Schedule Details

To define the schedule details and recurrence pattern:

1. Modify the Schedule Name.

   By default, the schedule is named according to the property and the work subType. You can modify this value.

2. If you want to assign an Asset to the schedule, click the Select link and select an asset.

   Note:

   If you are defining tasks for this schedule, you should associate assets to the tasks, not to the schedule as a whole. For more information, see Task Based Schedules.

3. Specify two date values to define the Schedule Start/Finish dates.

   These dates indicate the first date on which you want the scheduled work orders to begin and the final date on which the scheduled work orders should stop.

   If you select the Auto-Schedule option, additional work orders will be scheduled after the Finish date, according to the Auto-Schedule parameters. In this case, the Start/Finish dates indicate how many work orders will be scheduled at one time, for example, 6 months of work orders or a year of work orders, each time the auto-schedule is regenerated.

4. Select two time values in the Time Scheduled fields to indicate the time the work should start and stop.

5. Specify the Auto-Schedule parameters.

   • If Auto-Schedule is set to No, then work requests are scheduled from the Schedule Start date to the Schedule Finish date only. No additional work orders will be generated after the finish date.
   • If Auto-Schedule is set to Yes, then additional scheduled work orders will automatically be generated, to extend the schedule once the initial time frame specified by the Schedule Start and Schedule Finish values expires. Work orders will continue to be generated into the future, indefinitely, until the schedule is inactivated.
   • In the Months field, enter the number of months of additional work orders to auto-schedule. For example, if you enter 12, additional work orders will be generated so that there are always twelve months of work orders created for that schedule.

   Auto-scheduled work orders are generated overnight in a batch process. Therefore they may not appear immediately.

6. Enter a value in the Estimated Labor Hours field to specify the number of hours you estimate completing the work should take.

   If a procedure is subsequently added to the schedule, you can elect to override the value in this field with the Estimated Labor Hours value associated with the procedure.

7. Select a value in the Recurrence Pattern field. Selecting By Due Date automatically generates schedules for future planning purposed. Selecting By Complete Date enables only the first work order in the schedule to be created when the schedule gets generated. Subsequent work orders then get generated once the first/previous work order is marked as Work Complete.

   Recurrence patterns are defined differently for schedules that includes tasks. For more information, see Task Based Schedules.

   Daily

   Creating a Daily schedule allows you to create a schedule that recurs daily or every few days. You cannot add tasks to daily schedules.

   • In the Every field, specify the number of days to skip before repeating this schedule (for example, 1 = every day, 3 = every third day).

   • In the Exclude Weekends field, select Yes to exclude Saturday and Sunday from the schedule or select No to include these days.

     If you select Yes and the value specified by the Every field would cause a work order to be created on a Saturday or Sunday, that work order is instead created for the following Monday.

   Examples:

   • If Every = 2 and Exclude Weekends = Yes, work orders will be generated on: Mon, Wed, Fri, Monday, Wed, Fri …

   • If Every = 3 and Exclude Weekends = No, work orders will be generated for Mon, Thu, Sun, Wed, Sat…

   Weekly

   Creating a weekly schedule allows you to create a schedule that recurs weekly, or every few weeks on a specified day or days.

   • In the Every field, specify the number of weeks to skip before repeating this schedule (for example, 1 = every week, 6 = every 6 weeks).

   • In the Day check boxes, select the day that you want the schedule to occur on.

   Examples:

   • If Every = 1 and Mon and Wed are selected, work orders will be generated on Monday and Wednesday of every week.

   • If Every = 2 and Sat is selected, work orders will be generated every other Saturday.

   Monthly

   Creating a monthly schedule allows you to create a schedule that recurs on a specific day, every month or every few months. Use Monthly to define quarterly or semi-annual schedules.

   • The first option allows you to indicate that the schedule should occur on a particular weekday, repeating when a specified number of months have elapsed.

   • The second option allows you to indicate that the schedule should occur on a particular calendar date, repeating when a specified number of months have elapsed.

   • In the Exclude Weekends field, select Yes to exclude Saturday and Sunday from the schedule or select No to include these days.

     If you select Yes and the value specified by the Every field would cause a work order to be created on a Saturday or Sunday, that work order is instead created for the following Monday.

     Schedule Override Records can be used to add specific procedures that are only performed on a quarterly, semi-annual, or yearly basis to a monthly schedule.

   Examples:

   • Using the first option, if you select First, Monday of every 6 month(s), work orders will be generated semi-annually on the first Monday of the month.

   • Using the first option, if you select Last, Friday of every 3 month(s) work orders will be generated quarterly on the last Friday of the month. Remember, not all months have a full fourth week.

   • Using the second option, if you select Day 1 of every 1 month(s) and Exclude Weekends = Yes, work orders will be generated every month on the first day of the month, except when that day falls on a Saturday or Sunday, in which case it will be pushed to the following Monday.

   Yearly

   Creating a yearly schedule allows you to create a schedule that recurs on a specific date every year or every few years.

