Estimator Quick Reference Guide

Transcription

1 Estimator Quick Reference Guide Contents: Heading Page 1. How the system is organized 2 2. How to use the Dashboard 4 3. Navigating to Job/Customer Records 5 4. Loss Detail Screen (Dates/Job Progress) 6 5. Adding LOST to a Job record 8 6. Adding Correspondence Notes ing from Correspondence Adding Documents & Pictures Costs & Integration Mobile Manager Web How to contact Support 22 Copyright, Service Software Page 1

2 1. How the system is organized: Restoration Manager.NET is a web based system that is available in a hosted mode (where we host it at Qwest Cyber Centers) or you client host it. Each company has a distinct URL web address, such as The system has online access for your service/production/marketing team, job owners, adjusters on jobs, and outside contractors. This access is gained through a logon ID and Password. A company can set up the system to manage multiple locations under one common database. Restoration Manager.NET was built to allow for terminology changes through-out, allowing you to change a job to customer, or a List to loss type. For more information see Division setup Terminology. The system has nine key area s; Companies, Jobs, Contacts, Losses, Tasks, Schedules, Techs/Subs, Equipment, and Reporting. The system will automatically load to a dashboard that displays critical information about your operation. The dashboards are configured based on user level and position (there are 2 Dashboard views: Production & Sales/Marketing). From the dashboard you can navigate anywhere in the system or select an underlined area on the dashboard for critical information like overdue equipment or lost leads! The system is organized around a job (many companies also refer to this as a lead). The job requires that you identify the company that it is associated with like an Insurance Company, Property Management Company, or a Third Party Company that you are working on behalf of. The job is the central storage place for everything concerning the loss and contains a job detail screen which displays the General job information, Employee s assigned to the job, Additional job information, Job progress and a job Snapshot, and other relevant information. The job detail has the following sub-folders on the left hand side of the page; Job Contacts Primary and Secondary Contacts, Renters, Property Managers, etc. Additional Contacts The Referral on the job, Adjuster, Agent and Property Manager (company contacts). Losses A Loss is used to identify the loss type (Fire, Water, Mold, and Repair) and the associated dates with the record (Date of Loss, Date Received, Customer Contacted, Etc.) work orders associated with the job. Note: There is only one Loss Type per job record. Schedule The schedule assigned to Tech/Subs on each work order. Tasks Tasks associated with the jobs, such as follow up on the Estimate being excepted, job scheduling, etc. Plan N/A Tech/Sub You can assign specific Techs/Subs to perform specific types of work. Correspondence A central file cabinet to record, track and follow-up on phone calls, letters, s, and other correspondence events. Documents A Central searchable file cabinet for documents and pictures related to the job. Document Merge Word merge documents that are set up by the Admin, once merged the documents are stored within Documents. Inspections Mobile task templates and inspections performed on the job. Costs A central location for keeping track of Estimate, Budget, Actual, Invoice, Collected by Loss type. Copyright, Service Software Page 2

3 1. How the system is organized (continued): The system helps you keep track of the progress of jobs by displaying this information on the Dashboard; this is located at the top right hand corner of the Dashboard and is called Job Summary. Each job must have a Loss assigned to it which includes key dates/times on the job such as: date/time of loss, date/time received, date/time contacted, date/time inspected, date estimate delivered, date estimate accepted, date/time scheduled, date projected to close, and date closed. Each Loss has work orders assigned to it that help you manage resources, track progress of work, attach pictures and sketches, and assign equipment. These work orders are tracked and managed as part of the unique job, the Loss is required to be closed to close out the progress on the job. Job Life Cycle: Job entry: Jobs are entered in Restoration Manager using, Add New Lead or Quick Add Job. Job details created: Job, Loss Type, Additional Contacts (Referral, Adjuster, Agent, etc.), Work Orders, Word Documents can be merged. Estimate performed: the date of estimate is entered and the Job progress is updated to Estimated Delivered. Estimate uploaded: Estimate created in estimating program with same Job ID and uploaded automatically through the Estimating Sync Module (if applicable). Estimate is accepted or denied: if denied, the Loss is closed, the Job progress is set to Lost and a determination is applied (reason job was lost). If accepted, a work order is created and scheduled for repair, additional work orders can be added if needed. The progress of the Job is set to In Production. Work Performed: Work is performed; work orders completed and actual costs are tabulated in the accounting system and exported automatically to Restoration Manager. Costs: Estimated costs are uploaded from the estimating system using an automated format; the costs are organized based on the following cost types: Labor, Materials, Labor burden, vendor, vendor burden, equipment, and other. Actual costs can be imported from the accounting application (if applicable) and mapped to the cost types in the same format. The resulting difference is calculated as the job gross profit by Loss Type. Close Loss, move the Job progress to closed and bill Job: Close the Loss by closing the work order(s) (the Loss will close as well), and then the Job Progress is set to Work Completed Ready to be Invoiced. Remember that the dashboard is a centralized location to understand where you are on Job progress, sales, leads, equipment, tasks and scheduling. Copyright, Service Software Page 3

