Fieldwork Order. Field Work Order. User s Guide. PeerAssist Fieldwork Order Build 1.0.2

Transcription

1 Fieldwork Order Field Work Order User s Guide PeerAssist Fieldwork Order Build 1.0.2

2 Contents Editing Company Details Editing Company Details Part I Completing Your Setup... 5 Editing Company Details Part II Completing your Setup continued... 6 User Accounts User Accounts Part I Administrator Account Setup for User Roles: Setup New Roles...14 User Accounts Part II Administrator Account Setup for User Roles Importing Templates Importing Templates Part I Billing Templates...7 Importing Templates Part II Trade Templates... 8 Importing Templates Part III Role Templates Editing Templates Editing Templates Part I Billing Templates...10 Editing Templates Part II Trade Templates: Edit Rates Editing Templates Part III Trade Templates: Adding Attachments to the Trade Template Editing Templates Part IV Role Templates Managing Accounts Manage Your Personal User Account Managing Customers Managing Customers Part I Import Customer Master List Managing Customers Part II Add New / Edit Customer...18 Managing Employees Managing Employees Part I Import an Employee Master List Managing Employees Part II Add/Edit an Individual Employee Managing Projects Managing Projects Part I Import a Project Master List

3 Managing Projects Part II Add New/Edit Project: Enter Project Information...22 Managing Projects Part III Add New/Edit Project...23 Managing Materials Managing Materials Part I Import Material Master List Managing Materials Part II Add New /Edit Material Item Field Work Authorization (FWA) Request FWA Request Part I Tablet: Create / Edit FWA Request FWA Request Part II Tablet: Completing Your FWA Request...27 FWA Request Part III Website: Create FWA Request FWA Request Part VI Website: View FWA Request Status Field Work Order (FWO) Processing FWO Processing Part I Tablet: Create an FWO...32 FWO Processing Part II Tablet: Enter and Save FWO Details...33 FWO Processing Part III Tablet: Adding Labor Hours and Material Items FWO Processing Part IV Tablet: Preview, Sign and Send FWO in for Pricing...35 FWO Processing Part V Website: Begin Pricing FWO Processing Part VI Website: Review/Edit Labor, Material and Additional Pricing Items...37 FWA Request Part IV Website: View / Edit FWA Request FWA Request Part V Website: Reject/Approve/Forward FWA Request FWO Processing Part VII Website: Selecting Attachments and Move to Approve FWO Processing Part IIX Website: Approve Pricing FWO Processing Part IX Website: Preview Cover Letter and Execute

4 FWO Grouping FWO Grouping Part I Adding/Editing FWO Groups via Website: Creating a New Group...41 FWO Grouping Part II Adding/Editing FWO Groups via Website: Defining Group Details FWO Grouping Part III Adding/Editing FWO Groups via Tablet Export, Progress Reports, Create CSVs Export FWO Information Progress Reporting: Sending Updates to the GC Progress Reporting: Sending Updates to the GC continued Creating a Customer CSV Creating a Project CSV Creating a Materials CSV Creating an Employee CSV Viewing Your Tag Library

5 Manage Company Details Manage Company Details Part I Completing Your Setup 1 As a User with Administrator Role permissions you can click on the Manage tab, and select Manage Company to edit your company details. The existing data you see entered in each field was saved upon purchase of the FWO product. Now you can save additional data to complete the set up. 2 Selecting FWA Request On will switch this feature on across ALL projects. Selecting FWA Request Off will switch it off across ALL projects. This feature can also be switched on/ off at the individual project level. 3 Change the Week Ending date by clicking on the down arrow and selecting the desired day of the week. This is used to display the correct week ending date for your company on the work order documentation. 4 Change the recognized default currency by clicking on the down arrow and selecting from the list of available currencies

6 Manage Company Details Part II Completing your Setup continued 5 Edit the standard message of the FWO Letter Text that will be presented on each completed Change Order Request. Example: A request for change order has been submitted. Please review and respond at your earliest convenience. This letter will be attached to the price breakout, copy of the work order and any supporting documentation you select. 6 Add your company logo by clicking on Choose File and upload an image from your files. This logo will be used on all Field Work Order correspondence. This includes the change order letter, work order and price breakout. Locate the logo on your computer, Open the File to upload to the program. 7 Optional: Set up your main company and test the configuration. This is the address your customers will see when s are generated from FWO. If you choose to skip this step, s will be sent from the default Field Work Order account for PeerAssist. 8 Configure the type of s your company sends to your employees and customers by checking the appropriate boxes. This can also be done at the individual project level

