Archibus Supervisor/PA Training Documentation: New ... · Archibus Supervisor/PA Training...

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Archibus Supervisor/PA Training Documentation: New Functionality Overview Several changes and addition to Archibus Web Central will be implemented beginning 2 Oct 2009. This document provides a brief overview of the new changes. Please refer to the Standard Operating Procedures located on the Facilities Management website for a more detailed and step-by-step review of these Archibus processes (http://facilities.uncc.edu/Archibus/sops.asp). 1. New Create WR form (All Archibus roles). On the new Create WR form view (See Figure 1) you will notice that the form has now been divided into sections: Requestor, Work Location, Equipment, Description and Priority areas.

Figure 1: New Create WR form

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1.1. When completing the form, you will also notice several improvements or new fields that have been added:

a. The Name displays below the code field wherever feasible. i.e. Building name, Division, Department b. “Same as Requested for” option: After choosing another employee using the “Requested by” field, the

contact and work location information will automatically change and the “Same as Requested for” check box will auto select. To revert to “Requested by” information, the customer must de-select the “Same as Requested for” checkbox (Figure 2).

Figure 2: De-selecting Same as Requested for checkbox reverts back to customer information

c. Select Drawing option. Within the Work Location section of the form, there is now a new option to select the room code from the drawing. Please note: When using the “Select Drawing” option, the Building and Floor codes must be selected first before selecting a Room Code (Figure 3).

Figure 3: Selecting a room from the drawing option

d. Equipment code filter by bldg: When the Equipment code filter is selected, the list of Equipment associated with the previously selected building code will display. Note: To view a complete list of equipment campus wide, select the red up arrow filter button located on the hidden mini console (Figure 4).

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Figure 4: Equipment field auto filters Equipment associated with Bldg selected. Selecting the red UP filter button displays all Equipment

Figure 5: New Options-WR Priority, Scheduled Event Name and Receive Email option for WR status changes

e. Urgency of WR selection: WR priority will now automatically default to the “Requested Completion Date” depending upon customer’s selection.

i. The standard defaults are as follows: 1. Emergency = Current Date 2. Critical = 2 days 3. Routine = 2 weeks 4. No urgency = 30 days

ii. The customer may change the date, if needed by selecting the calendar icon. f. Emergency WR option: A customer may now select the “Emergency” WR Priority option in

order to submit Emergency WRs within Archibus. (After selecting the Emergency priority, a pop up window will instruct the customer to call the Facilities Management shops directly after submitting the work request (Figure 6)).

i. Note: The shop contact (name and phone) information will display on the Overview page after submitting the work request successfully.

ii. In addition, the Shop Supervisor and PA will receive an email notification concerning the submitted Emergency WR.

Figure 6: Emergency WR notification

g. Scheduled Event option: Customers may now enter the details for work requests in reference to scheduled events that must be completed on a specific date. They will enter the event name in the

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field provided along with their Requested Completion date and time (Figure 5). Please Note: The Shops must always have a minimum of 24-hour notice to support scheduled events. Any attempts to submit a special event Work Request without at least a 24-hour notice will result in an error message (Figure 7). Once the customer has selected the appropriate timeframe and submitted the work request about the scheduled event, the customer must also contact the appropriate Shop Supervisor for follow up.

Figure 7: Error message when attempting to submit a Scheduled event without 24-hour notice

h. Receive emails for WR Status Changes: The customer may now select a check box to enable email notifications concerning status changes on their Work Request (Figure 5 above).

i. Customer option: Select Upload Document, Submit or Cancel Work Request. After all the information has been entered into all the fields, the customer will either select “Upload Documentt” to advance to the next page (Attach Documents page) or select the “Submit” button to submit the work request and go to a review page if no document attachment is required. The customer also has the option of selecting “Cancel” to cancel the work request completely and start over from the beginning (Figure 8).

Figure 8: Select Next, Submit or Can Work Request option

j. Add Attachment Option. On the Attach Documents and Submit Your Request window, the customer may attach a document to their work request by selecting the green up arrow located beside the Customer Documentation field (Figure 9). Once selected, you may then upload a document using the Check in New Document window. Note: After uploading the document, select the Submit button to advance to the Overview page.

