task closure report - trimble...generating the report 2 note: the task closure report shows the data...

Work Management

January 2014

Task Closure Report

ii

WMTCR-GM-23Jan14US

January 2014

www.trimble.com/fsm

Copyright © 2014, Trimble Navigation Limited. All rights reserved. Trimble and the Globe & Triangle logo are trademarks of TrimbleNavigation Limited registered in the United States Patent and Trademark Office and other countries. TrimWeb and TrimView aretrademarks of Trimble Navigation Limited. GeoManager is a service mark of Trimble Navigation Limited. All other trademarks are theproperty 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 orservices and to supply the best devices, products and services possible. Trimble devices, products and services are protected under one ormore 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 andpatents pending in jurisdictions worldwide. Trimble does not represent that the devices, products or services shown or described herein arefree from patent infringement or from any other third party right. Trimble assumes no obligation to correct any errors contained herein orto 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 bythird parties. Coverage and calling areas are approximate and may not cover significant portions of the United States. Actual coverage andoperation of the devices, products and services depend on a variety of factors, including without limitation: system availability andcapacity; 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 fraudulentactivities; acts of God and other conditions beyond the reasonable control of Trimble. Trimble will not be responsible for limits in coverageor 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 accessedthrough third parties. Trimble assumes no responsibility for improper storage of data or information, or delivery of messages. The userassumes the entire risk in downloading or otherwise accessing any data, information, files or other materials obtained from the Trimbleweb 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 arenot fault tolerant and are not designed, manufactured or intended for use in life support, emergency, mission-critical or other ultra-hazardous activities (“High Risk Activities”). Trimble specifically disclaims any express or implied warranty of fitness for such High RiskActivities. 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/privacy.aspx

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 Forinformation 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 ofpublication. While precautions have been taken in the preparation of the manual, Trimble will not have any liability to any person or entitywith respect to any loss or damage caused or alleged to be caused directly or indirectly by the instructions contained in this manual or bythe 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.

WORK MANAGEMENTTask Closure Report

ContentsIntroduction .................................................................................................................................................. 1

Generating the report.................................................................................................................................... 1

Data displayed in the report........................................................................................................................... 3

Editing scheduled reports .............................................................................................................................. 8

Disabling a report .......................................................................................................................................... 8

Deleting a report ........................................................................................................................................... 9

iii

CONTENTS

iv


IntroductionThe Task Closure Report shows the details of all the tasks closed by employees in one or more organizational units within the specified time period.

It enables managers to monitor the performance of individual employees and organizational units. Managers can see how many tasks were closed, whether the tasks met the customer commitments, and can compare the times reported by the employees with those recorded by GeoManager.

As the Task Closure Report can contain a lot of data, it is not available as an on-demand report. To prevent the generation of the report adversely affecting the performance of GeoManager, the Task Closure Report must be run as a scheduled report. The resulting report can be delivered to any email address, not just to GeoManager users.

To be able to schedule the Task Closure Report, the user’s role must include the Schedule Reports capability, or the following specific capability:

Reports > Scheduled Reports > Create/Edit Schedule Reports > Create/Edit Standard Reports > Standard Reports > Task Closure Report

For more information about role management, see the GeoManager Admin & User Guide.

Generating the reportThe Task Closure Report must be scheduled. It is not available as an on-demand report.

To generate the Task Closure Report

1 On the Administration tab, click Reports and then click Create Scheduled Reports.2 From the list of reports, select Task Closure Report.

The report parameters appear.3 Enter a unique name for the report.

To ensure that recipients can correctly identify the contents of the report when it arrives in their mailboxes, ensure that the name of the report is meaningful. For example, ensure that the name indicates the schedule frequency and the organizational unit on which the report is based, for example, DailyTaskClosureReport_NorthWest. The report itself contains the date range of the data and the date on which the report was generated.

4 Click the folder icon next to OrgUnit to open the Organizational Hierarchy window.5 Click one or more organizational units to select them.