7 Importing Templates Related: Importing Templates Part I Billing Templates 9 In order for the program to populate needed information, you must import the following standard templates: Billing, Role and Trade. Select from standard or predefined templates by clicking on the Import Templates icon. 10 Select Preview to see what the template will include. 11 Select the Billing template to import or preview. Once the template has successfully been imported, you will receive a notification. This import step can be repeated for all Billing templates that apply to your company

8 Importing Templates Part II Trade Templates Related: 12 Click on the Import Templates icon. 13 Select preview to see what the template will include. 14 Select the Trade template to import or preview. Once the template has successfully been imported, you will receive a notification. This import step can be repeated for all Billing templates that apply to your company. 15 You will be able to edit the name of the template and add more trades on the My Templates tab

9 Importing Templates Part III Role Templates 16 Click on the Import Templates icon. 17 Select preview to see what the template will include. 18 Select the Role Template to import or preview. Once the template has successfully been imported, you will receive a notification. 19 You will be able to edit the name of the template and add more roles on the User Accounts tab

10 Editing Imported Templates Editing Templates Part I Billing Templates 20 Click on the My Templates icon. 21 Click the check boxes to select the default templates that will be used for your company. All Customers and Projects will use default company templates unless overridden. The additional templates are also available to select from and edit at the Customer or Project levels. 22 Select Edit to make adjustments to the templates. This menu looks similar to the Template Preview screen under Import Templates but notice the fields are now unlocked. Template Name: Identifies the type of billing template. Edit how each Billing Category s calculations are displayed and add Additional Labor and Material items. These categories will appear on a section called Additional Pricing Items in the Pricing Step of the FWO process. You may also add new Billing Categories as well

11 Editing Imported Templates Part II Trade Templates: Edit Rates All Customers and Projects will use default company templates unless overridden. The additional templates are also available to select from and edit at the Customer or Project levels. Click on the My Templates icon. All existing templates that have been created or imported will be displayed. The type of template is shown in the Template Type column. 23 Select Edit on the individual Trade template to make changes. The Trade templates consist of the following: Template Name: Identifies the type of template. I.e. Drywall, Electrical, Painting, etc. Trade: Identifies the trade grouping Class: Identifies the Class grouping, i.e. Apprentice, Journeyman, Foreman, Laborer, Supervisor. Rate REG: The standard Regular Labor Rate. Rate OT: Overtime Rate, (Time and a half). Rate DT: Double Time Rate. PREM OT: Premium portion of overtime rate. PREM DT: Premium portion of double time rate. 24 Add more trades by clicking the + Add Trade button then enter your desired information. Be sure to click Save

12 Editing Templates Part III Trade Templates: Adding Attachments to the Trade Template 25 Attach your work order rate sheet to the trade template. Click on the paper clip icon then Choose File to Upload the worksheet from your computer or server then Apply the File. 26 A circled number will indicate how many attachments the template has

13 Editing Templates Part IV User Role Templates 27 User Roles define the application permissions that are applied to each user group. Examples of user groups: CFO, Project Manager, Project Engineer, Field Foreman. As a User with Administrator Role permissions you can add your own custom user roles or choose to import from a template and then edit them to customize. Click on the User Account icon and select Edit on the individual User Role to make changes. 28 Change the Role Name and Description, then click the check boxes to select the Permissions the Role will have. 29 Be sure to Save your selections! 30 You may also choose to delete a Role from the main User Account page as well by clicking Delete. Click Add to add a new User Role and edit it using the steps above. Be sure to save your new User Role!

