Provider Sites

The Provider Sites table shows all active providers (by default).

Black bar filter

A black bar filter is available on the top of the smart table. This filter is used for filtering the providers by their status and includes the following options:

• Unfiltered
• Active (Default)
• Inactive

Sort data

Users can sort the table alphabetically (A to Z or vice versa), numerically (smallest to largest or vice versa), and dates and times (oldest to newest and vice versa) in one column at a time. Most sort operations are column sorts.

To sort, click in the grey area at the top of the column by which you wish to sort the table. A small white arrow in the grey area will show the column that is currently sorted and in which direction it has been sorted (ascending/up arrow or descending/down arrow).

Search data

To search for any string of characters, enter information in the search box at the top of the column within which you want to search and select the Search button. You can use a wild-card (% sign) to match any string of characters.

You can delete any criteria in the search box by selecting the Clear button when you've completed your search.

Export table

You can export data by using the Export button at the bottom of the smart table.

Users may choose to export data in any of the following formats from the drop-down menu:

• Excel Document: MS Excel Worksheet (*.xls)
• Comma Delimited: MS Excel Comma Separated Values (*.csv)
• Tab Delimited: Text Document (*.txt)

Once you have selected the document type, select the Export button to download the file.

Provider Sites columns

The Provider Sites smart table includes the following columns:

• Provider: Displays the provider's company name
• Description: Provider's description
• Location: Provider's city and state/county
• Country: Provider's country
• Provider Type: Provider type, either internal or external
• Preferred Contact Method: Provider's preferred contact method, either automatic, e-mail, fax, or telephone

Add a new provider

To add a new provider, select the New button.

You will then need to complete the Provider Profile.

Once this has been saved, you will not be able to see the provider, though they have been created. The new provider will need to be associated with the Client – please contact the Verisae support desk to perform this action.

Edit existing provider details

Once the provider has been linked, you can further populate or edit their details by clicking on their name in the Provider column of the Provider Sites table. This will send you to the Provider Summary page.

This Provider Summary is the homepage of the provider administrator and shows the number of work orders in various statuses and how many work orders are assigned to each technician.

There are a number of tabs accessible from the Service Providers tab, as mentioned above and detailed below. Further details regarding this functionality are located in the Provider Summary confluence training pages.

• Provider Site Profile/Contractor Profile: Shows the contact preference, provider name, and description
• Addresses: Holds the addresses, telephone numbers, e-mail addresses and also shows the contact method for the provider
• Roster / Staff List: Shows the provider's system users, office admin and technician roles, and allows the creation of additional users and editing of existing users
• Consumables / Parts: Allows the management of the provider's part list
• Billing: Used to enter Tax/VAT rates and information
• Contracts: Holds the PAYG or Comprehensive contracts and their inclusions/exclusions, and provides access to the rates, etc.
• Documents: Holds uploaded documents of any provider specific details and reference documents
• Vehicles: Table of the provider's vehicles and their details
• Refrigerant Charges: Allows the management of details held for refrigerant types and charges
• Provider Contacts: Holds telephone and email contact details of provider personnel
• Associations: All category and subcategory level associations with manually entered default accrual amounts
• Provider Metrics Summary / Metric Summary: Standard metric based on data for the last 12 months, calculated every 24 hours

The ability to add a new provider is configurable by role and requires a Verisae user to link the new provider to the client

All other options for editing provider data are fully configurable by role, please review other Confluence training pages for details of each tab on the Provider Summary page

Providers must have a main address set up in order to use the system

When a new external provider is created, the user will not able to see in the provider list, unless it has been associated to the client. Please contact the Verisae Project Manager or Verisae Support Team to perform this task.

The Provider Summary provides a snapshot into the status of all work orders for the client and quick links to access those work orders. The page includes two tables: Work Orders by Status and Work Orders Assigned to Technicians.

• The Work Orders by Status table shows the number of work orders in each status in the order in which they appear in the work order life cycle. Clicking on a Status name or the red number alongside the status box will send the user to the All Work Orders table filtered to show work orders in the status selected.
• The Work Orders by Technician table lists all of the provider's technicians set up on the system with an indication of how the work orders are distributed amongst those technicians and whether the work orders are currently Assigned or Incomplete. Clicking on a number in the Assigned or Incomplete column or a number in red alongside the table sends the user to the All Work Orders table filtered to show work orders assigned to that technician in the status(es) selected.

This page also includes information on each status in the work order life cycle and the action(s) required by the service provider (if any).

The table on the left shows the statuses in order of the work order life cycle, listed below with descriptions:

• Pending Acceptance: A work order that has been electronically assigned to, but not yet accepted, by the provider
• Assigned: A work order that has been assigned to and accepted by a provider, but work has not yet started
• In Progress: Work order has been recorded as started and is still in progress
• Service Incomplete: Work order has been started but then paused for a reason
• Pending Site Review: Work order has been completed and is awaiting Site Manager review
• Service Complete: Work order has been signed off (manually or automatically) and is ready for the provider to raise their invoice
• Provider Review Pending: Invoice has been saved by the provider but not yet submitted for approval
• 1st Level Invoice Approval: Invoice has been submitted and is sitting awaiting a first level of invoice approval
• 2nd Level Invoice Approval: Invoice has been approved by first level and is awaiting a second level of approval. Clients may not use this functionality, if they only have a first level of approval structure.
• 3rd Level Invoice Approval: Invoice has been approved by both first and second level approval and requires a third level of approval. Clients may not use this functionality, if they have a first level or first and second level of approval structure.
• Rejected: Invoice has been submitted but rejected by the approver
• Bill Payment Pending: Invoice has been approved and is ready for printing/payment

Depending on the client configuration, some of the above statuses may not be used or may be set to auto-advance.