4 2. How to use the Dashboard Figure 1 Production Dashboard The Production Dashboard is divided into 6 quadrants as follows; Performance, this displays the performance on the Estimator, Loss & Project Manager you can view the separate performance by selecting the toggle <> on the top right hand corner. The data appears within performance once jobs have a progress defined as closed and the loss is closed during the last x number of days. The number of days can be set by the system administrator under system setup. Top 5 Companies, this displays the performance of leads/jobs coming from insurance, Direct/Self Pay, Property Management companies over the last x number of days. The number of days can be set by the system administrator under system setup. Office/Division Tasks and Actions, this displays schedule events today and tasks for the user logged in. If the Portals are being used this area also displays Tech/Sub changes to review and Contact WOs to Process. Job/Customer Summary, This displays the status of every active job in the system. Remember each of the job progresses is customizable by the administrator. Equipment Summary, displays in real time Total Active Equipment, Current Utilization %, Equipment Out, Equipment Overdue displays in RED and Equipment Due Today displays in YELLOW. Loss/WO Summary, this displays the status of work orders that are assigned to each Loss. A work order has progresses that help you manage the status of the work from New Work order to Work Completed. Copyright, Service Software Page 4

5 3. Navigating to Job/Customer Records: Using Search located below your name is the most efficient way to access a job/customer record. Figure 2 Search Suggested search engine; Job by Contact (First or Last name), Job by Address (any portion of the address), Job by ID (RM generated ID or the ID manually applied to the Job record). Once you select which search engine you are going to use apply data within the search field then select GO. If multiple records appear within the Job screen as shown below then double click on the record you would like to view, then you will be within the Job Detail screen. Figure 3 Search, using Job by Contact Copyright, Service Software Page 5

6 4. Loss Detail Screen (Dates/Job Progress): To add pertinent dates as the job is progressing forward select Go within the Job Snapshot to view the Loss Detail screen (figure 5); enter the Date contact was made with the Customer and when the job is scheduled for Inspection. A pop up will display after each date field is populated stating Would you like to update the job progress to Customer Contacted, Inspection Scheduled, Estimate Delivered or Estimate Accepted. Select OK (figure 6); then select Save. To drive back to the Job Detail screen select View Job (figure 7). Typically the Estimator is responsible to update the following dates; Date Contacted, Date of Inspection, Estimate Delivered & Estimate Accepted. Figure 4 Job Detail Screen (Job Snapshot) Figure 5 Loss Detail Screen Copyright, Service Software Page 6

7 4. Loss Detail Screen (Dates/Job Progress continued): Figure 6 Loss Detail Screen (Dates & Job Progress) Populating the date field(s) triggers the progress pop-up; selecting OK updates the job progress (figure 7) to the assigned progress for the date field populated. Figure 7 Loss Detail Screen (Job Progress & View Job) Copyright, Service Software Page 7