14 User Accounts User Accounts Part I User Roles: Add New/Edit Roles 31 Click on User Accounts. As a User with Administrator Role permissions you can click on the User Accounts icon. 32 The list of currently defined user roles will be available to select for edit, or you may choose to add a New User Role. 33 Click New to add user role, enter the Role Name and Description, then select the permissions you want the User Role to have. 34 Edit or Delete the User Role

15 User Accounts Part II Administrator Account Setup for Users 35 As a User with Administrator Role permissions you can click on the User Accounts icon. 36 Add User Accounts by clicking New User Account. Enter the User s information then click Save. 37 The new user will receive a confirmation on the successful registration. This will contain their User Name ( ) and generic Password for sign in. 38 You can Edit saved data of existing user accounts by clicking on the Edit icon. 39 Click on the Delete icon to remove an account. Use caution here as this will permanently delete the account. Consider using the edit function to switch the account to Inactive instead

16 Managing Accounts Manage Your Personal User Account 40 Click on the Manage Tab then select the Manage Account button. 41 Add your signature by Choosing a File to upload or by drawing and saving a digital signature then click Save. 42 Select the Default View you would like to have when opening the program. Set your desired Chart Term Period. Your Job Role and Signature will be used on letter correspondence. 43 Click on Change Password to save a new password. Enter your new password, repeat then Submit

17 Managing Customers Related: Managing Customers Part I Import Customer Master List 44 Hover over the Manage Tab then select Manage Customers. Users that have permissions to Manage Projects will have access to Manage Customers and Manage Projects from the Manage Tab. 45 If this page is blank when you arrive, you have the option to click Upload to import a list of your customers from a CSV file. 46 Select Choose File from the popup window, select your CSV file, then click Upload CSV. 47 Changes to your customer information or status may be made anytime by clicking on Edit

18 Managing Customers Part II Add New / Edit Customer 48 Hover over the Manage tab. Select Manage Customers from the dropdown menu. 49 Add new customers individually by selecting New. 50 Edit customers by clicking on Edit. Enter the customer s information then click Save. *Customer Number: The number by which your company identifies the customer. (*Mandatory field). Address: (1) Street Name/Number, (2) Suite Billing Contact: Customer s billing contact information. Billing Contact Customer s billing . Billing Contact Phone: Customer s billing phone number. Billing Structure: Select from the additionally imported Billing templates if you will not be using your default company billing template. *Customer Name: (*Mandatory field) *Contact Name: The customer s main contact. I.e., Company Owner, Company Principal (* Mandatory field) *Contact The address belonging to the Customer s main contact. (* Mandatory field) *Contact Phone: The phone number belonging to the Customer s main contact. (* Mandatory field) Status: Select Active

19 Managing Employees Related: Managing Employees Part I Import an Employee Master List 51 Hover over the Manage Tab then select Manage Employees. Marking an employee on your CSV file as a User enables all employees to be imported in bulk and their accounts will be provisioned automatically. 52 If this page is blank when you arrive, click Upload to save a CSV file. Select Choose File from the popup window, select your CSV file, then click Upload CSV. 53 Search for a specific employee by typing in the employee name, or number

20 Managing Employees Part II Add/Edit an Individual Employee 54 Hover over the Manage Tab then select Manage Employees, 55 Click New to add an Employee. Be sure to click Save. First Name: Employee s First Name. Last Name: Employee s Last. Address: Enter your desired address. I.e., Mailing Address, Office Location or Main Company Address Phone: Employee Phone. Employee s address Number: Employee number. 56 Changes to your employee information or status may be made anytime by clicking on Edit. Remove an employee by clicking Delete

21 Managing Projects Related: Managing Projects Part I Import a Project Master List 57 Hover over the Manage Tab then select Manage Projects. 58 If this page is blank when you arrive, click Upload to save a CSV file. Select Choose File from the popup window, select your CSV file, then click Upload CSV. 59 Changes to your project information or status may be made anytime by clicking on Edit. 60 Search for a specific project by typing in the project name

22 Managing Projects Part II Add New/Edit Project: Enter Project Information 61 Click on the Manage tab then select Manage Projects. 62 Click New to add a project, enter the data and click Save. Project Number: Your company s identifying project number. Project Address: The address of where the project is located. Customer: Select from available customers. 63 Billing Structure: Select from the additionally imported Billing templates if you will not be using your default company billing template. Once a billing template has been selected, you may edit it. 64 GC Project #: Enter Customer s project number