   • In the Every field, specify the number of years to skip before repeating this schedule (for example, 1 = every year, 7 = every seven years).

   • In the On field, select a calendar month and enter a date (for example, April 15).

   • In the Exclude Weekends field, select Yes to exclude Saturday and Sunday from the schedule or select No to include these days.

     If you select Yes and the value specified by the Every field would cause a work order to be created on a Saturday or Sunday, that work order is instead created for the following Monday.

   Examples:

   • If Every = 1 on December 31 are specified, work orders will be generated on the last day of the year, every year.

   • If Every = 2 on January 1 and Exclude Weekends = Yes are specified, work orders will be generated on the first day of the year, every other year, except when January 1st falls on a Saturday or Sunday, in which case it will be pushed to the following Monday.

   Seasonal

   Creating a seasonal schedule allows you to create a schedule that recurs on a particular weekday for particular weeks only. This provides you the flexibility to create a recurring schedule that is only operational during certain periods of the year, for example, a summer schedule.

   Defining a seasonal schedule is done by adding multiple Week/Day records to the schedule where each record defines the week and day on which work orders will be scheduled.

   • In the Week # field, enter a number from 2 to 51. This specifies the week on which work orders will be generated.

   • Select the day of the week on which work orders will be generated.

   • Click ADD.

   Repeat these steps to include additional weeks and days.

   Examples:

   • If you add the following records: Week# 49 on Monday, Week#1 on Friday, Week# 2 on Monday, Week#2 on Friday, Week# 50 on Monday, Week#51 on Friday, work orders will be generated on Monday and Friday of the first three weeks of December.

   • If you add the following records: Week# 24 on Wednesday, Week#25 on Wednesday through Week# 36 on Wednesday, work orders will be generated on a "Summer Schedule," on Wednesdays for twelve weeks.

8. In the Created By field, select the name of the user who is creating this schedule.

9. If Crews functionality is enabled, you can select a Crew (for example, Janitorial Staff or Electricians) to assign the schedule to.

   When you select a crew, the schedule is assigned to the crew leader by default. You can either accept this assignment or click the Assigned To Select link and select a different member of the crew. Only crew members that have the appropriate security rights to the property and the schedule type and subType are displayed.

   Once you assign a schedule to a crew, it cannot be reassigned to an individual, only to another member of this or another crew.

10. In the Assigned To field, select the name of the user the work will be assigned to.

11. Define a scheduled work order notification rule by defining the following values.

    This notification rule allows the system to send out individual notifications when each work order's scheduled start date is about to occur, instead of sending out a flood of notifications when the schedule is first generated.

    • Notify Assigned To – Select Yes to indicate that individual work order notifications should be sent.
    • Method – Select a value to indicate whether the notification should go to the user's regular email address, mobile email address, or all email addresses.
    • Notification Rule – Enter a value to indicate the number of hours or number of days before each work order's start date to send out the notification.

12. Click UPDATE.

If your schedule is defined on a weekly, monthly, or seasonal basis, you can create a task-based schedule. Task-based schedules allow the scheduled work orders to be broken down into multiple component tasks to be completed, where all of these tasks are associated with a single work order. Task-based schedules are often used when a variety of tasks need to be completed with different frequencies, or in critical environments, such as data centers, where large numbers of equipment must be frequently checked.

For more information about defining tasks, see Task Based Schedules.

A procedure is automatically attached to the work orders generated from a schedule if the type and subType of the work selected has a procedure associated with it. If there is no default procedure associated with a schedule, you can attach one in this pane. Or, if you want to change the default procedure, you can select a different one.

To select a procedure:

1. Click Procedure to open the Procedure pane.

   If a default procedure is already attached, it will be displayed in the pane.

2. Click the Select link to open a window that allows you to find and select a new procedure.

   You can only select procedures that are: associated with the selected property, associated with no property but associated with a region you have security rights to, or associated with neither a property nor a region.

   If an Estimated Labor Hours value is associated with the selected procedure, the system verifies whether the procedure's value conflicts with the Estimated Labor Hours value entered above when you created the schedule.

   If there is a conflict, you can elect to override the entered Estimated Labor Hours value with the one stored with the procedure or ignore the value stored with the procedure and retain the entered value.

3. Click Update.

If you do not want a procedure attached to the schedule, you can remove it by clicking the REMOVE button. If you want to print the attached procedure, click the Print Procedure link.

If you need to attach multiple procedures to a schedule, you should define a task-based schedule where a separate procedure is attached for each task. For more information, see Task Based Schedules.

If you are defining quarterly, semi-annual, or yearly overrides to a monthly schedule and need to change the procedure in the override months, see Schedule Override Records.

Schedule override records can be specified for a monthly schedule to override the standard procedure, assignment, and estimated labor hours to account for additional work that needs to be done on a periodic basis. Override records are most often used when additional steps need to be added to a monthly schedule on a quarterly or yearly basis.

