digging into the dude
TRANSCRIPT
EVERYONE HAS A TOOLBOX
As Administrators, our tools consist of:
Personnel Facilities Budgets Equipment Software
ESTABLISH LOCAL PROTOCALS
DEFINE YOUR STATUSES“NEW REQUEST”= NOT YET SEEN“WORK IN PROGRESS” = HAS BEEN SEEN“FORWARDED”= TO A SUPERVISOR’S ATTENTION
ESTABLISH LOCAL PROTOCALS
AREA NUMBER PUBLIC WORKS = ADDRESS NUMBER ANIMAL CONTROL = CASE #
REQUEST DESCRIPTIONOUR CUSTOMER/CITIZEN INFORMATIONALWAYS HERE (NAME, ADDRESS, PHONE, ETC.) NOTE: CONTACT INFORMATION USED DESIGNATE OUR USERS ONLY
BUDGET INFORMATION IS MANDATORY
ACTION IS REQUIRED IN ALL INSTANCES
“COMPLETED” CAN BE UTILIZED BY ANYONE ON THE SYSTEM
“CLOSED” CAN ONLY BE ISSUED BY A DEPARTMENT HEADCOMMISSIONERS CANNOT SEND REQUESTS TO DEPARTMENT HEADS
MANAGE YOUR ROLES
DO NOT BE AFRAID TO GIVE YOURPERSONNEL THE APPROPRIATE ROLE.
ALLOW THEM THE ABILITY TO
USE THE SYSTEM.
EQUIPMENT REPORTING OPTIONS
UTILIZING “EQUIPMENT” AND “EQUIPMENT USAGE” REPORT OPTIONS:
TRACK: MAINTENANCE RECORDS/COST FUEL COST EQUIPMENT INFORMATION SUCH AS MILEAGE,
HOURS, ETC.
HOWEVER, THE OPTIONS DO NOT RECORD ACTUAL HOURLY USAGE RATES WITHIN THE TRANSACTION PORTION OF THE W.O. I.D.
SOLUTION CREATE A SUPPLIER FILE FOR EACH PIECE OF EQUIPMENT
THAT CONTAINS THE HOURLY RATE TO CHARGE.
DISASTER REPORTING
FEMA BASED ASSIGN FEMA CODES TO EQUIPMENT
AS A SUPPLIER EXPORT WORK ORDER REPORT AND
TRANSACTION REPORT INTO EXCEL SPREADSHEETS
CREATE CUSTOM PIVOT TABLES- ORGANIZED BY EMPLOYEE AND CATEGORY
FEMA CATEGORIES ARE LISTED AS “CUSTOM CATEGORIES”
BUDGET INFORMATION
CRAFTS: UTILIZED TO ASSIST IN DESIGNING DEPARTMENT TASKS BY USING TWO OPTIONS:
OPTION 1: USE THE PREDETERMINED TASK AS INTENDED BY THE DUDE
OPTION 2: USE ONE TASK AS PRECURSOR FOR ADDITIONAL BUDGET CODES, IE: ROADS & STREETS
PROJECTSUTILIZE “PROJECT”
DESIGNATION TO AND REPORT ON INDIVIDUAL AND SPECIFIC USES YOU WANT TO RECORD
EXAMPLES
STREET OR NOT A STREET
STEP 1: LOCATION = STREETSSTEP 2: BLDG/UNIT= STREET NAMES
WHAT IF THE STREET DOES NOT HAVE A STREET NAME YET?
