Dispatch Board Maintenance. User Guide
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1 Dispatch Board Maintenance User Guide Davisware 514 Market Loop West Dundee, IL Phone: (847) Fax: (847) Contents are the exclusive property of Davisware. Copyright All Rights Reserved. Published RL Davisware 1
2 Table of Contents Access Dispatch Board Maintenance... 3 Create a new dispatch board... 4 Summary field options... 4 Dispatch Board Column... 6 Davisware 2
3 Dispatch Board Maintenance Purpose: The dispatch boards in GlobalEdge serve as highly configurable windows, used for looking at all service orders and schedule records. The amount of time spent designing and developing your company s dispatch boards is highly correlated with the efficiency of your company s dispatching department. This guide should serve as a reference for building dispatch boards as well as a knowledge bank for the functionality that exists within them. Overview: The GE Dispatch Board Maintenance table allows you to filter service orders and schedule records by several service order attributes, including SO Status, territory, urgency code, call type, and technician. It is recommended that most of these tables be pre-populated before designing your dispatch boards. Hint: SO means Service Order. Access: From the Service Management menu: Service Setup Menu Dispatch Board Maintenance Access Dispatch Board Maintenance From the main menu, select Service Management, select Service Setup Menu and then click Dispatch Board Maintenance. Davisware 3
4 Create a new dispatch board Follow the steps below to create a dispatch board: 1. From the Dispatch Board Maintenance window under Operations, click F2-New. Result: The Dispatch Board Maintenance window displays. 2. Complete the fields on the Summary tab. Summary field options Field Dispatch Board Code Board Division(s) SO Territory(s) SO Division(s) Days Ahead To Look At Required field Assign a code to represent each dispatch board. This field cannot be edited after it is created. Add an intuitive description to let users know what kind of information the board displays. Use to limit dispatch boards to only certain divisions (for user control purposes only). Enter a value if you wish to see service orders from select territories only. Otherwise, enter * to see all territories. Enter a value if you wish to see service orders from select divisions only. Otherwise, enter * to see all division. Enter the number of days forward you wish to view when opening the dispatch board. For example, a value of 1 = tomorrow, while a value of 0=current date. Davisware 4
5 Field Sort By Options Fixed Columns Call Schedule1 (Mins) Call Schedule2 (Mins) Refresh Time (Secs) Include All Calls 90Day Schedule Hours Assigned/Remaining Color 1, Color 2 Color Style Define the sort display order by selecting an option from the drop-down. Enter the number of columns you wish to have fixed on the right-hand side of the board while you scroll. The number of minutes before and after the schedule time, the service order remains green. For example, if this value is 30 minutes and the call is scheduled for 12:00 PM, the call remains green from 11:30 to 12:30. The number of minutes after the schedule time, the service order changes to red. The difference between time 1 and time 2 determines when the service order displays as yellow. The number of seconds it takes for the dispatch board to refresh the details a user views. The dispatch board display all completed service orders when selected. Unselected indicates the schedule records disappear after they are dispatched. Select this box if you wish to include the newly created dispatch board in your list of 90 Day Schedules. Only used with the 90 Day Schedule. If selected, the 90 Day Schedule shows all scheduled hours for current date. When unselected, the 90 day schedule shows remaining hours to be completed for current date. Color 1 and Color 2 are the dispatch board grid colors. When Color Style is enabled, the colors display in a checkboard fashion. When unselected, the colors alternate in rows. Status A new dispatch board defaults to Active and remains active until you change the status to Inactive. 3. Click OK when done. 4. Click the Columns button to define new dispatch board columns and edit existing columns. Note: Keep in mind that each column represents one Service Order Status. In addition to the status you can define several other filters to view service orders and schedule records. Result: The Dispatch Board Column window displays in edit mode. 5. Complete the fields. Reference the field definition table on the next page. Davisware 5
6 Dispatch Board Column Field Schedule Tech Days Ahead To Look At Label 1 and Color Label 2 and Color Select a salesperson code to view service order schedule records for a specific technician. If a value is defined, then this column displays schedule records only. If a value is not defined, then this column displays full service orders. Enter the number of days you wish to look forward within this specific column. Enter a label to display in the column header. (4 character field). Use the color wheel to define an associated color (optional). Enter a second label to appear in the column header. (9 characters) Use the color wheel to define an associated color (optional). Davisware 6