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Figure 9: Attach Documents and Submit WR page of work request form

k. Overview page: The new overview page now provides the Shop name, Shop Supervisor and Processing Assistant names, and contact numbers (Figure 10).

l. Request Estimate option. Another option now available is the ability for customers to request an estimate before the work request moves forward. To request an estimate, select the “Request Estimate” button located in the top left corner of the Overview page (Figure 10). Note: There is no charge to the customer for Estimate Requests.

Figure 10: WR Overview page

1. A notice will display informing the customer that the work request will be chargeable as a

Reimbursable WR and require Shop estimates, Customer approval and then FAM approval (Figure 11). To proceed with the estimate request click “Yes”. To allow the work request to proceed as a regular work request, select “No”.

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Figure 11: Reimbursable Work Request Estimate notification

2. An email notification will inform the Supervisor/PA that an Estimate Request has been submitted for their review and estimate. The customer receives an email notice if an estimate is submitted or if the Shop rejects the estimate request (For step-by-step processes and information see SOP 101A: Requesting and Approving Work Request Estimates in Archibus).

m. New Print WR PDF format: The new Print Work Request button located at the top right corner of the Overview page provides the ability to print the work request details. (See Appendix A for WR Print view example along with other new Print views (PMs, Projects, etc).

Part 1: Hands-on Training Exercises: Log into Archibus Test Server and complete the following exercises.

Create and Submit a WR Create a New Work Request and use the drawing option to select the room Create another Work Request and attach a test document Create an Emergency WR Create a Scheduled Event Create and Submit a Requested Estimate WR

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2. New Process: Complete/Update WR Estimate task (Supervisor/PA role): When a customer submits an Estimate Request, the Supervisor/PA role will be required to review and decide whether to submit or reject the request using the form located within the Complete/Update WR Estimate task (Figure 12 and 13).

2.1. The Supervisor will use the Calculate Labor button to calculate and accumulate labor costs, and then add all other estimated costs in the fields provided. Once all calculation have been entered, select the Submit Estimate Button located at the top of the screen to send it to the customer for review and approval.

2.2. If the Shop Supervisor rejects the Estimate Request, the customer will have the option of re-submitting an amended estimate request for Shop review and estimate; or, the customer may reject the work request completely.

2.3. If during their review the customer decides to reject the work request, the work request will be sent to history in “ Rejected” status. The customer may submit another work request completely using the Create WR task.

Figure 12: Supvr/PA role: Update/Complete WR Estimate

Figure 13: Shop Supervisor Role: Edit WR Estimate – Submit or Reject Estimate Request

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3. New Process: Customer Approves/Rejects Shop Submitted Estimate: When Supervisor/PA completes and submits the estimate, the customer will review the estimate by accessing the Review/Approve Reimbursable Estimated WR task (Figure 14). Once the Customer approves the Estimate, it will be sent to the FAM for approval following normal Reimbursable WR processes (For process details and work flow, see SOP 101A: Requesting and Approving Work Request Estimates in Archibus.)

Figure 14: Cust Role: Review/Approve Reimb Est WR 4. New Process: Locked WR: Approved estimate requests will proceed as a normal work request except that if during the process of completion the actual costs exceed the approved estimate; if this event occurs, the work request will automatically lock. Email notifications will alert the M & O Manager, Shop Supervisor/PA, WR customer and the FAM.

4.1. Resolving Locked Work Requests. The Shop Supervisor must initiate a resolution and work with the customer to resolve the issue. A new estimated cost may be submitted by the Shop Supervisor for the Customer’s approval. If approved by the customer, the new Work Request estimate will be automatically routed to the FAM for Funding/Approval. The Shop Supervisor or PA also has the option of reducing the CF Hours and/or shop stock costs to unlock the work request.

4.2. Submitting New Estimate for Customer Approval. If the Shop Supervisor decides to submit a new estimate for approval, the Supervisor or PA will log in to review the locked work request using the Complete/Update WR Estimate task. The Supervisor will recalculate costs, shop stock, etc, adding new craftsperson notes as needed and then select the Submit Estimate Button located at the top of the screen to send it back to the customer for review and approval.

4.3. Customer Reviews Resubmitted WR Estimate. The customer will then review and either approve or reject the new estimate (Figure 15). If rejected, the work request will stay in “Locked” status until the Supervisor and Customer resolves the issue.