Hold down the Ctrl key to select multiple values. These are the organizational units that will be available for the report.

6 Click Assign to close the Organizational Hierarchy window. The chosen organizational units appear in the list in the Create Scheduled Reports window.

1

Generating the report

2

Note:The Task Closure Report shows the data for individual employees. The data is not rolled up to the nextlevel. You must report on one or more of the organizational units at the lowest level.

7 Click one or more organizational units to select them. These are the organizational units on which the report is based.

8 Select the schedule frequency: ● Daily – Generates a report every day or every weekday, using data from up to 23:59 on

the previous day. ● Weekly – Generates a report once a week on a day you select—Monday through

Sunday—using data accumulated for the seven days prior to the selected date. For example, you could schedule a report to be generated every Sunday so that managers have the information available for their weekly meeting on a Monday morning.

● Monthly – Generates a report once a month on a day you select—using data accumulated from the same day the previous month through the day prior to the selected date. For example, you could schedule a monthly report for the last Friday of every month so that managers have the information available for their monthly meeting.

● One Time Only – Generates a report once with the selected start date and end date. How long your data remains available depends on the packages you have purchased. The end date can be any date up to and including the previous day.

9 Select the delivery time and time zone for your report. This is the latest time that the report will appear in the recipient’s mail box. You can select between 6 AM, 8 AM and 4 PM in the appropriate time zone.

10 Select the report format. You can choose between:● HTML – standard web-page format● PDF – Adobe® PDF format● Excel – this format opens in Microsoft Excel to enable additional file manipulation, such

as sorting, grouping, and other data management capabilities● Comma delimited – for export into standard applications or databases● Tab delimited – for export into standard applications or databasesThe PDF format contains information related to tasks that have been completed or closed as incomplete. The other report formats contain more details about the employee and the task.

11 Select the Deliver To recipients. You can choose between: ● Email – enter the email address for the recipients. You can enter up to 8 recipients. If you

need to send the report to more than 8 recipients, get your email administrator to set up a mail alias for a group of recipients. You must ensure that the estimated size of the report does not exceed the size limitations of your email system. If the report would be too


large, split the report into shorter periods or upload the report to the FTP site instead of sending by email.

● FTP – the report will be available on the FTP site ftp.road.com at the time you requested. Use your existing user name and password to log on to the FTP site and retrieve the report. The report will be available for 5 days after delivery.

12 Click Save to save and schedule the report. The Scheduled Report Confirmation screen appears and a test mail is sent to each email recipient.

13 If the information is correct, click OK. The Currently Scheduled Reports screen appears from which you can edit, enable, disable or remove selected reports.If the information is incorrect, click Edit Schedule to change the scheduled report. See “Editing scheduled reports” on page 8.

Data displayed in the reportThe following table shows the data that is displayed in the report. The PDF format contains just the task closure information in a printable format. The other report formats contain the task closure information as well as other employee and task details.

Note:All dates and times given are in the time zone of the task.

Column Description In PDF report?

Org Unit Name The name of the organizational unit that was responsible for the task.

Yes

Employee ID The ID of the employee who closed the task. This field is empty if the task was closed by the dispatcher from the Work Management UI.

Yes

First Name First name of the employee who closed the task. This field is empty if the task was closed by the dispatcher from the Work Management UI.

No

Last Name Last name of the employee who closed the task. This field is empty if the task was closed by the dispatcher from the Work Management UI.

No

Reference The reference number or ID of the task in the external system.

Yes

3

Data displayed in the report

4

Title A short description of the task. For example “Priority same-day delivery”, or “Repair drinks cooler”.

No

Closure Whether the task was closed complete, or incomplete.

Yes

Task Time Zone The time zone associated with the specified times. All the times and dates are shown in the time zone of the task. For example, the time zone of a particular task might be PST.

