WorkManagement User'

User Guide
Work Audit User Guide
November 2011
WAUG-GM-12 November 2011
November 2011
www.trimble.com/fleet
Copyright © 2011, Trimble Navigation Limited. All rights reserved. Trimble and the Globe & Triangle logo are trademarks of Trimble
Navigation Limited registered in the United States Patent and Trademark Office and other countries. TrimWeb and TrimView are
trademarks of Trimble Navigation Limited. GeoManager is a service mark of Trimble Navigation Limited. All other trademarks are the
property of their respective owners.
Trimble reserves the right to make changes at any time, in order to improve the reliability, function or design of its devices, products or
services and to supply the best devices, products and services possible. Trimble devices, products and services are protected under one or
more of the following U.S. Patents: 5,477,228; 5,694,594; 5,959,577; 5,990,827; 6,459,988; 6,529,159; 6,552,682; 6,594,576;
6,664,922; 6,578,005; 5,963,911; 6,862,524; 6,795,017; 6,882,313; 6,867,733; 6,832,140; 6,922,566 and numerous other patents and
patents pending in jurisdictions worldwide. Trimble does not represent that the devices, products or services shown or described herein are
free from patent infringement or from any other third party right. Trimble assumes no obligation to correct any errors contained herein or
to advise any user of liability for the accuracy or correctness of any engineering software support or assistance provided to a user.
The Trimble devices, products and services are dependent on the coverage and calling areas of wireless networks owned and operated by
third parties. Coverage and calling areas are approximate and may not cover significant portions of the United States. Actual coverage and
operation of the devices, products and services depend on a variety of factors, including without limitation: system availability and
capacity; system and equipment upgrades, repairs, maintenance, modifications and relocation; user equipment; terrain; signal strength;
structural conditions; weather and atmospheric conditions; availability of power; governmental regulations; suspected fraudulent
activities; acts of God and other conditions beyond the reasonable control of Trimble. Trimble will not be responsible for limits in coverage
or performance degradation due to any such conditions. The user acknowledges that coverage and calling areas may be interrupted,
halted or curtailed or the quality of the transmission may be diminished at any time.
The devices, products and services are dependent upon the availability of the Internet, which is owned and operated by and accessed
through third parties. Trimble assumes no responsibility for improper storage of data or information, or delivery of messages. The user
assumes the entire risk in downloading or otherwise accessing any data, information, files or other materials obtained from the Trimble
web site, even if the user has paid for or otherwise been provided virus protection services from Trimble.
The Trimble devices, products and services and any modifications, alterations, additions or changes to the devices, products or services are
not fault tolerant and are not designed, manufactured or intended for use in life support, emergency, mission-critical or other ultrahazardous activities (“High Risk Activities”). Trimble specifically disclaims any express or implied warranty of fitness for such High Risk
Activities. Use of a Trimble device, product or services in any application without the written consent of Trimble is prohibited.
All customer information is governed by the Trimble Privacy Policy located on the Trimble web site www.trimble.com/fleet.
Notice of Rights. All rights reserved. No part of this manual may be reproduced or transmitted in any form by any means—electronically,
mechanically, by photocopying, via recording or otherwise—without the prior written permission of Trimble Navigation Limited For
information on getting permission for reprints, contact Corporate Communications at Trimble Navigation Limited Headquarters.
Notice of Liability. The information in this manual is distributed on an “As Is” basis, without warranty, and was current at the time of
publication. While precautions have been taken in the preparation of the manual, Trimble will not have any liability to any person or entity
with respect to any loss or damage caused or alleged to be caused directly or indirectly by the instructions contained in this manual or by
the software or hardware products described in it.
Privacy and Use. This product is intended to monitor and make available information concerning the vehicle’s activities. It is the customer’s
sole responsibility to ensure that its use complies with any applicable laws and regulations. It is the customer’s responsibility to develop and
communicate policies concerning use of the application prior to implementing the product. Customers are urged to consult with their
own legal counsel in connection with the particular use to which the customer puts the product and the potential implications from that
use.
ii
DEVICE MANAGEMENT
User Guide
Contents
Chapter 1: Introduction
1
What is Work Audit? ..................................................................................................................................... 1
About this guide ........................................................................................................................................... 2
Target audience ...................................................................................................................................... 2
Chapter contents .................................................................................................................................... 2
Document conventions ........................................................................................................................... 3
Getting support ............................................................................................................................................ 3
North America ........................................................................................................................................ 3
UK & Europe........................................................................................................................................... 4
Australia ................................................................................................................................................. 4
Signing up for training courses ..................................................................................................................... 5
Chapter 2: Getting Started
7
Granting users access to Work Audit ............................................................................................................ 7
Defining resources within Work Audit .......................................................................................................... 8
Assigning employees to the hierarchy ................................................................................................... 10
Understanding the Work Audit screen ........................................................................................................ 11
Specifying the organizational unit ............................................................................................................... 11
Using the map ............................................................................................................................................ 12
Finding locations and points of interest ................................................................................................. 13
Finding tasks, resources and landmarks close to a location ............................................................. 14
Setting up custom map views ............................................................................................................... 15
Getting directions to a location ............................................................................................................. 15
Measuring distances ............................................................................................................................. 16
Displaying the path of a resource’s device ............................................................................................. 16
Clearing routes and driving directions from the map ............................................................................. 17
Specifying how items are displayed on the map .................................................................................... 17
Setting how the map moves to display items......................................................................................... 18
Using the resource list ................................................................................................................................ 19
Maximizing the resource list .................................................................................................................. 19
Selecting the columns ........................................................................................................................... 19
Sorting resources .................................................................................................................................. 20
Reordering the columns ........................................................................................................................ 20
Selecting resources ............................................................................................................................... 21
Performing actions on resources ........................................................................................................... 21
The resource panel buttons explained ............................................................................................ 22
Using the landmark list ............................................................................................................................... 22
Using the task list ....................................................................................................................................... 24
Maximizing the task list......................................................................................................................... 25
Performing actions on tasks .................................................................................................................. 25
The task list buttons explained ....................................................................................................... 26
iii
CONTENTS
Using the search tool .................................................................................................................................. 26
Saving favorite searches ........................................................................................................................ 28
Refreshing a search............................................................................................................................... 29
Chapter 3: Managing Resources
31
Working with resources............................................................................................................................... 31
Understanding the resource information ............................................................................................... 31
Locating resources ...................................................................................................................................... 32
Searching for resources based on geographical areas ................................................................................. 34
Searching for tasks assigned to a resource ............................................................................................ 35
Finding tasks for a resource ........................................................................................................................ 35
Identifying the closest tasks to a resource.............................................................................................. 35
Viewing route information ......................................................................................................................... 36
Displaying driving directions ....................................................................................................................... 36
Updating a resource’s location data ............................................................................................................ 36
Chapter 4: Managing Tasks
39
Working with tasks ..................................................................................................................................... 39
Understanding the task information...................................................................................................... 41
Understanding task fences ......................................................................................................................... 42
Finding specific types of tasks ..................................................................................................................... 43
Searching for tasks by task reference .................................................................................................... 44
Searching for tasks by type ................................................................................................................... 44
Searching for tasks based on geographical areas................................................................................... 45
Finding resources closest to a task .............................................................................................................. 46
Creating tasks ............................................................................................................................................ 47
Editing a task ........................................................................................................................................ 48
Cancelling tasks ......................................................................................................................................... 49
Closing tasks .............................................................................................................................................. 49
Viewing and printing task details ................................................................................................................ 50
Chapter 5: Managing Landmarks
51
What are landmarks? .................................................................................................................................. 51
Finding landmarks................................................................................................................................. 51
Creating and editing landmarks .................................................................................................................. 52
Creating a task at a landmark ..................................................................................................................... 53
Finding resources closest to a landmark ...................................................................................................... 53
Clustering landmarks ............................................................................................................................ 54
iv
WORK AUDIT
User Guide
Introduction
1
Welcome to the Trimble GeoManager Work Audit User’s Guide. This guide describes how Work
Audit can help you to manage your customer commitments and resources.