All statuses in the life cycle are important to the provider, but some require direct action in the system, while others require chasing outside of the system, as shown below:

• Pending Acceptance: Accept or decline these work orders
• Assigned: Send a technician to site
• In Progress: Ensure work is completed before the Fix SLA
• Service Incomplete: Investigate why these work orders have been paused
• Service Complete: Submit Invoice
• Pending Site Review: Await site sign off
• Provider Review Pending: Review and then Submit Invoice
• 1st / 2nd / 3rd Level Invoice Approval: Await invoice approval for all relevant levels
• Rejected: Read rejection comments, modify, then re-submit invoice
• Bill Payment Pending: Print approved invoice

On the right side of the Summary page, all of the provider's technicians set up on the system are listed in the Work Orders by Technician table with an indication of how the work orders are distributed amongst those technicians and whether they are currently Assigned or Incomplete.

The table includes columns for Assigned and Incomplete, showing how many work orders in each status are associated to that technician. The red number alongside the table includes all work orders assigned to that technician.

Clicking on a number in the Assigned or Incomplete column or a number in red alongside the table sends the user to the All Work Orders table filtered to show work orders assigned to that technician in the status(es) selected.

This functionality is used for defining client-specific provider details, contact preference method, and dispatch details.

Provider Site Profile fields:

The group of fields on the left includes information on the provider:

• Service Provider Name: Displays the provider's name, free text field
• Service Provider Description: Description of the provider, free text field
• Parent: Associated provider organizations, search pop-up
• Provider Type: Provider type, drop-down menu with options External (default) or Internal
  • If the provider type is set to External, this field will be read-only
  • If the provider type is set to Internal, this field may be edited
• Global Email: Displays the e-mail address that this provider uses for dispatched work orders. If E-mail is selected in the Preferred Contract Method field, this e-mail will be used to dispatch work orders for this provider.
• Global Phone: Displays the telephone number that this provider uses for dispatched work orders. If Telephone is selected in the Preferred Contract Method field, this telephone number will be used to dispatch work orders for this provider.
• Global Fax: Displays the fax number that this provider uses for dispatched work orders. If Fax is selected in the Preferred Contact Method field, this fax number will be used to dispatch work orders for this provider.
• Preferred Contact Method: Displays the selected preferred contract method for this provider. Drop-down menu with options Fax, E-mail (default), and Telephone.

The second grouping of fields includes information on the associated client:

• Client Name: Associated client name is displayed in the header of the table (read-only).
• Primary Contact: Free text field to enter the primary contact person for this provider.
• Primary Email: Free text field to enter the primary contact e-mail address for this provider.
• Primary Phone: Free text field to enter the primary contact telephone number for this provider.
• Dispatch Schedule: Drop-down menu with options Automatic, E-mail, and Mixed. Determines how the dispatch schedule will operate, whether it is always automatic, always via email, or a mixed schedule (e.g., Telephone Monday - Friday from 9am - 5pm, Email Saturday - Sunday). To view what the selected schedule looks like, select the View button, and a schedule details pop-up is generated. Only appears (and is required) if Dispatch Schedule is selected for the Preferred Contact Method below.
• Dispatch Email: This field is used for a provider that has multiple clients to service and each client has different preferred contact method settings. If E-mail is selected for Preferred Contact Method, the Dispatch Email field will become a required field and the e-mail address will be used to dispatch work orders to the provider.
• Dispatch Phone: This field is used for a provider that has multiple clients to service and each client has different preferred contact method settings. If "Telephone" is selected for "Preferred Contact Method", the "Dispatch Phone" field will become a required field and the telephone number will be used to dispatch work orders to the provider.
• Dispatch Fax: This field is used for a provider that has multiple clients to service and each client has different preferred contact method settings. If Fax is selected for Preferred Contact Method, the Dispatch Fax field will become a required field and the fax number will be used to dispatch work orders to the provider.
• Preferred Contact Method: This is the preferred contact method specific to this client (as opposed to the global Preferred Contact Method field on the provider side on this page). Optional drop-down field with the following options:
• Null (default): If no selection is made on this client-specific field, the work order will be dispatched via the GLOBAL contact preference and dispatch details.
• Email: The preferred contact method for this provider with this client will be email, and the Dispatch Email field (above) will become a required field.
• Fax: The preferred contact method for this provider with this client will be fax, and the Dispatch Fax field (above) will become a required field.
• Telephone: The preferred contact method for this provider with this client will be telephone, and the Dispatch Phone field (above) will become a required field.
• Dispatch Schedule: The preferred contact method for this provider with this client will be defined by the selected dispatch schedule, and the Dispatch Schedule field (above) will appear and be a required field.
• Working Schedule: Drop-down field to select from client-defined work schedules. To view the schedule, select the View button, and the Work Schedule Details pop-up will appear with a layout of that work schedule.
• Notes: Free text field to add notes regarding the provider and this associated client

Most fields on this page are free text fields used to provide basic information on the user.