Yes

Reported Closure Time

The closure time that was entered by the employee when closing the task. A task can be closed complete or incomplete.If the task was closed incomplete and the employee indicated that the task was not started, then this is the time at which the employee clicked the Close button.

Yes

Actual Closure Time The time at which the employee clicked the Close button.

Yes

Commitment Time The date and time of the commitment for the task. ■ A complete-by task must be completed by the

commitment time. ■ A start-by task must be started by the

commitment time. ■ A task of type appointment must start before the

commitment time, which is set to the latest start time.

See “Commitment Met” on page 5 for details.

Yes

Commitment Type The commitment type of the task: complete by, start by, or appointment.■ A complete-by task must be completed by the

commitment time. ■ A start-by task must be started by the

commitment time. ■ A task of type appointment must start before the

commitment time, which is set to the latest start time.

No



Commitment Met Whether the commitment for the task was met. ■ For an appointment, the reported start time for

the task must be on or before the latest start time. ■ For a start-by task, the reported start time for the

task must be on or before the commitment time.■ For a complete-by task, the reported closure time

must be on or before the commitment time.

Yes

Interrupted Whether the employee interrupted the task to work on another task. If the employee has clicked the On Site or Travel button more than once for this task, then the task was interrupted by either quitting the journey or suspending the task. A task will be classed as interrupted if the employee closed the task incomplete and subsequently visited the task at a later point; or if a second employee subsequently visited and closed that task.

No

Reported Task Duration

The task duration reported by the employee, which is calculated as the difference between the reported start time and the reported closure time, in minutesIf the task was interrupted (suspended) and then resumed, resulting in the employee clicking the On Site button more than once, then the most recent occurrence is used to calculate the task duration.Values are rounded either up or down to the nearest minute. For example, if the exact value was 6 minutes and 29 seconds, this would be rounded down to 6 minutes. 6 minutes and 30 seconds would be rounded up to 7 minutes.

Yes

Estimated Task Duration

The duration that was estimated for this task, in minutes.

Yes

Reported Travel Start Time

The time at which the employee clicked the Travel button after accepting the task. If the journey was interrupted (quit journey) and then resumed, resulting in the employee clicking the Travel button more than once, then this field displays the most recent occurrence.If a task was closed incomplete, then the subsequent task visit will also record a Reported Travel Start Time.

Yes


5

Data displayed in the report

6

Reported Start Time The start time that was entered by the employee when closing the task. If the employee did not amend the start time when closing the task, then this is the time at which the employee clicked the On Site button. In that case:Reported Start Time = Actual Start TimeIf the task was interrupted and then resumed, resulting in the employee clicking the On Site button more than once, then this field displays the most recent occurrence.If a task was closed incomplete, then the subsequent task visit will also record a Reported Start Time.

Yes

Actual Start Time The time at which the employee clicked the On Site button. If the On Site button was clicked more than once, for example in the case where a task was interrupted and the employee had to return to the task location, then the latter time will be shown.If a task was closed incomplete, then the subsequent task visit will also record an Actual Start Time

Yes

Reported Travel Duration

The reported travel duration is the elapsed time, in minutes, between the Reported Travel Start Time and the Reported Start Time.If the Travel button was not clicked then this field is blank.If the value of the Reported Start Time is a time prior to the Reported Travel Start Time, then this will appear blank.If a task was closed incomplete, then the subsequent task visit will also record a Reported Travel Duration.

Yes

Closure Notes The notes entered by the employee when closing the task. Only the first 1,000 characters of the closure notes are displayed in the report.

No

Reason for Incomplete Closure

If the task was closed but was incomplete, for example it could not be started or finished, this column contains the specified reason for the closure.

No

Earliest Start Time The earliest date and time that the task is allowed to start.

No



Latest Start Time The latest date and time that a task is allowed to start. For a task with a commitment type of ‘appointment’, the latest start time is used for the commitment time.