What is Work Audit?
Work Audit allows you to manage your employees and the work they do. The in-day view
allows a dispatcher to see which jobs are assigned to which employees, where those tasks are on
a map, and view the current location of the employees.
The Work Audit tab contains some very powerful features, including:
■
Being able to see, at a glance:
■ the resources that are available to perform work;
■ the resources that currently have no work;
■ the status of tasks.
The features can assist you with the following tasks that you may typically need to carry out
during the course of your working day:
■ Searching for resources closest to a particular task.
■ Searching for resources closest to a specific address.
■ Viewing all the tasks for the day and grouping those tasks based on how close they are to
their commitment time.
■ Finding the resources whose work you manage.
■ Finding tasks that are unassigned.
■ Creating and editing tasks.
■ Closing and cancelling tasks.
Before using the Work Audit features to accomplish the tasks described in those scenarios, we
recommend that you take some time to familiarize yourself with some of the tool’s basic
operations in “Getting Started” on page 7.
1
INTRODUCTION
What is Work Audit?
Note:
If you have a requirement to view a schedule, perform drag-and-drop assignment of tasks, optimize
tasks and schedules, and have real-time alerts raised against driver behavior and task status, then contact your Trimble account manager about upgrading to Work Management.
About this guide
This guide describes the features and capabilities of Work Audit and how it enables you to
effectively monitor your mobile workforce and customer commitments.
Target audience
This guide is aimed at dispatchers, and personnel who need to monitor the allocation of tasks to
a mobile workforce.
Chapter contents
Chapter 1: Introduction
This chapter provides an introduction to Work Audit.
Chapter 2: Getting Started
This chapter describes how to begin using Work Audit, and contains a description of the key
features.
Chapter 3: Managing Resources
This chapter tells you how to use Work Audit to find and view resources.
Chapter 4: Managing Tasks
This chapter tells you how to use Work Audit to find and view tasks.
Chapter 5: Managing Landmarks
This chapter describes how to use landmarks in your daily management of resources and
commitments.
2
WORK AUDIT
User Guide
Document conventions
This guide uses the following conventions:
■
Commands and buttons
For easy recognition, User Interface (UI) features appear in bold type. For example: on the
File menu, click New.
■
Keyboard shortcuts
Delete means the Delete key, or the Del key on your numeric keypad. Enter means the Enter,
Return, or CR key, depending on which of these keys appears on your keyboard.
■
Key combinations
CTRL+KEY, SHIFT+KEY, and ALT+KEY are examples of key combinations. Hold down the
first key in the combination and, at the same time, press the second key in the combination
(designated above as KEY). For example: CTRL+C means hold the Control key down and
press the letter C on your keyboard (CTRL+C is the Windows Copy command).
■
Monospaced font indicates file paths and names, lines of code, commands, and data that you
enter using your keyboard. For example: type ls -a
■
Monospaced, italicized font indicates variable data that you must replace with data
appropriate to your current settings, environment, or task. For example: in the following
URL, you would replace webserver:
http://webserver/Road/Work Audit/
Getting support
To report a service issue, Trimble Mobile Resource Management offers you several methods to
reach a Technical Support representative.
North America
■
■
■
Live web-based chat: available 5 a.m. to 5 p.m. PST/PDT Monday through Friday
(excluding major US holidays).
Web-based service request: available 24x7. To make use of this service, click the Service
Request button within GeoManager. A Technical Service Representative will respond
within one business day.
Phone: 1-877-428-7623, Option 1; available 5 a.m. to 5 p.m. PST/PDT Monday through
Friday (excluding major US holidays).
Note:
Live Help is a technical support program that allows Trimble representatives to respond to GeoManager questions and concerns in real time using Internet chat technology. Live Help is currently supported in North America and Australia in English only.
3
INTRODUCTION
What is Work Audit?
UK & Europe
European customers will be provided with credentials to raise issues on Trimble’s web-based
ticketing system. Available 24x7.
■ Phone (from the UK): 0845 3371661
■ Phone (from outside the UK): +44 (0) 1332 267600
■ Email: MRM_UK_Support@trimble.com
Australia
■
■
■
■
Live web-based chat: available 8 a.m. to 6 p.m. AEST Monday through Friday (excluding
national public holidays).
Web-based service request: available 24x7. To make use of this service, click the Service
Request button within GeoManager. A Technical Service Representative will respond
within one business day.
Phone: 1300 255477; available 8 a.m. to 6 p.m. AEST Monday through Friday (excluding
national public holidays).
Email: MRMapac_support@trimble.com
Note:
Live Help is a technical support program that allows Trimble representatives to respond to GeoManager questions and concerns in real time using Internet chat technology. Live Help is currently supported in North America and Australia in English only.
4
WORK AUDIT
User Guide
Signing up for training courses
The Trimble University Learning Center offers many flexible options to suit your training needs.
Go to the Learning Center at the following web address to take eLearning courses and attend
webinars. Rates are provided on request.
https://www.trimblemrmlearning.com/trimble_login.html
The Trimble University offers:
■
eLearning library
Self-paced courses for every job role. Take the courses you need, when you need them.
■
Instructor-led training via webinar
Scheduled training events for those who prefer live instructor interaction.
■
Private training via webinar
Perfect for companies who want to take University courses using examples and
customizations based on their own account.
■
Onsite training
For companies who want to take University courses at their corporate location using
examples and customizations based on their own account.
5
INTRODUCTION
What is Work Audit?
6
WORK AUDIT
User Guide
Getting Started
2
This chapter describes how to begin using Work Audit, and contains a description of its key
features.
It will teach you how to perform some basic functions, such as locating resources and using the
search tool.
Later chapters explain how to use the more advanced features and describe some typical usage
scenarios.
The online help for Work Audit is available by clicking the Help button at the top right of the
screen.
Granting users access to Work Audit
The GeoManager administrator must grant the appropriate users access to the Work Audit
features, before a user can log on to Work Audit.
This function can only be performed by a user with administrator privileges to create and
manage user roles.
To activate Work Audit
1
Log on as an administrative user to GeoManager.
2
Click Administration > User > Role Management.
The Role Administration page displays a list of all the roles that currently exist.
3
Click Create New to create a role
Note:
You must create a new role to give access to Work Audit.
4
Enter the Role Name and Description.
5
In the Assign Capabilities area, select GeoManager Early Access and Work Audit to grant
the user role access to all the Work Audit features.
7
GETTING STARTED
If you only want to grant the user role access to a specific subset of the features, expand Work
Audit and select the required features.
6
Click Save to save the role without assigning users to the role; or click Assign Users to assign
users to the role.
Defining resources within Work Audit
In order to manage your resources within Work Audit, you must first define each resource as an
employee within GeoManager.
8
WORK AUDIT
User Guide
To set up and define resources within Work Audit
1
If your mobile resource is not yet set up as an employee then create an employee record.
Click the Administration tab from within GeoManager and click Employees > Employee
Administration; then click one of the two options to either:
■ create the employee details; or
■ upload the employee details from a CSV file.
Note:
If Work Audit is enabled, within the Employee Details page and the employee details CSV file, there
are two fields: Start Travel Offset, and End Travel Offset. The travel offset functionality is not used in
this version of GeoManager. These fields in the Employee Details page can be left blank. In the CSV
file, we recommend you place an entry in the Start Travel Offset and End Travel Offset fields, even if
the value is just 0.
2
Ensure that the working hours are defined for this employee.
You can either:
■
■
3
Enter the shift definition using the edit employee function from the View / Create / Edit
Employee Details page; or
Upload the employee shift details from a CSV file, which is also available on the Upload
Employee Details page, under Shift Definition File Upload.
Associate an employee with a tracking device. On the Administration tab, click Employees >
Employee Management; then click:
■ Associate Device to Employee, to enter the association manually.
■ Upload Employee to Device Association to upload using a CSV file.
9
GETTING STARTED
Assigning employees to the hierarchy
Once you have defined your employees, you need to assign them to an organization hierarchy.
Work Audit enables you to manage employees and tasks based on organizational units.
