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UNC Charlotte Facilities Management FM/FIS SOP 106 16 November 2008 Facilities Information Systems

Assigning Craftspersons to WRs within Archibus Web Central

NOTICE: This standard operating procedure is available to view digitally on the Facilities Management website http://facilities.uncc.edu/Archibus/sops.asp

OPR: FM/FIS (Pamela Duff) FM/FIS (Ray Dinello) Pages 18

I. PURPOSE. This standard operating procedure (SOP) is a user reference for the UNC Charlotte Facilities Management Division personnel. This SOP supplements the Work Request Tutorial and Work Request Training Guide and Manual and references the Archibus Standard Operating Procedures that are located on the Facilities Management Archibus website. The purpose of this SOP is to establish the procedures utilized when Shop Supervisors assign craftsperson resources to a Work Requests within Archibus Web Central. II. SCOPE. Develop and implement standard operating procedures according to work request process flows. Provide Archibus Web Central users systematic processes and the procedures involved when Shops assign craftspersons to work requests submitted via the online Work Request form. Provide procedures that clarify these processes and ensure customer work requests are initiated efficiently and, by following these standard operating procedures, enable customer understanding of the work request process flows. This SOP applies to all Facilities Management employees and UNC Charlotte Archibus Web Central system users. III. RESPONSIBILITIES. (Figure 1) Zone Shop Supervisors are responsible for reviewing and issuing non-reimbursable work requests and issuing FAM approved work requests submitted to their shop or zone for action. Before issuing work requests, they shall ensure that “qualified” craftsperson resources are assigned accurately in Archibus Web Central for all Work Requests approved for completion by their shop. Processing Assistants may be used to perform the entry in Archibus but the responsibility for assignment and accuracy remains with the Supervisor.

Figure 1: Shop enters CF Assignment and Estimates Hours for a work request

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IV. PROCEDURES: Assigning CFs to Work Requests within Archibus Web Central 1. Adding Craftsperson to a WR using the Planning Board. Non Reimbursable WRs may be reviewed, issued, and craftsperson assigned from the “Review and Issue Work Request” task under the supervisor role. Reimbursable WRs that have been submitted to the FAM and returned approved may be issued, and craftspersons assigned from the “Issue Work Request” task. Both task areas must be visited routinely by the Shop Supervisor or PA in order for them to stay current with assignments and scheduling of work requests for completion (Figures 2 and 3).

1.1. Craftspersons and estimated hours for each Work Requests are assigned through Archibus Web Central once the Supervisor/PA has reviewed the work request and determined the function and skill needed to perform the work.

1.2. Once logged into Archibus, the Supervisor/PA selects the Building Operations Management activity and then selects the Review and Issue Work Requests task located under the Supervisor role to view Non Reimbursable WRs (Figure 2). If the Work Request is a Reimbursable that was sent for approval first, then the Supervisor or PA selects the Issue Approved Work Requests task (Figure 3). Note: The Supervisor or PA may also view and assign Craftspersons using the Assignment Planning Board task located under the Tech heading of their role (Figure 4).

Figure 2: Review and Issue WR task Figure 3: Issue Approved WR task Figure 4: Assignment Planning Board

1.3. The Work Requests windowpane will appear on the left side of the screen. To open the

main search console, select the small grey arrow located in the top middle of the main of the windowpane (Figure 5). The main console will appear allowing detailed work request searches. The hidden mini console may be used also to search the work request list located within the small Work Request window by selecting the plus sign that appears when scrolling the mouse over one of the data field column headings.

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Figure 5: Opening and Using Work Request console

1.4. The Supervisor or PA searches for the Work Request they are ready to issue by typing in the information and then selecting the Search Now button located at the top of the window screen on the action bar (Figure 5).

1.5. Once the work request has been located, click on the Work Request Code to display the details in Work Request Details window (Figure 6).

Figure 6: Edit Work Request

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1.6. Next, select the CF Assign button (Figure 7) located at the top of the window in the task bar. The Planning Board will display including the work request listing in the task tree window (Figure 8). Note: Craftspersons may also be assigned by selecting the Crew Assign button.

1.7. Select one of the numbers located across the top of the planning board to change the calendar view. View selections include: 1-daily, 5-week day, 7-week day or monthly schedules for planning purposes.

Figure 7: CF Assign Button

Figure 8: Planning Board for adding Craftsperson to work request

1.8. In the task Tree window, select the New Task then drag and drop it onto the craftsperson name and day to assign the work request. Note: The list of craftsperson will be filtered to specific shops for easier viewing and assignment.

1.9. After dragging the new task assignment onto the specific craftsperson day (Figure 9), the Schedule will display (Figure 10).

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Figure 9: Assigning the New Task to a Craftsperson using Dragging and dropping feature on the Planning Board

Figure 10: Schedule for adding estimated scheduled hours and function

1.10. The data assigned and the craftsperson code will automatically be entered. Select the ellipses button located beside the Function Code field to assign the appropriate Function Code (Figure 11).