8 5. Adding LOST to a Job record: Use search to navigate to the job; then select Go located within the Job Snapshot. Add the Date Closed then manually change the Job Progress to Lost. Once Lost has been selected another field will populate called Determination. To save the record it is required to select one of the pre populated Determinations as to why the Job was Lost; then select Close. To drive back to the Job Detail screen select View Job. Note: The Administrator can add additional Determinations if needed. Figure 8 Loss Detail Screen Copyright, Service Software Page 8

9 6. Adding Correspondence Notes: This is where you apply additional notes pertaining to phone calls, conversations, s, etc with the job as it is progressing forward. Job Correspondence is a central location that can be accessed by all employees to review all communication. To add correspondence note you need to drill down to the Job you want to associate the Correspondence note with. Select Correspondence or Correspondence** Figure 9 Correspondence or Correspondence** Figure 10 Add Correspondence Notes To add in a Correspondence note select New Correspondence Copyright, Service Software Page 9

10 6. Adding Correspondence Notes (continued): Select the Type of Correspondence, the Date & Time field will default to the current date & time you opened the record. All Contacts associated with the Job record appear in the With drop down. Subject is required to Add the record, apply all details within the Detail field. If the correspondence is unresolved set up a follow up below (automatically creates a Task). The follow up can be assigned to yourself or anyone else that has the permission to log into RM. S = Name, Date, Time Stamp Z = Zoom Note: Correspondence records cannot be edited or deleted unless the administrator allows the permission. Figure 11 Add Correspondence Notes 7. ing from Correspondence: To a contact you need to drill down to the Job, then select Correspondence Contact. Select the Contact you would like to send an to. Note: The contact will only appear in the drop down selection if they have an address associated with their contact record. Figure 12 ing from Correspondence Copyright, Service Software Page 10

11 7. ing from Correspondence (continued): Once you select the contact you would like to you will go directly to the Send Correspondence screen. The contact you selected to , address will appear within in the To: field. If you would like to other contacts associated with this job record simply check their name within the CC (contacts): field. Figure 13 Send Correspondence You can type a message within the body of the or select one of the templates from the dropdown. Templates MUST be added by the administrator of the application. Before selecting Send Message the can be previewed by selecting the Preview button located at the bottom left of the screen. Note: The preview screen will pop-up in a separate screen. Figure 14 Template Copyright, Service Software Page 11

12 7. ing from Correspondence (continued): Figure 15 Template Populated Copyright, Service Software Page 12

13 8. Adding Documents & Pictures: To add Pictures and Documents you need to drill down to the Job you want to add the Pictures or Documents to. Select Documents or Documents** Figure 16 Job Detail Screen Job Documents is a central location that can be accessed by all employees to review all uploaded Documents and/or Pictures associated with the job. Figure 17 Job Detail - Documents Copyright, Service Software Page 13

14 8. Adding Documents & Pictures (continued): To add an individual Document select New Document, located at the bottom left of the Job Detail Documents screen. (figure 17) Title and Description are required fields and will need to be populated, select browse to locate the Document you would like to upload. Note: There is no limit as to how many Documents can be stored within Documents, but one individual Document cannot be larger than 10mb. Figure 18 Job Detail Documents adding a Document To add more than one Document i.e. pictures; select Add Multiple, located at the bottom of the Job Detail Documents screen. (figure 17) Title and Description are required fields and will need to be populated, select browse to locate the Documents you would like to upload. Figure 19 Job Detail Documents adding multiple Documents pop-up Copyright, Service Software Page 14

15 9. Costs & Integration: Each job has a costs section where costs are accumulated by loss type and cost type (loss type = Water, Fire, Mold, Repair, etc). The costs section can contain the seven costs types (Materials, Labor, Tech/Sub,, Labor Burden %, Tech/Sub Burden %, Equipment, and Other/Mileage) for both Estimate and Actual (including gross profit) for each loss type. Figure 20 - Job Costs You can continue to drill down to an individual cost type from estimated costs by double clicking on the cost type, i.e. Materials cost break down. Figure 21 - Materials cost breakdown Copyright, Service Software Page 15