23 Managing Projects Part III Add New/Edit Project 65 GC Project Team: Select which GC contacts to add to the project. They will receive correspondence from FWO. Click the check box to allow the team member permission to approve an FWA. You may also add or delete a new GC project team member here. 66 Enter Project Account information: Project Name: Enter your project name. Project Address 2: Floor, suite, building number Project State: Enter the project s state. Project Status: Select Active or Inactive project status. Project Team: Select the internal project team members you want to include on the s and permissions for this project. Trade Template: Select from the available imported trade templates if using a template other than your company default. Once a selection is made, you may edit the template s trades and rates for this project only. Start FWA Number: Define what number you want the FWAs to start from. Project Contact: Select which internal team member you want as the main project contact. I.e., Project Manager. Save your entries and selections. Configuration: Set the preferences for your project for both the GC and your internal team

24 Managing Materials Related: Managing Materials Part I Import Material Master List 67 Hover over the Manage Tab then select Manage Materials. 68 If this page is blank when you arrive, click Upload to select and save a CSV file. Select Choose File from the popup window, select your CSV file, then click Upload CSV. 69 Changes to your materials may be made anytime by clicking on Edit. Remove material by clicking Delete. 70 Search for a specific item by typing in the item group name

25 Managing Materials Part II Add New /Edit Material Item 71 Hover over the Manage Tab then select Manage Materials. 72 Add a new material by clicking New. 73 Select the group or material type you want to add. You may also edit the existing group name by clicking on the edit icon. Delete an item by clicking on the red X. Click on an item to display, add, edit or delete the Level 2 description. Click on the Level 2 item to display, add, edit or delete the level 3 description

26 Field Work Authorization Request FWA Request Part I Tablet: Create / Edit FWA Request 74 On the tablet, locate the task bar at the bottom of the screen and select Create FWA Requests. 75 Search for the desired project number or select from the available list. Tap Project 76 Take a picture of the scope of work and annotate it. 77 Enter the details: * Description: Typically this is a brief description of the work that is being carried out. e.g. Patching. Field Work Authorization Report: Typically this is a longer description of the work involved with more details regarding the location, reason for the work, who requested it. Category: Pick from list; Select a category that matches the scope of work. You will be able to filter FWOs by these categories later. Or Enter a new category. R.O.M. Amount: Enter rough $$. Request Date: Enter a response due date. The due date will appear in the outgoing s subject line

27 FWA Request Part II Tablet: Completing Your FWA Request 78 Scroll down and tap Create. When redirected to the dashboard, tap on Save and Refresh to complete the command. This will assign a Field Work Authorization Request number as well as save and send out the FWA. 79 Your project manager (or selected main project contact) will receive an notification of the request. You will receive an confirming the request. 80 Sample of FWA Request for your Project Manager to review and forward to the General Contractor for approval. 81 You will receive an noting the approval or rejection of the request. If approved, the FWA Request will turn into an FWO in Step 1 -Entry

28 FWA Request Part III Website: Create FWA Request 82 Locate the task bar at the top of the page and select FWAs Requests 83 Click on the FWA Request tab on the left side of the screen. 84 Click on FWA Request: New. 85 Type in the desired project number or select from the dropdown list. 86 Enter Description and Field Work Authorization Report 87 Your project manager (or selected main project contact) will receive an notification of the request. You will receive an confirming the request

29 FWA Request Part IV Website: View / Edit FWA Request You will be able to edit the details of the request and click Save To Current Step to save updated details. 88 Sample of FWA Request for your Project Manager (project contact) to review and forward to the General Contractor for approval. 89 You will receive an noting the approval or rejection of the request. If approved, the FWA Request will turn into an Field Work Order ( FWO ) in Step 1 -Entry. If this column is already expanded, the request will be in Step 1. Just click on the green button in the Entry cell

30 FWA Request Part V Website: Reject/Approve/Forward FWA Request 90 From the modal popup window, you may choose to Reject the request, or attach a supporting document, add or edit details and images. 91 Scroll down in the pop-up, add or edit details and images, and select Save to Current Step to save updated details, or select manually Move to Requested. 92 To forward the request to a General Contractor for their approval select Requested from the green Step column. 93 Example of sent to GC for approval