To assign an employee to the hierarchy
1
On the Administration tab, click the Devices, Employees, or User menu and then click
Organizational Hierarchy.
2
Click View/Create/Edit Organizational Hierarchy.
The Organizational Hierarchy window opens, displaying the current organizational
hierarchy.
3
In the hierarchy in the left pane, click the organizational unit to which you want to assign
employees.
You would normally assign employees to the lowest level in the hierarchy. For example, to
the “branch” level.
4
In the pane on the right, click Assign Employees.
The list displays any employees currently assigned to the selected organizational unit. You
can search for the employees that are not yet assigned to any organizational unit (available
employees), assigned employees, or all employees. You can search by employee ID, by first
name or by last name.
5
In the Find field, enter the search text.
The search is not case sensitive.
6
Select Employee ID, Last Name, or First Name.
7
Select Assigned Employees, Available Employees, or All Employees.
You would normally search for the available employees.
8
Select Starts With or Contains and then click Search.
For example, you could search for available employees who have a last name that starts with
“ST”. The search then returns all the available employees whose last name starts with “ST” or
“st”.
Note:
The search returns a maximum of 500 employees. If the employee that you are searching for is not in
the list, narrow down the search, for example by entering “STA”.
9
To assign an employee, select the check box next to the employee ID and then click Assign
Checked.
10 To assign all the employees in the list, select the check box in the header.
11 To unassign an employee so that you can assign the employee to another organizational unit,
click Unassign Checked.
10
WORK AUDIT
User Guide
Understanding the Work Audit screen
The Work Audit screen is divided into three main sections:
■
The resource and landmark lists, displaying the resources and landmarks for the selected
organizational unit.
■
The map, which shows you the geographic location of resources, tasks and landmarks.
■
The task list area, showing you all the tasks that have been created for the selected
organizational unit.
When you first open the Work Audit tab, the resource list displays a list of all the resources for
the top level organizational unit that you have access to. Landmarks for that organizational unit
are displayed in the landmark list. The task list will not display any tasks until you have
performed a task search.
Specifying the organizational unit
When you first open the Work Audit tab, the top level organizational unit to which you have
access, is displayed. You can change the organizational unit, for example you can display a
specific lower level organizational unit. You can only view the organizational units to which you
have access.
The resource list displays all resources within the selected organizational unit.
11
GETTING STARTED
Setting the organizational unit
1
From the Organizational Unit list, select the organizational unit that you want to manage.
2
Click OK.
The resource list displays all the resources in that organizational unit.
Related topics
“Using the search tool” on page 26
Using the map
The map allows you to see the geographic location of resources, tasks, and landmarks.
You can use the map’s navigation and control features to change your view of the data.
12
■
You can zoom in and out using the magnifying glass symbols or using the mouse wheel. You
can pan around the map by dragging the hand cursor over the map to view a specific portion
of the map, or using the arrow keys.
■
You can switch between different views.
■ Road: displays a standard road map.
■ Aerial: displays an overhead photographic view.
■ Bird’s Eye: displays an aerial photo map, taken at an angle for more detail.
■
Intelligent labelling: when switched on, intelligent labelling reduces the number of labels on
the map, in order for the map view to be less cluttered.
WORK AUDIT
User Guide
■
The Map button enables you to control which items are displayed on the map, for example
resources, tasks, landmarks, points of interest, driving directions and so on.
■
Click the map legend button to see the meaning of the various task and resource icons that
are displayed on the map.
Finding locations and points of interest
You can find specific geographical areas and points of interest on the map. For example, you may
want to zoom the map to a particular postal code, or latitude and longitude. Or you may want to
find all the filling stations in a town.
To zoom the map to a particular location
1
From the Map menu, click Zoom to Location.
2
Enter the latitude and longitude.
3
Click OK.
The map displays the specified location.
13
GETTING STARTED
To zoom the map to a particular address
1
From the Map menu, click Zoom to Address.
2
Enter the full address that you want to find.
3
Click OK.
The map displays the specified address.
To find points of interest on the map
1
From the Map menu, click Find POI.
Tip:
If the map is already zoomed to the location where you want to find POIs, you can right-click the
required location on the map, and click Find POIs near here on the shortcut menu.
2
In the What field, enter the type of place or service you are looking for.
For example, if you are looking for a car park, enter car park.
3
In the Where field, enter the place name.
4
Click OK.
You may be asked to clarify the place name if there are multiple locations with the same
name.
The points of interest are indicated on the map as red pins. Move the pointer over a pin to get
more information about that point of interest.
Tip:
To clear the points of interest, click Clear POIs on the Map menu.
Finding tasks, resources and landmarks close to a location
14
1
On the map, right-click the location where you want to find a nearby resource, task or
location.
2
On the shortcut menu, click the appropriate item:
■ Closest Resource
■ Closest Task
■ Closest Landmark
The item is displayed on the map. A line is drawn connecting the item to the selected location
on the map, which is represented by a pin.
3
To clear the closest item, right-click the map and click Clear Closest on the shortcut menu.
WORK AUDIT
User Guide
Setting up custom map views
Creating a custom view enables you to specify the default location displayed when you open the
Work Audit tab. You can also create a series of custom views, set for a specific location, so that
you can quickly display particular geographical areas on the map.
To create a custom map view
1
Locate the geographical area that you want to set up as a custom view and set the map to the
zoom level that you require.
2
On the Map menu, click Manage Custom Views.
3
Click New View.
4
Enter the name of the view, for example New York, or London.
5
Click Capture Map.
The view you have created is linked to the geographical area you have selected on the map.
Tip:
To set a particular view as the default map view, select Default for the appropriate view.
Getting directions to a location
You can use the map to get driving directions between two locations. For example, if a resource is
at location A, and the task is at location B, you may want to know how the resource will be able
to get to the task. Depending on the terrain, the route may not be obvious.
Getting driving directions will provide you with the route distance and estimated driving time.
To get driving directions
1
On the Map menu, click Driving Directions.
2
In the Start field, enter the start location.
Alternatively, you can right-click the required location on the map and click Drive from here
on the shortcut menu. You do not need to open the Map menu first.
3
In the End field, enter the destination.
Alternatively, you can right-click the required location on the map and click Drive from here
on the shortcut menu.
4
You can add one or more stops on the route by clicking Add a stop, and entering the location
of the stop.
5
You can select Route Options.
6
Select whether you want the route to be calculated by Shortest Time or Shortest Distance,
and whether to use Clearflow to determine the route based on available traffic information.
15
GETTING STARTED
Note:
Clearflow is not available in every region.
7
Click Get Directions.
8
The list of driving directions, distance and estimated travel time are displayed, and the route
is drawn on the map.
Tip:
Click Clear Directions to remove the driving directions and the route.
Measuring distances
You may also want to check the straight line distance between two or more points. You can easily
do this on the map with View Distance.
To measure straight line distances
1
On the Map menu, click View Distance.
2
On the map, click the location that you want to measure from.
When you move the pointer, you will note a blue line extending from the start location,
which displays the straight line distance.
3
Click the map where you want the first distance calculation to be made.
4
Click as many further locations as required. The distance between each of the points is
displayed.
5
To finish, right-click the map.
A pin is placed on the map showing the final destination. If you move the point over the pin,
it displays the total distance for all the segments.
6
To remove the distance calculations, click View Distance again from the Map menu, to
deselect it.
Displaying the path of a resource’s device
You can display the path of a device on the map. In other words, you can plot on the map, where
the device has travelled over a specified period of time.
There are several options for displaying a device’s path.
16
■
You can display the device’s full route, based on its GPS data.
■
You can display the stop sequence only. In other words, it will only display the points on the
map when the device was registered as ‘stopped’. The definition of a ‘stop’ is configurable
WORK AUDIT
User Guide
for each device. You can change how long a vehicle must remain stationary, to be regarded as
“stopped”. For more information, see the Device Management help.
■
You can display the path with or without sequence labels. Labels number the device’s stops
and movements. So for example, the first stop would be labelled ‘1’.
■
You can specify the time period for which to display the device’s path.