4.4. WR Estimate Resubmitted to FAM. If approved, the new estimate will be sent to the FAM for review/approval. If the FAM rejects the new estimate, the rejected WR will be sent back to the customer for re-submission and resolution with the Shop Supervisor. If approved, the WR will be unlocked.

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4.5. Lock WR Resolved. After cost resolution and approval, the work request will be unlocked automatically within Archibus and email notifications sent to all parties. The work request will then proceed as normal to completion and billing.

Figure 15: Customer reviews Locked WR waiting for new estimate approval

5. New Feature: Default Collapsible Consoles and Task Windows: In many views including the Supervisor/PA role, the main console is automatically collapsed when the task is selected. The Main Search console can be opened for searching when needed by selecting the (tiny) grey arrow located at the very top and middle of the main windowpane console (Figure 16). Please Note: To enable a larger view area, the Side menus (task list, work request window) may also be collapsed by selecting the small grey arrows located in the middle and along the left side of the windowpanes (See Figures below); this will enable a larger screen area when viewing the WR Edit Screen and WR details.

Figure 16: Opening the Collapsible Console and Task Windows

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6. Re-Routing WRs. Using the Review and Issue WR, Issue Approved WRs or Edit WR task, Shops may now view and select other Shop Codes in order to reroute a work request correctly (see SOP 102: Rerouting WR in Archibus for step by step processes).

7. CF Assign: Planning Board (Supervisor/PA role): This new feature provides the ability for Supervisor/PAs to assign craftsperson using a Planning Board (Figure 17). The Planning Board will display when the CF Assign button is selected from the “Review and Issue WRs”, “Issue Approved WR” tasks or by selecting the new Assignment Planning Board” task (located under Tech heading in Supvr/PA role). Note: The planning board is used for estimating hours only not actual hours; Actual hours are applied using the Update Hours tasks located under the Supervisor/PA role. New Requirement: Before a WR can be issued, the WR must have a Craftsperson assignment.

Figure 17: Planning Board for adding Craftsperson to work request

7.1. After selecting the CF Assign button, the New Task is dragged and dropped onto the craftsperson name and day (Figure 18). Note: The list of craftsperson will be filtered to specific shops for easier to assign the WR to a specific CF.

7.2. After dragging the new task assignment onto the specific craftsperson’s area (Figure 7), the Schedule window will display for selecting function code, level, scheduled hrs, date and comments (Figure 19). (For more information, see SOP 106: Assigning Craftspersons to WRs within Archibus Web Central).

7.3. After saving the schedule, the work request will be assigned to the craftsperson and viewable on the Planning Board.

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Figure 18: Assigning the New Task to a Craftsperson using Dragging and dropping feature on the Planning Board

Figure 19: Schedule for adding estimated scheduled hours and function

7.4. Assigning CF from another Shop. A Craftsperson from another shop using the Assign Craftsperson task. After selecting the task, select the WR then the Add New button. The Add/Edit Estimated and Actual Hours form will display. Select the All Craftsperson button to select a CF from the list (Figure 20).

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Figure 20: Assign CF and ability to Assign other CFs from another shop to a WR Part 2: Hands-on Training Exercises: Log into Archibus Test Server and complete the following exercises.

Demonstrate Knowledge on opening the Collapsible WR Search Console Demonstrate Knowledge on using WR Search Console features

Re-Route a Work Request to a Different Shop Complete a WR Estimate and Submit to the Customer for Approval Review and Reject an Estimate Request Assign Craftspersons to a WR using the Planning Board Demonstrate knowledge/processes for resolving a Locked WR Submit a WR to a FAM for Approval

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8. New Work Request System Request type: The type of WR is now categorized to designate the WR type (see Figure 21). Users may now select a Request Type on the Search Console i.e. Building Operations WR, Capital Project, Kannapolis, PM, MF, or Project).

9. Print WR option: (Supervisor/PA and Technician roles): The new Print WR task allows the user to narrow their search using selected search criteria including specific WR Request Type and/or by selecting a craftsperson’s name (see Figure 22).

9.1. The user may then select specific work requests or select all in the WR Search Results window by clicking in the check boxes located beside each work request code. (Note: To bulk select all, select the first check box located in the grey heading.)

9.2. After selecting the work requests to print, click the “Print Work Request Order” button that is located in the upper corner of the WR Search Results window (Figure 22). You will then be able to review the PDFs before printing (See Appendix A for Print Views).