Notes on certain fields:

• The address and contact details will be prepopulated with those of the organization, but they can also be edited, if necessary.
• The First Name and Last Name fields will be the name used for work order transaction records.
• The Role determines what the user can see and do while logged in. It also establishes whether they are a kiosk user or if they use the EAM module.
• For Kiosk users, set the Title field to Technician.

To create a new user, select the New button from the Roster main page, and the New User form will appear.

Each new user will require a unique username and password and will have their status set to Active. Both the username and password are case sensitive and can be any combination of numeric and alpha characters.

Note for internal use: All users that are no longer active Verisae employees should be set to Inactive. Once a record is set to Inactive, access to Verisae is not allowed and the record is filtered out of the active view. Because of historical work order data, user records may not be deleted.

To import a batch of users, click the Import Data button from the Roster main page and the Import Data dialog box will appear.

Make selections for the Import Data and File Type fields, then choose the file to be imported.

Navigate to the Service Provider tab and choose a service provider from the smart table.

The Service Provider Summary page will be shown and the Billing tab will be available for selection.

On selecting the Billing tab, the VAT Registration No. and Site Supplier ID for the service provider will be available to view and edit.

VAT Registration Number

This field should be used if the contractor is UK VAT registered. Details can be amended by over-typing the information in this field.

Site Supplier ID

This field holds a reference number for the client for the service provider's use.

This will then display the contracts menu, allowing you to choose between Comprehensive, PPM, and Time & Materials (PAYG) contracts.

For clarity, all contract types are defined below:

• CPPM: Provides administrative users with the ability to create Compliance Planned Preventative Maintenance (CPPM) contracts in Verisae. These contracts are built to ensure that sites are meeting regulatory standards and requirements.
• Comprehensive (COMP): Users can capture the details of a comprehensive contract, which will typically include a scheduled financial disbursement that will include zero, one, or many work orders during a given period.
• PPM: Comprehensive (COMP PPM): Administrative users may capture the details of a Planned Preventative Maintenance (PPM) contract, which includes work orders that exist on a defined interval schedule with a comprehensive payment structure that will allow for financial disbursements that cover all or part of the costs for zero, one, or many work orders during a given period.
• PPM: Time & Materials (Pay As You Go) (PAYG PPM): Administrative users can capture the details of PPM contracts, which typically include work orders that exist on a defined interval schedule with a PAYG (pay-as-you-go) invoicing structure. This contract type allows service providers to submit invoices on a one-by-one basis for their PPM work orders. Note: Time & Materials = US English, PAYG = UK English.
• On the PPM Contract Detail page, on selection of Run Now, an optional Set PPM Preview Period (Days) numeric field has been added to allow users to set a new preview period to override the existing.
• Time & Materials (Pay As You Go) (PAYG): Users may record and enforce contractual agreements, including hourly rates, mileage charges, and call-out fees. When work orders are covered under this contract type, the application ensures that providers are charging the contractually agreed upon rates for labor and service/travel. Note: Time & Materials = US English, PAYG = UK English.
• Pay As You Go (rate only) (Rate only PAYG): A contract established for the purpose of storing rates only (for reference by a COMP or PPM contract).

Clicking on each specific contract type will navigate you to another page listing contracts of the selected type.

By default, this page will display active contracts. You can use the Status drop-down menu in the black bar at the top of the smart table to change the types of contracts that appear in the table: Inactive, Active, or Unfiltered (all).

After selecting a contract from the list, the detail page for that contract is displayed. This page includes multiple tabs with information for viewing and/or editing, including Sites Covered in Contract, Contract Payment, etc.

More information on the different types of contracts and what is included in their detail pages may be found in the Contracts section of the vx Maintain space.

The smart table includes the following columns:

• Provider Organizations: Displays name of the provider organization
• Description: Description of the provider organization
• Location: Location of the provider organization (city and country)

Create new contractor organization

• Organization Name: Required free text field
• Description: Required free text field
• Parent: Select the magnifying glass and make the selection in the generated pop-up
• Provider Type: Drop-down with options Internal or External

Once the user has completed the information on the form, select the Save button.

Contractor Organization Summary

Once the provider organization has been created, it will be listed in the Provider Organizations table.

Selecting a provider organization from the smart table will send the user to the provider organization Summary page. This page will display the providers that are associated with the organization and a summary of the work orders in each status.

After clicking on the name of the provider in the grey header of the column, the user will be navigated to that provider's Summary page (Service Providers tab > Provider Sites > (Select a Provider) > Summary).

After selecting a number in red in the Total column, the user will be sent to the All Work Orders table, which will display the list of work orders in the status selected on the Summary table (Service tab > All Work Orders).