To display a device path
1
Select a resource.
2
Move the pointer over the resource to display the action tip hotspot, then move the pointer
over the hotspot to display the action tip.
3
Select Path.
4
Select the date and time period for which you want to display the device path.
You can display past path data for up to 365 days.
5
To display the list of stops, select Show Stop Sequence Only.
6
To display labels, select Show Sequence Label.
7
Click Show.
The device path is displayed on the map.
The arrow button at the corner of the Device Path panel is a ‘play’ button, which enables you
to see an animated version of the device path.
8
To clear a path, click Clear.
Clearing routes and driving directions from the map
If routes or driving directions are shown on the map, you can clear these from the map.
To clear a route sequence or driving route
On the Map menu, click Clear Route/Driving Route.
Alternatively, right-click the map and click Clear Route/Driving Route on the shortcut
menu.
■
Specifying how items are displayed on the map
You can specify the items that are displayed on the map, and how they are displayed.
Typically, when managing resources and commitments, you will be working with large numbers
of tasks, resources and landmarks.
For example, you may perform a search where you want to display all unassigned tasks. Or you
may want to search for all resources in the organizational unit. This could return a large number
of items in the task or resource list.
You may prefer to only show items on the map that have been specifically selected in one of the
lists, such as the resource list. So if you search for resources, and then select two or three
resources in the resource list, only those selected items will be displayed on the map.
17
GETTING STARTED
You can set the display options for:
■
Tasks
■
Resources
■
Landmarks
You can choose whether to:
■
Show all the items on the map.
■
Show just the selected items on the map.
■
Show the labels for the items.
For landmarks and tasks, you can also choose whether to display the “fence”, and whether to
cluster landmarks. For more information see “Managing Landmarks” on page 51.
To specify which items display on the map
1
On the Map menu, click Task, Resource, or Landmark, as required.
2
Select or clear the appropriate display option.
Setting how the map moves to display items
You can set how the map behaves, in terms of how it moves to display items. For example, you
may want the map to move to display a task when it has been selected in the task list. Or you
may want it to track a moving item, such as a resource.
The map controls are displayed above the map.
To set the map behavior
1
18
To zoom the map to show all selected items, click the icon next to Map.
If you have selected multiple items in the resource, task or landmark list, then you can click
this button and the map zooms to display all the items:
WORK AUDIT
User Guide
2
To choose from additional map behavior options, click the arrow button.
■
■
■
Ignore selection: The map will not move to display items selected in one of the three
main lists.
Follow selection: The map will move to display one or more items selected in the four
main lists.
Track selection: The map will automatically move when the selected item changes
location.
Using the resource list
The resource list is displayed when you click the Resources tab in the panel at the bottom of the
screen. It shows the resources for the selected organizational unit, and is based on the search
criteria that have been set in the search tool.
Maximizing the resource list
You may find it useful to expand the resource list when you are looking at large lists of resources.
To maximize the resource list
■
Click the maximize button at the right side of the resource list to maximize the list. Click
the button again to minimize the list.
Selecting the columns
You can choose which of the columns to display in the resource list.
19
GETTING STARTED
To select the columns
1
Click the resource column picker.
2
Select or clear the options in the list as required.
The Distance column will only contain data if you have performed a “Search closest
resource”, or a “closest resource” search.
Sorting resources
You can sort the information in the resource list based on the Employee ID, Distance and Name
columns, by clicking a column heading.
To sort resources
■
Click a column heading to sort by that attribute.
The resources are sorted in ascending order of the attribute that you selected. For example,
if you click the column Employee ID, the resources are sorted based on alphabetical and
numerical order of the employee IDs.
To change the list so that the resources are sorted in descending order, click the column
heading again.
Reordering the columns
You can rearrange the columns of the resource list so that they are displayed in the order that you
choose.
You can also resize the columns.
To rearrange the columns
■
20
Click the heading of the column that you want to move, and drag it until the gray vertical
line is positioned where you would like the column’s right edge to be.
WORK AUDIT
User Guide
To resize the columns
■
Click the column separator, and drag to the left or right.
Selecting resources
You can select resources in the resource list to perform specific actions, such as list the resource’s
assigned tasks.
The number of resources in the list is displayed at the bottom of the resource panel.
To select resources in the resource list
1
In the resource list, click the resource that you want to select.
Note:
If the map is set to display resources, then the map synchronizes with the resource list by adjusting to
display the location of the resource. For more information on which items are displayed on the map,
see “Specifying how items are displayed on the map” on page 17.
2
If you want to select several resources that appear consecutively in the list, hold down the
SHIFT key and click the last resource. Alternatively, you can select non-consecutive
resources, by holding down the CTRL key whilst selecting the required resources.
Note:
You can select up to 20 resources in one batch, using the SHIFT+click method. If you want to select
more than 20, then first select the initial 20, then use the CTRL+click method to select additional
resources.
Performing actions on resources
There are several methods for performing actions on resources.
To perform an action on a resource
■
Use the buttons at the top of the resource list panel.
■
Right-click a resource and click an action on the shortcut menu.
Move the pointer over the appropriate resource until a small yellow square appears (the
action tip hotspot).
Move the pointer over the action tip hotspot and an action tip is displayed, allowing you
to perform actions on the resource.
■
21
GETTING STARTED
For more information on working with resources, see “Managing Resources” on page 31.
Tip:
You can also view the resource’s location, without disrupting your view of the main map, by using the
map tip. Move the pointer over the resource, and a small green circle appears. Move the pointer over
the green circle and an inset map is displayed with the resource’s location. You can then zoom in and
out of the inset map in the normal way.
The resource panel buttons explained
The below table briefly describes the buttons available in the resources panel. Many of these
functions can also be performed from the action tip, and right click menu. For more information
on the functions you can perform, see “Managing Resources” on page 31.
Button
Description
Find the closest tasks to the selected resource.
Find the closest resources to the selected resource.
Update the selected resource’s details and location.
Using the landmark list
Landmarks are user-defined areas on the map. Typically you would create a landmark to
represent customer locations, such as a business address, or an area where your resources
frequently work at.
The landmark list displays a list of the landmarks that have been created.
You can create landmarks, create tasks at landmarks, and display landmarks on the map.
22
WORK AUDIT
User Guide
Note:
You can control how landmarks are displayed on the map, using the options from the Map menu. For
more information, see “Specifying how items are displayed on the map” on page 17.
For more information on how to use landmarks, see “Managing Landmarks” on page 51.
To view landmarks
1
Click the Landmarks list.
2
All landmarks defined for all organizational units are displayed in the list.
3
To filter the list, enter a text string in the Filter field, and click the Search Tool button:
4
Landmarks containing the text string are displayed in the list.
Tip:
The search string is stored in the list for you to re-use as required.
5
To clear the list, click the Clear Search button:
To create a landmark
1
To create a landmark, right-click the map at the required location and click Create
Landmark.
2
In the Create Landmark panel, enter a name for the landmark in the Name field.
3
From the Type list, select an icon to represent the landmark.
You may find it useful to use specific icons to represent types of landmarks. For example all
customer locations for a specific organizational unit could be a blue circle.
4
From the Organization list, select which organizational unit the landmark belongs to.
5
Enter or amend the location details as required.
The latitude, longitude and address details are already populated from where you rightclicked on the map. You can use the Show on Map and Select from Map buttons to help you
if you need to check or change locations.
6
From the Fence Type list, select the shape of the fence surrounding the landmark.
The fence determines the boundary of the landmark.
23
GETTING STARTED
7
In the Radius field, enter the required radius of the fence, or use the Draw on Map feature to
create the boundary.
8
In the Start field, enter the date that the landmark comes into effect.
9
In the End field, enter the date that the landmark is no longer to be used.
Note:
Leave this field blank if there is no required end date.
10 Click Save.
The landmark is saved and is displayed on the map and in the landmark list.
To find the closest landmark to a specific location
1
Right-click the map at the location where you want to find a nearby landmark.
2
On the shortcut menu, click Closest Landmark.
The map displays the closest landmark, with the distance from the selected location.