31 FWA Request Part VI Website: View FWA Request Status 94 You will receive an noting the approval or rejection of the FWA Request. 95 The new status of the FWA Request will be reflected in the expanded view of the FWA Request Tab. 96 If approved, the FWA Request will turn into a Field Work Order (FWO) in Step 1 -Entry. Select the FWOs tab to view and edit this Field Work Order

32 Field Work Order (FWO) Processing FWO Processing Part I Tablet: Create an FWO 97 To view a new FWO that was created from an FWA Request, tap on the FWO/Requests icon on the task bar at the bottom of the screen. You can update your FWO/Request list any time by tapping on the Save and Refresh button. 98 Type in the desired project then select your new FWO from the available list. The FWO Edit Screen will open and you will be able to Enter and Save your FWO details. Be sure to tap on Save and Refresh after editing details. 99 To create a new FWO without a request, tap on Create FWO on the task bar at the bottom of the screen. 100 Select the project number where you want to create the FWO. The FWO Edit Screen will open and you will be able to Enter and Save your FWO details. Be sure to tap on Save and Refresh back on the dashboard to send your edits to the server

33 FWO Processing Part II Tablet: Enter and Save FWO Details 101 Enter the FWO details including descriptions, R.O.M amount and images of the scope of work area. Choose to take a picture and Annotate it. 102 Enter work details in the FWO Information and tap Update to save. Enter typical work order details in each field under Edit Details. 103 This data will be displayed on the digital copy of the work order, and can be viewed by tapping Preview Tag 104 Edit details and hit Apply Tag Details to save

34 FWO Processing Part III Tablet: Adding Labor Hours and Material Items 105 Tap on Labor and then Add Labor enter employee Name, Trade, Class and Hours. Employees may be entered manually or you may choose to search for an employee by name. Change the weekending date on an FWO that is open for multiple weeks to accurately reflect the hours worked each week. Trade and Class can be copied to subsequent entries for faster recording. Tap Apply to save. Edit applied details by tapping on the entry. 106 Tap on Material then Add Material. 107 Tap on Selected Material to search material by name or create a custom material entry. Select material and tap Save

35 FWO Processing Part IV Tablet: Preview, Sign and Send FWO in for Pricing Related: 108 Tap Preview to see the filled out work order. Then tap Signature to have the GC sign. Click Apply. Enter their name and address. Sign Field Work Order: Sends to the office. Request Electronic Signature: Sends Work Order to GC for their signature. Authorize to Proceed: Gives permission for you to proceed with work. 109 Tap OK on the confirmation message then tap on Save and Refresh on the dashboard to complete the action. Your team will receive an confirmation of the signed FWO which moves it to the Pricing step. The GC s team will receive a confirmation of the signed FWO

36 FWO Processing Part V Website: Begin Pricing 110 Select the FWO tab, then choose the project you want and click on the current Pricing step or the green icon in the expanded view

37 FWO Processing Part VI Website: Review/Edit Labor, Material and Additional Pricing Items 111 Review and add FWO Information, Labor, Material, or Additional Pricing Items

38 FWO Processing Part VII Website: Selecting Attachments and Move to Approve 112 Select which documents you want to include in the final request for change order, or separate attachment to outgoing . When complete, click on Move to Approve

39 FWO Processing Part IIX Website: Approve Pricing 113 Refresh your screen and locate your FWO. It will appear in the Waiting for Approval Step. Click to open the FWO. Make any final adjustments, review the FWO details and select the attachments you want included in the package

40 FWO Processing Part IX Website: Preview Cover Letter and Execute 114 Preview the cover letter. 115 Execute the FWO! An for a Request for Change Order will be sent to the General Contractor or whoever you specify in the Configuration Settings at the Manage Project level. Congratulations, you re done!