No

Importance The importance of the task. High, Normal or Low. No

Task Type The task type that the task is based on. For example, you might have Install, Repair, or Service as task types.

No

Capabilities The capability requirement of the task. No

Customer Ref. The customer name. Typically, if the customer is a company, then this would contain the company name, for example Acme Storage. If the customer is a private individual, then this would contain the name of the customer, for example Mrs Smith.

No

Task Notes Any notes relating to the task. Only the first 1,000 characters of the task notes are displayed in the report.

No

Street The house number and street name of the task location.

No

City The city where the task is located. No

County The county where the task is located. No

State The state where the task is located. No

ZIP Code The ZIP Code of the task location. No

Country The country where the task is located. No

Contact Name The name of the person to contact at the task location.

No

Contact Tel. The telephone number of the customer contact. No

Contact Mobile The mobile telephone number of the customer contact.

No

Contact Email The email address of the customer contact. No


7

Editing scheduled reports

8

Editing scheduled reports After creating the scheduled report, you can edit, enable, disable or remove the schedule report. You can edit any part of a scheduled report, including the report type.

If a report is not required for a period of time, you can disable it. When the report is needed again, you can then enable it. See “Disabling a report” on page 8.

If a report is no longer required, you can delete it. See “Deleting a report” on page 9.

To edit a scheduled report

1 On the Administration tab, click the Reports menu, and then click Edit Current Scheduled Reports. The Currently Scheduled Reports screen appears displaying a list of the currently scheduled reports. For each report in the list, you can see at a glance the name of the report, the report status, the frequency, the file format, the delivery method, and the estimated size of the report. The report status shows whether the report is enabled, disabled or completed (one-time reports only). Newly created scheduled reports are automatically enabled. You must ensure that the estimated size of the report does not exceed the size limitations of your email system. If the report would be too large, split the report into shorter periods or upload the report to the FTP site instead of sending by email. If the report that you want to edit is not displayed on the first page of the reports, you can click to move to another page, or you can type the name of the report into the Find Selected Reports field and then click Go.

2 Select the check box next to the report name, and then click Edit. The Schedule a Standard Report screen appears.

3 Make your changes to the report parameters and then click Update Schedule. For more information about the report parameters, see “Generating the report” on page 1. The confirmation page confirms that your changes have been successfully updated.

4 Click OK to return to the Currently Scheduled Reports screen.

Disabling a reportYou can temporarily disable a report if it is not required for a period of time. For example, you could disable a report while a manager is on holiday. Alternatively, you could edit the scheduled reports and change the recipient of the report to the manager’s deputy.

To disable a report

1 On the Administration tab, click the Reports menu, and then click Edit Current Scheduled Reports.


The Currently Scheduled Reports screen appears displaying a list of the currently scheduled reports.

2 Use the search field and the page next link to display a list that contains the report that you want to disable.

3 Select the check box next to the report name, and then click Disable. The report status changes to “Disabled”. If you want to enable the report again, select the check box next to the report name, and then click Enable.

Deleting a reportIf you are sure that you no longer want to use a particular report, you can delete it. Once a report has been deleted, you would have to recreate the report if the data is needed again.

If you want to stop reporting on the specified devices temporarily, you should disable the report rather than deleting it. See “Disabling a report” on page 8.

If you want to change the parameters or the mobile devices monitored by the exception, you can edit the report. See “Editing scheduled reports” on page 8.

To disable a report

1 On the Administration tab, click the Reports menu, and then click Edit Current Scheduled Reports. The Currently Scheduled Reports screen appears displaying a list of the currently scheduled reports.

2 Use the search field and the page next link to display a list that contains the report that you want to disable.

3 Select the check box next to the report name, and then click Remove. You are asked to confirm that you want to delete the scheduled report.

4 Click OK to remove the report from the list of scheduled reports.

9

Deleting a report

10

task closure report - trimble...generating the report 2 note: the task closure report shows the data...

Documents