3
To clear the closest landmark, right-click the map and click Clear Closest on the shortcut
menu.
To find the closest landmark to a selected landmark
1
In the landmark list, move the pointer over the required landmark.
2
On the action tip menu, click Zoom > Zoom to closest landmark.
The landmark is displayed on the map, with a distance line connecting it to the closest
landmark.
To delete a landmark
1
In the landmark list, move the pointer over the required landmark.
2
On the action tip menu, click Delete.
3
In the message box, click OK to confirm that you want to delete the landmark.
The landmark is deleted.
Using the task list
The task list is displayed when you click the Tasks tab in the panel at the bottom of the screen. It
displays tasks based on the search criteria that have been set using the search tools.
The total number of tasks that are currently displayed in the list is shown at the bottom of the list.
When you select tasks in the task list, they are automatically selected on the map so you can see
the geographical position of the tasks.
24
WORK AUDIT
User Guide
Note:
By default, only selected tasks are displayed on the map. You can change this so that all tasks are displayed on the map, or that no tasks are displayed on the map. For more information, see “Specifying
how items are displayed on the map” on page 17.
Note:
You can select tasks, sort tasks, reorder columns and select which columns to display, using the same
method as for the resource list. You can sort on all available columns in the task list, except the
Address column. Please refer to “Using the resource list” on page 19 for an explanation of the functionality and limitations in selecting, sorting and reordering.
Maximizing the task list
You may find it useful to expand the task list when you are looking at large lists of tasks.
To maximize the task list
■
Click the maximize button at the right side of the task list to maximize the list. Click the
button again to minimize the list.
Performing actions on tasks
There are several methods for performing actions on tasks.
To perform an action on a task
■
■
■
Use the buttons at the top of the task list panel.
Right-click a task and click an action on the shortcut menu.
Move the pointer over the appropriate task until a small yellow square appears (the
action tip hotspot).
Move the action tip hotspot and an action tip is displayed, allowing you to perform
actions on the task.
Tip:
You can also view the task’s location, without disrupting your view of the main map, by using the map
tip. Move the pointer over the task, and a small green circle appears. Move the pointer over the green
circle and an inset map is displayed with the task location. You can then zoom in and out of the inset
map in the normal way.
25
GETTING STARTED
The task list buttons explained
The below table briefly describes the buttons available in the task list. Many of these functions
can also be performed from the action tip, and shortcut menu. For more information on the
functions that you can perform on the tasks, see “Managing Tasks” on page 39.
Button
Description
Create a task.
Close the selected tasks.
Cancel the selected tasks.
View a task’s details. You can also print off the details of the
task.
Search for resources closest to the selected task.
View the details of the resource that the task has been
assigned or dispatched to.
Using the search tool
There are several predefined searches that allow you to find information that you are likely to
need on a regular basis. When you use the search tool, the searches are based on the
organizational unit that is selected in the organizational unit list.
To use the predefined searches
26
1
Click the Search Tool button:
2
Select one of the predefined searches from the list.
WORK AUDIT
User Guide
The following searches are available:
Predefined search
Definition
Quick Search
Search for tasks, resources, or both, based
on a text string.
If you search for tasks, the following fields
are searched:
■
Title
■
Street
■
Cross Street
■
City
■
Customer Reference
■
Contact Name
■
External Task Reference
All tasks are searched, regardless of status,
with the exception of cancelled tasks and
tasks that were closed on a previous day.
Tasks closed on the current day are
searched.
If you search for resources, the following
fields are searched:
■
Employee Id
■
First Name
■
Last Name
■
Display Name
Tasks
Search for tasks based on importance,
commitment time and status.
Tasks by reference
Search for tasks by their reference.
Tasks by type
Search for tasks based on task type. Task
types are a way of categorizing tasks, for
example installation tasks, service tasks
and repair tasks.
Tasks closest to address
Search for tasks within a specified
proximity of a particular address.
Tasks closest to resource
Search for tasks closest to a specified
resource.
Resources
Search for resources based on name and
working status.
27
GETTING STARTED
Predefined search
Definition
Resources closest to
address
Search for resources within a specified
proximity of a particular address.
Resources closest to task
Search for resources closest to a particular
task.
3
Specify any parameters that apply to the search.
4
Click Apply.
The information that you have searched for is displayed on the map, and task list or resource
list, as appropriate. The name of the predefined search is displayed at the bottom of the
relevant list, along with the number of records retrieved.
Saving favorite searches
You will find that you need to perform some types of search on a regular basis. To save time,
once you have defined the search parameters you can save the search as a favorite. This allows
you to give the search a memorable name, and means that you do not have to define the search
parameters each time you want to perform the search.
For example, you may want to regularly search for rejected tasks. Once you have created the
search using the search tool, you can then save it as a favorite.
When you save a favorite search, the search is based on the organizational unit that you had
selected at the time. If you subsequently change to a different organizational unit, and run your
saved search, it will still be based on the original organizational unit.
To save a search
1
Click Favorites.
A list displays any favorite searches that you have already saved.
2
Click the arrow, and select Add Favorite.
3
In the Name field, enter a name for the search.
4
From the Type menu, select the type of search.
5
The favorite is saved in the list.
To use a saved search
1
On the Search panel, click Favorites.
2
From the list of favorites, select the required search.
The search is performed, and the name of the favorite search is displayed at the bottom right
of the task list.
To delete a saved search
28
1
On the Search panel, click Favorites.
2
Click Manage favorites.
WORK AUDIT
User Guide
3
Select the appropriate entry in the list and click Delete.
The favorite is deleted.
Refreshing a search
When you use the search tool, the name of the search is displayed above the map, next to a
refresh symbol. You can refresh the search data at any time by clicking the refresh symbol.
If you have changed the organizational unit since performing your search, refreshing the search
will display results for the original search criteria, including the original organizational unit. For
example, you might have performed a Resources search, based on the organizational unit
“London”. Subsequently, you might have changed the organizational units to only display “West
London”. If you refresh the search, it will return results for the “London” organizational unit,
even though the Organizational Unit field still displays the label “West London”.
29
GETTING STARTED
30
WORK AUDIT
User Guide
Managing Resources
3
This chapter tells you how to use the Work Audit features to find and view information on
resources.
Working with resources
You can search for, view information on, and manage the resources within each organizational
unit.
Resources are displayed in the resource list and can be shown on the map. There are several
reasons why you might want to search for resources and display them in the resource list or on
the map.
For example, you may want to:
■
See, at a glance, all the resources who are currently working in an organizational unit.
■
Find the resources closest to a particular task.
■
Find the resources closest to a particular location.
Understanding the resource information
The following figure shows the symbols that are used to represent resources.
Travelling: is displayed when a resource has accepted a task and has indicated on his mobile
device that he is travelling to a task location.
Working: is displayed when a resource has arrived at a task location and indicated on his mobile
device that he is On Site.
Available: the resource is available for work. This is determined by the resource’s scheduled
working hours.
31
MANAGING RESOURCES
Working with resources
Not available: the resource is unavailable for work. This is determined by the resource’s
scheduled working hours.
No device: the resource has no associated device. Therefore no location information is available.
The resource list displays the following information about resources. You can click the column
headings for Employee ID, Distance, and Name, to order the items in either ascending or
descending order.
Column name
Description
Employee ID
The unique identifier of the resource.
Name
The resource’s display name.
Working status
The status of the resource, for example, whether the resource is available
for work, unavailable, travelling or working.
Organizational
unit
The organizational unit that the resource is in.
Device status
For example, whether the vehicle is parked, or stopped, at a location; it also
includes the duration of the stop.
Shift start
The time that the employee’s shift begins.
Shift end
The time that the employee’s shift ends.
Distance
This relates to the Search Closest searches, for example, Search Closest
Landmarks. It is the distance away from the object that you have searched
for.
Location
The location of the resource.
Last updated
The time that information was last received from the device.
Locating resources
You can use the search tool to locate resources. For example, you can search for one or more
resources based on name, status, and location.
Tip:
Remember, you are managing resources for the selected organizational unit. You can change the
organizational unit that you want to manage. See “Specifying the organizational unit” on page 11.