Figure 11: Function Code field

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1.11. The list of Function codes will display (Figure 11). Select the code by clicking on it; the code will automatically be entered into the input box on the Schedule windowpane (Figure 12).

Figure 12: Craftsperson Function code added to Schedule window 2. Assigning Skill Level. Next, select the Function level associated with the work to be performed (Figure 13). Craftsperson Function levels (skill level) are assigned for each work request to be completed.

2.1. There are three function levels available for selection. 2.1.1. Level 1 = Basic maintenance work; i.e. changing light bulbs 2.1.2. Level 2 = Journeyman type work. 2.1.3. Level 3 = Advanced assigned work.

Figure 13: Assigning Function Level

2.2. Please Note: Unless the function level is changed, it will automatically default to “1”, Basic level.

3. Assigning Estimated Hours, Date Craftsperson Assigned and Time Craftsperson Assigned. Once the craftsperson has been added to the work request, the estimated hours must be added. In addition, the date and time the work request may also be updated if needed (Figure 14). The calendar symbol may be used to select a new date to assign work request task.

Figure 14: Updating the Function level, date and time assigned

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3.1. Note: Because the date and time assigned fields are non-validated fields, information may be typed directly into them.

3.2. Next, schedule the number of estimated hours by typing the number in the field provided (Figure 14).

3.3. Once the Craftsperson code, estimated hours, function code, function level, any additional comments and the date and time of the assignment have been update on the Schedule form, click on the Save button located at the top of the window to complete the assignment (Figure 15).

Figure 15: Work Assignments window displaying Craftsperson assigned to work request

3.4. Once the information has been saved, the scheduled work request will display on that specific Craftsperson’s area of the planning board (Figure 16). If the assignment needs to be edited, simply click on the red highlighted assignment to display the Schedule window again.

Figure 16: WR Assignments display in CF area of Planning Board

3.5. If needed, follow the same processes to assign another Craftsperson to the same work request.

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3.6. If completed adding craftspersons to the work request, close the planning board window by selecting the Close button located at the bottom of the screen or the small “x” located in the upper right corner. The Work Request window will be visible allowing selection of another work request for craftsperson assignment.

3.7. If finished assigning Craftspersons, log out of Archibus by closing the web browser. 4. Assigning/Editing a Craftsperson to a WR Using the Assign Craftsperson task. To assign a craftsperson to a work request within the Assign Craftsperson task, first select the Assign Craftsperson task located under the Tech Heading of the Supervisor/PA role (Figure 17).

Figure 17: Assigning CFs using Assign Craftsperson task

4.1. Next, locate and select the work request code using the hidden mini console in the

Work Request List (Figure 18).

Figure 18: Using the Mini Console to locate WRs

4.2. The details of the WR will display in the Work Request Details window and any

currently assigned craftsperson will display in the Work Request Assignments List window (Figure 19).

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Figure 19: Work Request and Work Request Assignment List windows

4.3. Once the information displays, select the Add New button (Figure 20) located at the top of the Work Request Assignments List window to add a new craftsperson to the work request.

Figure 20: Select the Add New button for add CFs to WR

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4.4. If updating a currently assigned craftsperson, simply select the craftsperson code from the Work Request Assignment List window (Figure 21).

Figure 21: Editing an Assigned CF listed in the Work Assignment List

Figure 22: Add/Edit Estimated and Actual Hours windowpane

4.5. The Add/Edit Estimated and Actual Hours window will display in the upper right

window screen (Figure 22). From this window, the Supervisor/PA may edit the selected Craftsperson information or if adding a new craftsperson, select the green ellipse button located beside the Function Code field to add a function code from the list that displays.

4.6. After selecting the craftsperson Function code, select the Craftsperson code. There are two options (Figure 23):

4.6.1. Ellipse button—Select the green ellipse button to view and select from the list of craftspersons filter to the specific shop.

4.6.2. All Craftsperson button – selecting this button will provide a list of all available craftsperson.

4.7. Select the ellipses button or the All Craftsperson button to view a list of craftsperson for selection (Figure 24). Filter and select from the list as needed to locate the craftsperson.

Figure 23: Craftsperson Code field

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Figure 24: Selecting the All Craftsperson button

4.8. Once the craftsperson is selected, the craftsperson will display in the field provided.

Update the Date and Time Assigned, function level and the actual and estimated hours as needed.

4.9. Once updates or additions are completed, select the Save button to update or add the

Craftsperson to the work request (Figure 25).

Figure 25: Saving Craftsperson Edits/Additions to the work request

4.10. Updates will be made to the edited Craftsperson information or if adding a new Craftsperson, they will be assigned to the work request; the new craftsperson will be visible in the Work Request Assignment List (Figure 26).

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Figure 26: Craftsperson added to work request added to Work Request Assignment List

4.11. Select the Add New button again to add another Craftsperson to the work request or select a Craftsperson from the list within the Work Requests Assignment List window to edit craftsperson information.