7 Field Schedule Type SO status Begin SO Date Sort By Options Filter the dispatch board by schedule type such as service order, job, quote, sales order, customer, vendor or sales lead. The drop-down list is available when the Schedule Required check box is selected. Select 1 or more SO statuses to display for SO or schedule records. Field used in conjunction with the drop-down field beside it. 1. Enter a numeric value to represent the number of days back from the SO create date. 2. Define whether or not the column is looking at days greater than, less than, or equal to that number. For example: > 4 days from the SO create date looks at all SOs that are older than 4 days. Whereas < 3 days from the SO create date looks at all SOs less than 3 days old. Select a sort option to view the order listing. For example, sort by urgency lists orders with an urgency code before non-urgent orders. Note: Once an order is scheduled, the dispatch board view is by scheduled time. Call Type(s) Bill Type (s) Technician (s) Tech Class (s) Salesperson (s) Territory (s) Division (s) Request Code (s) Urgency Code (s) Customer Type (s) Customer Class (s) Priority (s) Satisfaction (s) Labor Code (s) Type (s) Select 1 or more call types to view for the tech or SO status. Select 1 or more bill types to view for the tech or SO status. Available only if you leave the Schedule Tech field blank. Then select a technician value to filter SO records that match the value. Schedule Tech must be blank. Select a tech class to filter SO records. Schedule Tech must be blank. Select a salesperson to filter SO. Select 1 or more territories to filter the view. Select 1 or more division to view for the tech or SO status. Select 1 or more request code to view for the tech or SO status. Select 1 or more urgency code to view for the tech or SO status. Select 1 or more customer type to view for the tech or SO status. Select 1 or more customer class to view for the tech or SO status. Select 1 or more priority to view for the tech or SO status. Select 1 or more satisfaction codes to view for the tech or SO status. Select 1 or more labor codes to view for the tech or SO status. Select 1 or more types of schedule records to display in the column. Hint: For all fields above use the Search folder to select specific options. Otherwise use the default character * to display all values for that field. Scheduled Required Include Blank Dates All Calls For Status Line Number Select this option if you wish to schedule a call for a date/time in the future, but the exact technician to complete the work is unknown. Select this option to display scheduled records that have no dates assigned. Select this option if you wish to display all SOs that match the status you have specified above, regardless of whether the SO has been scheduled or not. This is only used for unassigned columns where the Schedule Tech value is blank. Indicates the line (row) position on the Dispatch Board Columns screen. Davisware 7
8 6. After defining your column settings, click OK to continue. Result: The Dispatch Board Columns window displays. Its appearance is similar to a spreadsheet. It displays the field options as column headers and each column displays as a row. There are several operations available. The following table defines the features: Operation F2-New Add Multiple Techs F3-Edit Duplicate Copy From Another Board Delete Renumber Opens the Add/Update Dispatch Board Column window in order to create another row of settings. This is a quick method to add several techs to the column maintenance board at one time with the same settings. When you click Add Multiple Techs, the Salesperson Browse window opens. Select the techs and then click OK. Allows you to modify the column settings. Highlight a line and then click Edit. Allows you to copy column settings to another board. Allows you to copy from an existing dispatch board to a tech code. Removes a line from the dispatch board. Highlight the line and then click Delete. Change the line order. Highlight the line, click Renumber and then enter a new number to replace the old number. Another option is highlight a line and then click the Up icon to move a line forward such as line 3 to line 1. Click the Down icon to change the line position downward. Note: Once you have added all of the columns you wish to view on one particular dispatch board, you are able to reorganize the columns to best suit your users. Davisware 8
9 7. Click Esc-Close when finished adjusting the column settings. Result: The Summary tab dialog box reappears. 8. Click Open Board to view the dispatch board. 9. If after reviewing the board and you wish to make additional changes, then click Esc Close to return to the Dispatch Board Maintenance window as seen above. 10. Use the Operations buttons to perform the following tasks. Operation F2 New F3 Edit Duplicate Delete Columns Change Code Open Board F11 Send To Create another dispatch board. Modify the Dispatch Board Maintenance fields. Allows you to create another board with the same Summary defaults. Enter a new Dispatch Board Code. Removes the dispatch board. A warning message prompts you to confirm deleting the schedule. Respond OK to continue or Cancel to quit. Access the dispatch board columns window. Allows you to change the Dispatch Board Code field. Access the dispatch scheduling board. Allows you to print/view a dispatch board criteria summary report. Davisware 9
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