32
WORK AUDIT
User Guide
To search for resources
1
Click the Search Tool button:
2
From the template list, select Resources.
Tip:
If you want to display a list of all the resources in the selected organizational unit, then do not select
any of the search options, just click Apply. If you do want to refine the search criteria, proceed with
the below steps.
Tip:
If you want to perform a quick search for a particular resource, use the Quick Search Template; select
to search on resources; then enter all or part of the name of the resource that you want to search for;
then click Apply.
3
In the Name field, enter the name of the resource that you want to search for.
You would typically use this search if you were looking for a specific resource.
4
From the Working status list, select the required working status of the resources that you are
looking for.
You can CTRL+click to select more than one status.
5
From the Sort list, select whether to sort by Name or Employee ID.
6
Click Apply.
The resources that meet the search criteria are displayed in the resources list.
Note:
By default, only resources that have been selected are displayed on the map. You can change how
items are displayed on the map. For more information, see “Specifying how items are displayed on
the map” on page 17.
Tip:
To clear selected items from the resource list or map, click Clear Selection:
33
MANAGING RESOURCES
Working with resources
Tips on viewing resources
■
■
Once you have displayed the required resources on the map and resource list, you can
see at a glance which resources are working, travelling, not available and so on.
From the action tip menu, you can see a resource’s contact details.
Related topics
“Using the search tool” on page 26
“Finding tasks for a resource” on page 35
“Identifying the closest tasks to a resource” on page 35
Searching for resources based on
geographical areas
When you manage your tasks and resources, you may want to identify all the resources within a
radius of a certain geographical area.
Identifying resources closest to an address
34
1
Click the Search Tool button:
2
From the template list, select Resources closest to address.
This is the straight line distance from the address.
3
In the Address field, enter the required address.
4
In the Radius field, enter the radius of the search from the specified co-ordinates.
5
Select whether to search based on the resource’s start location or current location.
6
In the Sort field, select how you want the results to be sorted.
7
Click Apply.
Resources that match the criteria are displayed in the resource list.
WORK AUDIT
User Guide
Searching for tasks assigned to a resource
The Work Audit features enable you to see which tasks have been assigned to a resource.
To search for tasks assigned to a resource
1
Select a resource either in the resource list or on the map.
This assumes that there are resources already displayed. For example, you might have
searched for resources based on their working status, as described in “Locating resources” on
page 32.
2
Right-click the resource and select Get Tasks for Resource from the shortcut menu.
All tasks that are associated with the resource are displayed in the task list.
Finding tasks for a resource
You can find suitable tasks to assign to a resource. This is useful when, for example, a resource is
available for work but has no tasks, or if there are particular tasks which you urgently need to
assign to resources in order to meet commitment deadlines.
Identifying the closest tasks to a resource
You can search for the tasks closest to a resource.
You can either search for the closest task regardless of status. Or you can search for tasks based
on status.
To search for tasks closest to resources
1
Search for the appropriate resource as described in “Locating resources” on page 32.
2
Right-click the resource and select Search Closest Tasks from the shortcut menu.
The list of tasks, in order of proximity to the resource, is displayed in the task list. The
distance is straight line distance.
To search for tasks closest to resources based on status
1
Click the Search Tool button:
2
From the list of search templates, select Tasks closest to resource.
3
In the Employee ID field, enter the required employee ID.
4
In the Task status field, select the appropriate task status.
This is an optional step. If you do not select a status, then all tasks statuses are considered.
5
In the Radius field, enter the maximum distance from the resource for which you want to
search for tasks.
6
In the Sort field, select how you want the results to be sorted.
35
MANAGING RESOURCES
Working with resources
7
Click Apply.
The tasks are displayed in the task list.
Alternatively, select a resource and then click Zoom > Zoom to Closest Task on the action tip
menu to display the task closest to the resource.
Viewing route information
You can view all the tasks that have been assigned and dispatched to a resource, on the map. On
the map, the tasks are shown as the resource’s route.
To view the route sequence
■
Right-click the appropriate resource and select Show Route Sequence from the shortcut
menu.
The resource’s route sequence is shown on the map. The tasks are shown linked by
straight lines.
To clear the route from the map
■
Right-click the map, and select Clear Route/Driving Route from the shortcut menu.
Displaying driving directions
You can display driving directions for up to 8 tasks in the resource’s route.
To view the driving route
■
Right-click the appropriate resource and click Show Driving Route on the shortcut
menu.
The resource’s driving route is shown on the map, including the start and end locations.
The driving route shows the exact route between the tasks (up to a limit of 8 tasks), and
the driving directions between them. If there are more than 8 tasks in the route, straight
lines are shown between tasks instead of the driving route.
Updating a resource’s location data
The location of a resource on the map is based on GPS data that is received at pre-defined
intervals. Work Audit automatically updates the location of the resource every 5-7 minutes.
You can track the movements of one or more resources on the map if you have selected the
resources and have switched on Track Selection. For more information see “Setting how the map
moves to display items” on page 18.
36
WORK AUDIT
User Guide
You can also manually update the resource’s location from the latest GPS data at any time.
Note:
The standard interval time for receiving GPS data is determined by the level of service that your organization has purchased.
To update a resource’s location data
■
Right-click the required resource and select Update from the shortcut menu.
The resource’s location is updated from the latest GPS data.
37
MANAGING RESOURCES
Working with resources
38
WORK AUDIT
User Guide
Managing Tasks
4
This chapter tells you how to use the Work Audit features to find, view and manage tasks.
It explains some of the ways in which you can find specific tasks, see the status of the tasks for
specific organizational units, and find the resources that are closest to specific tasks.
Working with tasks
You can view information on the tasks within each organizational unit.
Tasks are displayed in the task list area at the bottom of the screen, and can be shown on the
map.
You can:
■
Create tasks.
■
Sort a list of tasks based on their commitment times.
■
Find resources and tasks close to a specific task
The task list area at the bottom of the screen displays a list of search results. In other words,
when you search for particular types of tasks, they are displayed in the task list area, along with
associated information on that task.
Manually uploading tasks and schedules
You can upload tasks and schedules into Work Audit with, for example, information exported
from an external Customer Relationship Management system, using CSV files.
For information on how to manually upload tasks and schedules, click the Administration tab
from within GeoManager and select Task Administration. There is a 1MB file size limit on
uploading CSV files. If you have a CSV file that exceeds the maximum file size, then separate out
the file into multiple files that are within the upload limit.
39
MANAGING TASKS
Working with tasks
Note:
If you create the CSV file for uploading tasks and schedules from an Excel spreadsheet (.xlsx), be careful to define the NOTES column with a format of “General” and not “Text”. Otherwise, if there are
more than 255 characters in the notes field for a particular task, the CSV file will contain hashes
(######) instead of data, and this is how the data will be uploaded into GeoManager.
We recommend that you verify that the task upload process has succeeded before uploading a
schedule that refers to those tasks.
When you manually upload tasks, if you do not include an entry in the External Reference field,
then a new task is created and a reference is automatically added. If you have supplied an
External Reference, and a task with the exact same reference already exists in Work Audit, then
the appropriate task’s details are updated with the information in the task upload. The only
exceptions to this are if the existing task has been cancelled, completed, or is in progress.
Typically, you will upload a start-of-day schedule. Any further schedule uploads are
incremental, and the information in the second upload will add to the information in the first.
For example, you might upload schedule 1, and it contains the following tasks:
■
Task A assigned to resource Z
■
Task B assigned to resource Y
■
Task C assigned to resource X
You might then upload schedule 2, with the intention of replacing schedule 1.
■
Task A assigned to resource W
■
Task B assigned to resource U
In this example, tasks A and B will be reassigned to resources W and U. It may be that you did
not intend task C to appear in the schedule any more, and therefore omitted it. However, task C
has already been added to the system and will still therefore be assigned to resource X.
To remove task C, you will need to cancel the task. For information on cancelling tasks, see
“Cancelling tasks” on page 49.