5. Deleting a Craftsperson from a WR.

5.1. Deleting a craftsperson from a work request can be accomplished by selecting the Crew Assign button located in the Review and Issue WRs, Issue Approved WRs or the Assign Craftsperson tasks. Once the Crew Assign button is selected, the Assign CFs to Work Request windowpane will display for your additions and updates.

5.2. After selecting the work request, select the Craftsperson from the Work Request Assignment List window. The information will display in the Add/Edit Estimated and Actual Hours window.

5.3. Note: To delete a CF, any actual hours listed must be zeroed out and Saved: in the Actual Hours field, change the hours to 0.00 and select the Save button.

5.4. After zeroing out/removing the hrs, select the CF from the WR Assignments List window pane again.

5.5. After the CF info populates in the Add/Edit Estimated and Actual Hrs window, select the Delete button.

5.6. The Craftsperson should now be removed from the work request.

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Figure 27: Deleting a craftsperson from a WR

6. Adding a Crew to a WR. Crew assignments may be added from the Assign Craftsperson task within the Supervisor/PA role or by selecting the Add Crew button located on the Action Bar within the Review and Issue WRs or the Issue Approved WRs tasks.

6.1. After locating the work request, select the work request code to display the work request details. Next, select the Add Crew button located on the lower left window of the Work Request Assignment list windowpane (Figure 28).

Figure 28: Add Crew button

6.2. When the Add Crew button is selected, another new window will pop up, providing a form for assigning a crew to a work request similar to the craftsperson assignment window except it will have the crew data fields (Figure 29).

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Figure 29: Crew Work Assignments window

6.3. Verify that the Work Request number that appears in the Work Assignments window is correct, and then select the crew by clicking on the ellipses button located to the right of the crew input box (Figure 30).

Figure 30: Crew assignment ellipse button

6.4. The Craftsperson Crew window will display, providing a list of all the Crews available for selection (Figure 31).

Figure 31: Craftsperson Crew window

6.5. Once selected, the crew name and information will automatically be entered into the crew input box on the Work Assignments window (Figure 32).

Figure 32: Crew assignment field

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6.6. Note: When a Crew is selected, the Function code will automatically be selected also (Figure 33).

Figure 33: Function code selection along with Crew Assignment 7. Assigning Estimated Hours, Date and Time Assigned to a Crew. Once the crew has been added to the work request, the estimated hours must be added along with the date and time the work request is assigned to the crew.

7.1. Add/update the information for the crew assignment including the Estimated Hours, Date Craftsperson Assigned, Time Craftsperson Assigned. Also, add any Additional Comments onto the work assignment form by typing the information into the fields provided (Figure 34).

Figure 34: Work Assignment Form Estimated Hours, Date and Time and Comments fields

7.2. Note: Because they are non-validated fields, the information may be typed into each field.

8. Assigning Crew Skill Level (Function Level). Craftsperson Function levels (skill level) are assigned for each work request to be completed.

8.1. Select the Function Level to reflect the difficulty of the work assigned. 8.2. The same function level (skill level) assigned to an overall crew will be assigned to

each craftsperson for the work request to be completed. 8.3. Crew can be assigned one of three function levels.

8.3.1. Level 1 = Basic maintenance work; i.e. changing light bulbs 8.3.2. Level 2 = Journeyman type work. 8.3.3. Level 3 = Advanced assigned work.

8.4. Please Note: Unless the function level is changed, it will automatically default to “1”, Basic level.

8.5. Once all entries for the crew have been completed and all information has been, select the Save button to save the information and complete the crew assignment (Figure 35).

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Figure 35: Completed Crew Work Assignment window

8.5.1. Once the crew assignment has been saved, the list of crew members assigned will display in the lower left Work Request Assignment List windowpane (Figure 36).

Figure 36: Crew Members Assigned to Work Request

8.5.2. To view or update the craftsperson information, select the craftsperson name. 8.5.3. Please note: The labor hours estimated to complete the work request will be

assigned to each craftsperson on the crew assignment. For example, if 2 estimated hours was entered and saved, 2 hours will be assigned to each member in the crew.

8.5.4. In addition, the function code (skill level) selected is automatically assigned to each craftsperson.

9. Adding Crew Using Update Hours by Crew task. In addition to using the Assign Craftsperson task, Crew Assignments may also be added using the Update Hours by Crew task located within the Supervisor/PA role.

9.1. Search and locate the work request by using the hidden mini console located within the Work Requests window or by opening the Main Search console (Figure 37). Select the work request code.

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Figure 37: Using the Search Work Request Console or mini console to search for WRs

9.2. In the Crew Assignments window, select the ellipse button beside the crew and select the crew assignment from the list. The Crew and Function code assigned to the crew will update in the fields provided.

9.3. Next, update the function level and add the hours assigned. Update the Assigned date if needed and then select the Save button (Figure 38).

Figure 38: Saving Crew Assignment

9.4. The list of craftsperson crew members assigned will display in the WR Assignments window (Figure 39). Follow the same processes to assign a crew to another work request or if completed with updates, close the Update Hours by Crew windowpane or close the browser to completely exit Archibus.

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Figure 39: Crew assignments saved to work request