16 9. Costs & Integration (continued): Restoration Manager.NET can synchronize estimates from your estimating application, in order to perform this you need to load the synchronization service from Service Software and run the TAM report from Xactimate, save the report in PDF format in the Xactimate_PDF_Send folder (normally located within Documents on your work station). Our service takes the file and converts it so that our program can read and extract it. Our service maps the line items in the estimate to the cost types in Restoration Manager. 10. Mobile Manager Web: Mobile Manager Web is Available on iphone, ipad, Android Phones, Droid Tablets, any device with a wireless data plan or WIFI connection. This allows you to be more productive by searching Jobs, tasks, and update correspondence from the field. Sync all your data back to the web application wirelessly. If your Company is interested in this capability your assigned trainer; a support ticket will be created to complete this request. URL: the xxxxx represents the beginning of your company s URL prior to.restorationmanager.net i.e. jobs247restoration Figure 22 Logon Screen The Login ID & Password are the same as your Username & Password for Restoration Manager. Copyright, Service Software Page 16

17 10. Mobile Manager Web (continued): Figure 23 Main Menu My Jobs, Tasks, Contacts, Tech/Sub & WOs Figure 24 Job List Click on My Jobs to view all active jobs assigned with your name, these jobs will populate. You still have the ability to search for any other job that you are not assigned to. Search by Address any portion of the address, Contact (Primary or Secondary) - first or last name, Job ID or Additional Info after entering in the search criteria select the magnifying glass to find. Note: The search fields Address, Contact, Job ID & Additional Info are a contains search field. Or you can search for a Job Progress by selecting from the Progress drop down. That will pull in all active jobs with that associated Job Progress. Copyright, Service Software Page 17

18 10. Mobile Manager Web (continued): Figure 25 Job Detail Screen Details of the Job if you single click on any of the field labels in blue they will expand so further details can be viewed. Figure 26 Job Detail, Snapshot Snapshot screen has the following data stored within it Loss Dates, Type of Loss, Costs Copyright, Service Software Page 18

19 10. Mobile Manager Web (continued): Figure 27 Job Detail, Contacts Contacts screen has the Primary and Secondary Contact Information, Name and Contact Numbers. Figure 28 Job Detail, Additional Info Additional Info screen has the Deductible, Policy #, Policy Limits, Lock Box, Misc., Other fields within it. Data can be applied to any of these fields while working outside the office once the data is applied and saved it will be accessible within.net instantaneously. Figure 29 Job Detail, Notes Notes screen view Job Notes and add additional Job Notes while in the field. In.NET Job Notes are located within Additional Info on the Job Detail Screen. Copyright, Service Software Page 19

20 10. Mobile Manager Web (continued): Figure 30 Job Detail, Documents Documents screen all documents/pictures associated with the job can be accessed while working in the field. You can also Add New Document by selecting the + sign, add the Document Title browse the device to upload the Document then select save. Figure 31 Job Detail, Correspondence Correspondence Screen all Correspondence Records associated with the job can be viewed. To expand the record and view the details single click on the record. Figure 32 Adding in New Correspondence Click on Correspondence to expand, select add new correspondence. When adding in the note the following fields are required; Type, To and the Subject, add details, select Save. Copyright, Service Software Page 20

21 10. Mobile Manager Web (continued): Figure 33 Task List Screen Search by Incomplete or Complete after entering in the search criteria select the magnifying glass to find. Select the + sign to Add a new Task. Note: When adding a new Task this is not associated with a job record it is just a general task. Copyright, Service Software Page 21

22 11. How to contact Support: Our support operations are available 8 am-5 pm MST Monday through Friday. Support can be reached via at support@servicesoftwareinc.com or via telephone toll free at (800) Many times we request access to your computer so that we can see the steps that are being taken. We will talk you thru allowing us to connect. The Primary and Secondary Contacts at your company can submit requests thru the Client Portal. They have been furnished the web address for the portal along with their individual username logon and password that is needed. ADDITIONAL NOTES: Copyright, Service Software Page 22