When tasks are uploaded, new tasks are automatically given the status “Not Assigned”. To
change the status to “Assigned”, you must either do so using the schedule upload, or using the
web services.
40
WORK AUDIT
User Guide
Understanding the task information
The status of each task is represented by a symbol. To understand the meaning of each task
symbol, click the legend above the map.
■
Not assigned: tasks that have not been assigned to a resource.
■
Assigned: tasks that have been allocated to a resource, for that resource to perform the task.
■
Dispatched: tasks that have been sent to the resource’s mobile device, and that resource will
be able to view the task on the mobile device, and either accept or reject the task.
■
Accepted: tasks that have been accepted by the resource.
■
En route: tasks for which the resource is travelling to the task location.
■
In progress: tasks that are in progress.
■
Complete: tasks that have been completed.
■
Cancelled: tasks that have been cancelled.
■
Rejected: tasks that have been rejected by a resource.
The task list displays the following information about tasks. You can click on any of the column
headings to order the items in either ascending or descending order.
Column name
Description
Reference
The identifier of the task. This could be the work reference that you
give to a customer.
Time to failure
The number of days, hours and minutes, from the current time, till
the commitment time of the task.
Title
The name of the task.
Type
The task type of the task.
41
MANAGING TASKS
Working with tasks
Column name
Description
Distance
The straight-line distance to the task from the resource’s current
location.
Commitment time
The commitment time and date of the task. For example, if the task
is a complete-by task, this would be the time and date by which the
task must be completed.
Task status
The status of each task.
Employee ID
The ID of the resource that the task has been assigned to.
Employee name
The name of the resource that the task has been assigned to.
Earliest start time
The earliest time that the task can be started. This is used for
appointments only.
Latest Start time
The latest time that the task can be started in order to meet its
commitment.
Commitment type
The type of commitment: appointment, complete-by, or start by
tasks.
Time zone
The time zone that the task is located in.
Importance
The importance rating of the task: high, normal or low.
Duration
The length of time, in hours and minutes, that the task is estimated
to take.
Customer
The name of the customer.
Address
The location at which the task will be performed.
Zip Code
The ZIP code in which the task will be performed.
Organizational unit
The organizational unit that the task is located in.
Understanding task fences
Every task has a defined elliptical geographical area surrounding it, known as a fence. A fence
determines the precincts of the task. In other words, it is the area around the task location that
defines when a resource has arrived at the task location. Once the resource enters the task fence,
the resource is deemed to have arrived at the task location.
The task fence is displayed on the map as a green circle surrounding the task. The size of the task
fence can be specified in the task upload CSV file, or using the web services. The default radius
of a task fence is 200ft, or 61 metres.
42
WORK AUDIT
User Guide
When you select a task, it is displayed on the map. If a fence has been created for the task, it is
depicted as a green circle around the task, as long as the option to display task fences has been
switched on. For more information see “Specifying how items are displayed on the map” on
page 17
Finding specific types of tasks
One of the powerful features of Work Audit is the ability to identify potential problems relating
to today’s commitments and events, within a specific geographical area.
In managing workload, you need to be able to view and understand information relating to the
potentially large number of tasks and commitments for which you are responsible.
Work Audit provides you with the tools to make informed decisions in controlling tasks,
resources and commitments within the appropriate organizational units.
There are a number of predefined search templates that enable you to find tasks (and resources)
based on task status, importance, commitment information and location.
You can:
■
Identify tasks based on status, for example, all tasks that have not been assigned to a
resource.
■
Find tasks based on their commitment time. For example, you may want to display all tasks
that have a commitment time within the next 3 hours.
■
Identify resources who can be given a currently unassigned task.
To search for tasks
1
Click the Search Tool button:
2
Click Tasks.
The search criteria are displayed.
3
From the Task status list, select the appropriate task status.
This is an optional step. If you do not select a value, all statuses are considered.
4
From the Importance list, select the appropriate importance level.
This is an optional step. If you do not select a value, all importance levels are considered.
5
In the Hours to commitment field, enter the number of hours until the task’s commitment
time.
For example, if you enter the value 3, tasks that have a commitment time within the next 3
hours will be returned by the search.
This is an optional step. If you leave it at zero, this field is ignored.
6
In the Commitment date field, select the commitment date of the task.
This is an optional step. If you do not select a value, this step is ignored.
43
MANAGING TASKS
Working with tasks
7
From the Sort by list, select how you want the results to be sorted.
8
Click Apply.
The tasks that meet the search criteria are displayed in the task list.
Note:
By default, the map will only display tasks that have been selected in the task list. You can change
how tasks are displayed, from the Map menu. For more information, see “Specifying how items are
displayed on the map” on page 17.
Tip:
To clear selected items from the task list or map, click Clear Selection:
Related topics
“Searching for tasks by type” on page 44
Searching for tasks by task reference
You can search for tasks based on the task reference. You can search for a task regardless of its
status.
To search based on task reference
1
Click the Search Tool button:
2
Click Tasks by reference.
3
Enter the task reference and click Apply.
The task is displayed in the task list.
Searching for tasks by type
When a task is created, it can be given a task type. A task type is a categorization of the task, for
example, an installation task, service task, repair task and so on.
Note:
Task types are defined either in the web services, or in the task upload CSV file.
You can search for tasks based on their task type.
44
WORK AUDIT
User Guide
To search based on task type
1
Click the Search Tool button:
2
Click Tasks by type.
3
From the Type list, select the task types that you want to search on.
You can select multiple task types using CTRL+click. If you do not select a type, the search
will return all tasks regardless of type.
4
You can narrow the search based on Task status. Select the required status from the Task
status list.
If you do not select a status, the search will return all tasks regardless of status.
5
From the Sort by list, you can choose to display the results ordered by commitment time,
task type, or task status.
6
Click Apply.
The results are displayed in the task list.
Searching for tasks based on geographical areas
When you manage your tasks and resources, you may want to identify all the tasks within a
radius of a specific address.
Identifying tasks closest to an address.
1
Click the Search Tool button:
2
From the template list, select Tasks closest to address.
3
In the Address field, enter the required address.
Tip:
You can copy a value from the resource list, task list, or landmark list and paste it into a field in one of
the search templates. For example, in the resource list, you could right-click an address field, click
Copy, then paste that address into the appropriate field using CTRL+V.
4
In the Radius field, enter the radius of the search from the specified co-ordinates.
5
In the Commitment date field, select the date of the commitment.
This is an optional step. If a date is not specified, the field is ignored.
6
Select whether to search for tasks that have a commitment time in the morning, afternoon; or
search for tasks based on the whole day.
This field is only displayed if a Commitment date was selected.
7
In the Tasks Status field, select the appropriate task status to search for.
45
MANAGING TASKS
Working with tasks
This is an optional step.
8
In the Importance list, select the importance of the task.
This is an optional step.
9
In the Sort field, select how you want the results to be sorted.
10 Click Apply.
Tasks that match the criteria are displayed in the task list.
Finding resources closest to a task
You can search for the closest resource to a task.
There are some simple methods for identifying resources that are closest to the task.
Method one
1
Click the Search Tool button:
2
From the template list, select Resources closest to task.
3
In the Reference field, enter the task reference for which you want to find a resource to
assign the task to.
4
In the Radius field, enter the radius of the search from the task location.
5
Click Apply.
Resources that match the criteria are displayed in the resource list.
Method two
1
Locate the task that you want to assign to a resource.
For more information, see “Finding tasks for a resource” on page 35.
2
Right-click the resource and select Search Closest Resources.
Tip:
In the action tip, you can also select Zoom > Zoom to Closest Resource. The map displays the
closest resource, within a 25-mile / 40-km radius, with a line connecting the two items and showing
the distance between them. To remove the line, right-click the map and select Clear Closest from
the shortcut menu.
46
WORK AUDIT
User Guide
Creating tasks
In addition to uploading tasks from external systems, you can create tasks within Work Audit.
To create a task
1
Right-click on the map where you want to create a task and select Create Task from the
shortcut menu.
The Create Task panel is displayed.