For example, a schedule for a monthly furnace inspection might add filter changes on a quarterly basis and a thorough cleaning on a yearly basis. This could be accomplished by creating four quarterly overrides and one annual override.

To create an override record:

1. Click Schedule Override Records to open the pane.

2. Click the Select link to the right of the Procedure field.

   This opens a dialog box allowing you to find and select a procedure to override the standard monthly procedure with. Make sure that the procedure you select includes both the monthly work and the override work.

3. In the Assigned To field, select the user that the work should be assigned to.

   Selecting a value only assigns the work orders from the overridden month to this user.

4. In the Month field, select the month in which the override applies.

5. In the Est Labor Hrs field, enter the total number of hours you estimate the work will take to complete.

   This value should include the total number of hours for the regular work and the override work. For example, if a monthly inspection takes 2 hours and a quarterly filter change takes 1 hour, you should enter 3.

6. Define a notification rule for the override month by defining the following values.

   This notification rule allows the system to send out individual notifications when the override work order's scheduled start date is about to occur.

   • Notify Assigned To – Select Yes to indicate that a notification should be sent.
   • Notification Rule – Enter a value to indicate the number of hours or number of days before each work order's start date to send out the notification.

7. For overrides that should only occur annually or every once every few years, enter the following values:

   • Base Year – Enter the year on which the override should start.
   • Frequency – Enter the number of years to skip before the next override recurs.

   For example, by entering values for fields, you could define an override that occurred for the first time in the year 2016 and recurred every three years.

8. Click ADD.

   The override record is added to the schedule. You can repeat these steps,, to create additional override records.

This pane allows you to modify certain values that were defined on the Create Schedules page.

To modify miscellaneous schedule details:

1. Click Miscellaneous Schedule Details to open the pane.

2. Specify the following billing values, if needed.

   • Billable – Select Yes to indicate that the costs associated with the scheduled work requests will be billed to a third party.
   • Bill Code – If the requests are billable, select a billing code.

3. Specify the following values to indicate Who is requesting this schedule.

   • First Name – Enter the first name of the person making the request.
   • Last Name – Enter the last name of the person making the request.
   • Company – Enter the company that the person making the request is associated with.
   • E-mail Address – Enter the email address of the person making the request. This email address will be used for notifications.
   • Phone – Enter the telephone number of the person making the request.
   • Fax – Enter the fax number of the person making the request.

4. In the Statement of Work field, enter a description of the work to be done.

5. In the Follow-Up Alert field, select a value to indicate that an additional notification should be sent out if a scheduled work order is not responded to within the specified amount of time. If you set this value to No, follow-up alerts are not sent.

6. In the Cost Code field, select a value indicating any third-party cost code that should be associated with the costs billed from the scheduled work orders.

7. In the Originated From field, select a value indicating where the requests in this schedule originated from, for example, Phone Call or Support Team.

8. Click UPDATE to save your changes.

If the NPFA (Non-Profit Fund Accounting) module is enabled, an Accounts pane is displayed, allowing you to define the accounts that properties use to classify revenues and expenditures.

To specify an account:

1. Expand the Accounts pane.

2. Click the Add Another Account Group link.

   The Accounts pane expands to display the account definition options.

3. In the Account Group field, select the type of accounts you want to add.

   An account group defines the type and format of the account strings that you can define to classify revenues and expenses for this entity.

4. In the Billing Type field, select the type of billing you want to use for this entity.

   The billing type defines whether actual costs, estimated costs, or no costs will be used when billing for this entity. It also determines the percentage of markup applied to charges.

   Note:

   Depending on the configuration of the account group selected, the Billing Type drop-down menu may be disabled.

5. Configure the accounts you want to associate with this entity.

   You can associate one or more accounts.

   1. Click the Add New Link.

      The Add Account String dialog box opens.

   2. In the Chart of Accounts field, select the chart of accounts that contains the account strings you want to add.

      Note:

      Depending on the configuration of the account group selected, the Chart of Accounts drop-down menu may not appear. If it is not displayed, the default chart of accounts will be used.

   3. In the Account Index field, select the account index containing the segment values that you want to use to populate the segment fields.

      An account index provides a named shortcut for populating the segment values. If you select an index, values will automatically fill-in for all of the segments. You can manually override a particular segment value, if needed.

      Note:

      Depending on the configuration of the account group selected, the Account Index drop-down menu may not appear. If it is not displayed, you can manually enter segment values in the fields.

   4. Enter a value for each segment.

      If you used an account index, these fields are automatically populated for you. You can modify them, if needed.

      As you click into each field, a list of valid values may appear in a drop-down menu. You can pick a value from the list instead of typing a value. Some account groups may not have this feature enabled.

   5. Click ADD.

   The account string and the Percentage of the costs that will be allocated to this account string are displayed. You can add additional account strings, if needed and modify the percentage values to allocate the costs appropriately. All account string percentages must add up to 100%.

6. Click OK to save the account configuration.

   You can add another account group, if needed. For example, some installations define separate account groups for different billing types.