Figure 21: Request Type selection list

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Figure 22: Print WR task options

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10. New Feature: Ability for Craftsperson to add CF Notes to a WR: Although Supervisors and PAs have the ability to notes, the Technician now has the ability to update their own WRs using the “Add Work Request Notes” task located within the Technician role (Figure 23). The Tech name and Date Time Stamp is added after saving the notes (Figure 24).

Figure 23: Tech role: Add WR Notes

Figure 24: Craftsperson notes saved to WR along with CF name, date and time stamp

11. Complete WR task (Supervisor/PA role): The Complete WR task (Figure 25) located within the Supervisor/PA role (Previously titled Update/Complete/Approve WR for Billing task) now offers the ability to bulk select WRs for completion. In addition, a new option also allows multiple WRs to be completed and readied for bill at once (Figure 26) (For process details, see SOP 112 and SOP 113.)

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11.1. Please Note: If you attempt to complete a work request that has $0.00 costs associated with it, an error message will display informing you that the work request cannot be completed since it has $0.00 costs (Figure 27).

Figure 25: Complete WR task

Figure 26: Bulk selection to Complete selected WR(s) or Complete and Ready to Bill

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Figure 27: Work Request error: WR cannot be completed because of $0 cost

12. Equipment Out of Service/In Service. In the Edit WR task and the Complete WR task, updates may be added in reference to equipment that has been marked out of service. Likewise, after marking the equipment out of service, the WR will also need to be updated to include the date and time when the equipment was brought back in service (Figure 28).

Figure 28: Marking Equipment Out of Service/In Service

12.1. Note: When Supervisors or PAs complete a work request, an error message will display if they attempt to complete the work request if equipment is still marked out of service (Figure 29).

12.2. Updates on the work request must be completed for the Date in Service and Time in Service fields before completing the work request.

Figure 29: Error message if WR has equipment out of service

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13. BOM Employee Maintenance. Supervisors and PA may insure the accuracy of craftsperson information using the Craftsperson Maintenance and Crew Maintenance tasks (Figure 30). Shops have access to update Craftsperson information including Supervisor Name, Shop / Zone assignment, Craftsperson Crew assignment, and Special Skills section etc. 13.1. Please Note: An employee may only be assigned to one crew. 13.2. The Facilities Business Office (FBO) will maintain position and employee data; however, Shop

Supervisors and PAs have reviewing responsibilities to ensure this data is correct and up-to date (See SOP 106A: BOM Employee Maintenance in Archibus for more information).

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Figure 30: Craftsperson and Crew Maintenance tasks

14. Reports. Supervisors and PA are now provided a dashboard and a list of reports to view and track work requests. 14.1. Supervisor WR Dashboard. The Supervisor WR Dashboard provides a visual of the 4 most

commonly used reports (Figure 31): Review and Issue WR; Issue Approved WR; 14-day old work requests and 30-day old work requests.

Figure 31: Supervisor WR Dashboard

BOM Tasks for Maintaining

Craftsperson and Crew

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14.2. Supervisor/PA role may view several reports located under the Reports and the Strategic Planning heading in Archibus (Figure 32).

Figure 32: Supervisor/PA role Reports 15. Find Work Request Search options. There are three search options available within the Supervisor/PA role that

can be utilized for locating WRs (Figure 33). Note: There is No VPN filter restriction which allows searching of all work requests:

15.1.1. Find Work Requests Active – provides ability to search for currently active work requests. 15.1.2. Find Work Requests History –provides the ability to search for just the historical work requests. 15.1.3. Find Work Requests WR-All –provides the ability to search among both active and historical

work request when work request status is not known.

Figure 33: Find Work Requests

Find WR Request Search options

Supervisor/PA role reports

Strategic Planning reports

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Part 3: Hands-on Training Exercises Log into Archibus Test Server and complete the following exercises.

Issue a WR after Assigning CFs Issue an Approved WR In the Print Work Request task, demonstrate understanding of the bulk printing option Return Work Request to Issue Status Edit WR information and Add Attachment Test Document Assign CFs from a different shop Update CF hours on a Work Request Mark a piece of Equipment Out of Service and then Back In Service Complete and Finalize a WR for Billing using new Multiple Complete option

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APPENDIX A: Print Views

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