Note:
You cannot create a task from the map if the map is in Bird’s Eye view. You must first switch to Road
or Aerial view.
Tip:
You can also create a task at a landmark. Search for the landmark in the landmark list or on the map,
move the pointer over the action tip and click Create Task.
Alternatively, click the Create Task button at the top of the task list to create a task:
2
Enter the following details, as appropriate.
Field
Description
Title
Enter the name of the task.
Organizational
unit
Select the organizational unit to which the task belongs.
Customer
Enter the customer name.
This is an optional field. If you created the task from a landmark, the
customer name will be pre-populated.
Reference
Enter a reference for the task. If you do not enter a reference, one is
automatically generated for you. A reference is typically the
reference number of the task that you would give to the customer.
47
MANAGING TASKS
Working with tasks
3
If necessary, enter the address.
If you created the task by right-clicking on the map, the address will be pre-populated. If not,
click Select from Maps and then click the appropriate place on the map. You can also enter
information into the address fields. If so, you can validate the address that you enter by
clicking Show on map.
4
Enter the following details.
5
6
Field
Description
Importance
The importance of the task.
Type
The type of task: start by, complete by, or appointment.
Depending on which type of task you select, enter the Start-by time,
Complete-by time, or, for an appointment, the Start and End times.
Time zone
Select the time zone of the task.
Duration
Enter the estimated task duration.
Enter information into the following optional fields, if required.
Field
Description
Contact
The name of the contact for the task.
Telephone
The telephone number of the contact.
Mobile
The mobile telephone number of the contact.
Email
The email address of the contact.
Notes
Any additional notes relating to the task.
Click Save.
The task is saved. A confirmation box displays the task ID. The task will automatically be
given the status “Not Assigned”.
Editing a task
You can edit a task to amend the task details, as required.
To edit a task
48
1
Either:
■ Right-click the task and select Edit from the shortcut menu; or
■ Move the pointer over the task, then select Edit from the action tip menu.
The Edit task pane is displayed.
2
Edit the task and click Save.
WORK AUDIT
User Guide
Cancelling tasks
You can cancel a task if, for example, it has been created in error or is no longer required.
To cancel a task
1
Select the task that you want to cancel, either on the map or in the task list.
2
Right-click the task and select Cancel from the shortcut menu.
You can also select More Actions > Cancel from the action tip menu; or click the cancel task
button.
A message box is displayed asking you to confirm that you want to cancel the task.
3
Click Cancel Task.
The task is cancelled.
Closing tasks
You can close a task if, for some reason, the resource is not able to close the task.
To close a task
1
Select the task that you want to close, either on the map or in the task list.
2
Right-click the task and select Close from the shortcut menu.
3
In the Close Tasks window, in the Notes field, enter any notes relating to the task.
4
Enter the Actual Start Date.
5
Enter the Actual End Date.
6
Select the Time Zone.
7
Click Close Task. The task is closed.
Note:
Tasks that are more than 144 hours “late” from their commitment time are automatically closed.
49
MANAGING TASKS
Working with tasks
Viewing and printing task details
You can view details of a task and print them out. You may find it useful to print out task details
and give them to mobile workers if, for example, their mobile device is broken.
You can view the details of an individual task by moving the pointer over the task and then
moving the pointer over the yellow action tip hotspot. The task details are displayed in the action
tip menu.
You can also view the details of one or more tasks, and then print that list.
To view and print task details
1
Select one or more tasks.
2
Right-click one of the selected tasks and select View from the shortcut menu.
You can also click the view and print task details button from the task list.
A list of tasks and their details are displayed.
3
50
Click Print to print the tasks.
Your printer dialog box is displayed. Select the settings appropriate for your computer and
printer and print the list.
WORK AUDIT
User Guide
Managing Landmarks
5
This chapter describes how to use landmarks in your daily monitoring of resources and
commitments.
What are landmarks?
Landmarks are user-defined areas on the map. Typically you would create a landmark to
represent customer locations, such as a business address, or an area where your resources
frequently work.
Tip:
Remember, you can sort on the Name column in the landmark list, resize the columns, change the
order of columns and use the field picker to select which columns are displayed.
Finding landmarks
You can locate landmarks on the map and display them in the landmark list. You can also find
the landmark that is closest to a particular location.
To view landmarks
1
Click the landmark list.
2
All landmarks defined for all organizational units are displayed in the list.
3
To filter the list, enter a text string in the Filter field, and click the Search Tool button:
Landmarks containing the text string are displayed in the list.
Tip:
The search string is stored in the list for you to reuse as required.
51
MANAGING LANDMARKS
What are landmarks?
4
You can select up to 20 landmarks in the list using SHIFT+click, and then select additional landmarks using
CTRL+click.
5
To clear the list, click the Clear Search button:
To find the closest landmark to a specific location
1
Right-click the map where you want to find a nearby landmark.
2
From the shortcut menu, click Closest Landmark.
The map displays the closest landmark, with the distance from the selected location. To
remove the line, right-click the map and select Clear Closest.
Creating and editing landmarks
You can create landmarks on the map. You can give each landmark a particular icon in order to
easily identify different types of landmarks.
To create a landmark
52
1
To create a landmark, right-click the map at the required location and select Create
Landmark.
2
In the Create Landmark panel, enter a name for the landmark in the Name field.
3
From the Type list, select an icon to represent the landmark.
You may find it useful to use specific icons to represent types of landmarks. For example, all
customer locations for a specific organizational unit could be a blue circle.
4
From the Organization list, select the organizational unit to which the landmark belongs.
5
Enter or amend the location details as required.
The latitude, longitude and address details are already populated from where you rightclicked on the map. You can use the Show on Map and Select from Map buttons to help you
if you need to check or change locations.
6
From the Fence Type list, select the shape of the fence surrounding the landmark.
The fence determines the boundary of the landmark.
7
In the Radius field, enter the required radius of the fence, or use the Draw on Map feature to
create the boundary.
8
In the Start field, enter the date that the landmark comes into effect.
9
In the End field, enter the date that the landmark is no longer to be used.
WORK AUDIT
User Guide
Note:
Leave this field blank if there is no required end date.
10 Click Save.
The landmark is saved and is displayed on the map and in the landmark list.
To edit a landmark
1
Move the pointer over the required landmark, either on the map or in the landmark list, and
select Edit from the action tip menu.
2
Edit the landmark details as required.
To delete a landmark
1
Move the pointer over the required landmark, either on the map or in the landmark list, and
select Delete from the action tip menu.
A message box asks you to confirm that you want to delete the landmark.
2
Click OK to delete the landmark.
Creating a task at a landmark
You can create tasks at a specific landmark.
To create a task at a landmark
1
Find the landmark either on the map or in the landmark list.
2
Move the pointer over the landmark and select Create Task from the action tip menu.
The Create Task panel is displayed.
3
Enter the task details as appropriate. The Customer and address fields are already populated
with the landmark’s details.
For more information on creating tasks, see “Creating tasks” on page 47.
4
When you have finished, click Save to create the task.
A confirmation box appears with the ID of the task.
Finding resources closest to a landmark
You can search for resources that are closest to a particular landmark.
To search for resources closest to a landmark
1
Find the required landmark on the map or in the landmark list.
53
MANAGING LANDMARKS
What are landmarks?
2
Move the pointer over the landmark and select Closest Resources from the action tip menu.
The resource list displays a list of resources in order of proximity to the landmark.
Clustering landmarks
You may have numerous landmarks created for the organizations that you manage. If there are
more than 300 within the list of landmarks that are shown on the map, you can choose to cluster
those landmarks.
Clustered landmarks appear with a green and white cross symbol.
If there are fewer than 300 landmarks displayed on the map then clustering is automatically
disabled, although it will be activated once the number of landmarks displayed on the map
exceeds 300.
If there are more than 300 landmarks displayed on the map, you can switch clustering on or off.
The zoom level of the map will determine how many landmarks are contained within a specific
cluster.
To switch landmark clustering on or off
54
1
Click the Map menu, then move the pointer over Landmarks.
2
Switch Cluster Landmarks on or off, as required.
Download PDF
Similar pages