TC (Time Card) column. When the TC (Time Card) column is clicked, the value turns to Y and the Timesheet for that row has been created and is set to interface into Maximo that evening. The line will also turn gray, denoting that a time card line has been created. *Repeat steps for each assignment line for each employee. Note: You may only create Time Sheet against an assignment once. 14
OPTION 2: REPORT TIME AGAINST ALL COMPLETE ASSIGNMENTS IN THE ROUTE SHEET LIST Once you have entered and verified that all the values are accurate in all the assignment rows for all employees in the Route Sheet List, you may report time against all of those assignments through the Hot Sheet. POLARIS takes you to the Hot Sheet page where it displays the first assignment for each of the employees listed on the Route Sheet List and the total hours (Reg and OT) for each employee. To report time against all of the assignments with REG and/or OT HRS, simply click on BUILD TIME SHEETS. All existing assignments without REG and/or OT HRS will remain as assignments. 15
All assignments lines with REG and/or OT HRS will turn gray, denoting that a time card line has been created and is set to interface into Maximo that evening. The TC (Time Card) column for each reported assignment changes from N to Y. Note: You may only create Time Sheet against an assignment once. Reversing Time If you need to reverse a transaction in which the Time Sheet has been created, simply click on the N under the REV column of that row. A pop-up Attention window will prompt; select OK to continue or Cancel. 16
If OK is selected, the system will automatically generate a new line reversing the selected transaction. If needed, on the next available line, enter the correct assignment and repeat steps on creating a Time Sheet. 6. TOMORROW BUTTON (OPTIONAL) For all assignments that do not have a REG and/ /or OT HRS, you have the option to automatically exporting those assignment(s) to the next day Route Sheet by clicking on the TOMORROW button. Route Sheet for Fri, Apr 8, 2011 Assignment w/o any REG or OT HRS The assignment is automatically exported to the next regular schedule working day and removed from the current day Route Sheet List. Route Sheet for Mon, Apr 11, 2011 Assignments moved forward to the next regular working day Note: The tomorrow button will only work on route sheets which already have a full shift of regular hours. 17