41 FWO Grouping FWO Grouping Part I Adding/Editing FWO Groups via Website: Creating a New Group 116 Click on the FWAs/Requests tab. Be sure you are on the FWOs View. 117 Select the project and FWO you want to add to a group. 118 Click on Attach to Group from the Grouping Column

42 FWO Grouping Part II Adding/Editing FWO Groups via Website: Defining Group Details 119 Select from an existing group on the dropdown list or choose to add a new group by clicking on Add Group. 120 If you choose to add a new group, enter a Group Reference like the SCO, RFI or ASK number, then enter the Group Date and Group Description. Click Create Group. 121 Select the new group you just created, check off the FWOs you want to include, then click Attach to Group

43 FWO Grouping Part III Adding/Editing FWO Groups via Tablet 122 Grouping FWOs together will help to keep you organized. Groups can be created at any point along the process. From the website version you can also go back and add unexecuted FWOs into groups. When entering the FWO or FWA Request information, select the available group categories or create a new one. Group: If you choose to add a new group, enter a description here.»» Examples of group references can be SCO, RFI, SK or ASK Number. Group Number: Identify the group with a reference number.»» HINT: Giving the group a customer provided reference will make searching easier later. Group Description: Enter the description of the work. 123 Category: Choose from the drop down list. New Category: Enter a new category title if you don t see one you need in the dropdown list. Once a new category has been created, it will become available to select from on subsequent FWOs for this project

44 Export, Progress Reports, Create CSVs Export FWO Information 124 Click on the FWO Tab on the website. Change your view to see all the executed FWOs by clicking on Executed FWOs. 125 Isolate the project you want to see by typing in the project number in the search bar or filter by FWO category type. 126 Click the Export Excel button to export an excel file of all the filtered executed FWOs. Open and save your file to your desired location. The file will display data for each category

45 Progress Reporting: Sending Updates to the GC Alternatively, you can send an FWO Progress Report to the General Contractor to loop them into ROM estimates or NTE parameters. 127 From the FWOs/Requests tab, open any FWO from the green Step 2 Pricing column

46 Progress Reporting: Sending Updates to the GC continued 128 Click on the GC icon 129 Select to Include the Pricing Info, then click Send. 130 Your will look like this

47 Creating a Customer CSV Related: 131 To upload your customers via a CSV (comma, separated value) file, create an Excel Spreadsheet with the following information: (see example) Customer Number (Mandatory) Customer Name (Mandatory) Address 1 Address 2 City State Zip Code Contact Name (Mandatory) Contact (Mandatory) Billing Contact Billing Contact Status (Set Cell Rule: 1=Active, 0=Inactive) (Mandatory) Billing Contact Phone Contact Phone (Mandatory) Save your Excel Spreadsheet as a CSV file

48 Creating a Project CSV Related: 132 To upload your projects via a CSV (comma, separated value) file, create an Excel Spreadsheet with the following information: (see example) Project Number (Mandatory) Project Name (Mandatory) Address 1 Address 2 City Zip Code State Customer Number (Mandatory) Status (Set Cell Rule: 1=Active, 0=Inactive) (Mandatory) Project Team (Mandatory) Project Team (User Name, addresses separated by ; ) GC Project # Starting FWA Number Save your Excel Spreadsheet as a CSV file

49 Creating a Materials CSV Related: 133 To upload your projects via a CSV (comma, separated value) file, create an Excel Spreadsheet with the following information: (see example) Item Group (Mandatory) Level 3 Description (Mandatory) Code (Mandatory) Description(Mandatory) Pricing Unit (Mandatory) Quantity Unit (Mandatory) Factor (Mandatory) Unit Type Manufacturer Price Save your Excel Spreadsheet as a CSV file

50 Creating an Employee CSV Related: 134 To upload your projects via a CSV (comma, separated value) file, create an Excel Spreadsheet with the following information: (see example) Employee First Name (Mandatory) Employee Last Name (Mandatory) Employee Address Employee Phone Employee Employee Number Save your Excel Spreadsheet as a CSV file

51 Viewing Your Tag Library Related: 135 To view signed and submitted FWOs tap on the Tag Library icon in the dashboard view 136 Filter down to the specific project you want to view by entering the project number in the search view. 137 Select an FWO category to further filter the available tags 138 Or enter a range of dates. 139 Tap on the thumbnail to enlarge the view FWO you want to see. You can navigate to the previous or next FWO from here. 140 Select the Toggle View to scroll through the available FWOs in List view Screen clipping taken: 3/24/2017 1:31 PM