LIST AS A LOCATION IN RELATION TO THE SUBDIVISION
LOCATION= SUN CITY BLDG/UNIT= POD 38
WATER METERSUSE JOURNAL NOTES FOR- CALL
BEFORE YOU DIG LOCATE INFORMATION
CREATE AN “EQUIPMENT” LISTING FOR THE METER WHICH ALLOWS YOU TO:
LINK INTO A W.O. I.D. TRACK WARRANTY PURCHASE PRICE, MANUFACTURER, ETC. VIEW WORK ORDER HISTORY
AREA NUMBER= ADDRESSSUBMIT/ATTACH A PICTURE OF
COMPLETED INSTALL AND SITE WORKADD “WM” BEFORE THE METER SERIAL
# AS THE EQUIPMENT NAME. ALLOWS FOR EASY LOOK-UP
REPORTING ON A NON-INVENTORY
ITEM PROBLEM: REPORTING ON THE AMOUNT OF BAGS OF TRASH AND TIRES PICKED UP BY PUBLIC WORKS ON A MONTHLY BASIS
ISSUES: CANNOT ESTABLISH AS AN INVENTORY ITEM, IS NOT A PURCHASED ITEM TO RECORD IN PURCHASE TRANSACTION, IS NOT AN “ISSUED ITEM”
SOLUTION: CREATE A SUPPLIER FOR THE ITEMS YOU WANT TO RECORD
STEPS IN CREATING A TRASH BAG/TIRE
SUPPLIER1. ADD NEW SUPPLIER
2. CREATE AN “ORGANIZATION NAME”
3. SKIP THROUGH DEPARTMENTS,
WEBSITE, CONTACTS & NOTES
4. ZERO OUT PAYMENT/BILLING SECTION
5. NOW YOU ARE READY TO ENTER THE
TRASH BAG PICK UP AS A
TRANSACTION
.
TRASH BAG TRANSACTION
PROCESS1. REMEMBER YOUR PROTOCALS “ACTION”, “PURPOSE”,
“CRAFT”, “CLASSIFICATION”, AND “TYPE” USED FOR SEARCHABLES LATER
2. SELECT “PURCHASE TRANSACTION” FROM THE TRANSACTION SECTION
3. TYPE= MATERIALS
4. SUPPLIER= “TRASH BAG PICK UP”
5. DESCRIPTION= DESCRIPTION
6. QUANTITY= AMOUNT OF BAGS PICKED UP
7. COST EACH= $0.00
8. THIS NOW ASSIGNS THE QUANTITY OF BAGS PICKED UP TO THE SUPPLIER “TRASH BAG”
REPORTING TRASH BAGS
NOTE: A SUPPLIER REPORT DOES NOT ALLOW THE FUNCTION TO SAVE AS A “SAVED ACTIONS” A REPORT
1. SELECT “TRANSACTIONS” REPORTING• THIS WILL ALLOW A “SAVED ACTION” TO BE
GENERATED
2. GO TO “SAVED ACTIONS” – SELECT THE REPORT & “EDIT” THE SCHEDULE
3. YOU HAVE NOW DEVELOPED A SCHEDULED DELIVERABLE BASED ON YOUR DUE DATE OF NEEDS
SAVED ACTION SUGGESTIONS
FOR MORE DETAILED AND COMPLEX REPORTING, SAVE REPORTS IN EXCEL
HAVE “THE DUDE” REPORT DELIVERED TO ONE STAFF MEMBER- THE REPORT CAN THEN BE ADJUSTED AND DISTRIBUTED ACCORDINGLY
.
STATE MANDATED PESTICIDE REPORTINGBASIC PROTOCALS BLDG/UNIT= AREA OF THE FACILITY REQUEST DESCRIPTIONS= SPRAY , APPLY,
BROADCAST
PURPOSE= PARKS & REC CRAFT= PEST CONTROL OUTDOORS CLASSIFICATION= /*PARKS TYPE= PESTICIDE APPLICATIONS ACTION TAKEN= AREA DESCRIPTION: SIZE OF
AREA, PROBLEM CONTROLLED, RATE OF APPLICATION, NOTES
STATE MANDATED PESTICIDE REPORTING NEW ISSUE= SELECT PRODUCT OUT OF
INVENTORY COST & MEASURE PREDETERMINED AT TIME OF
INVENTORY RECEIVING
NOTE: WE USE A NUMBER CODE ATTACHED TO THE CHEMICAL NAME TO DETERMINE WHAT INVENTORY BATCH TO SELECT FROM, IE: (73014)= JULY 30, 2014
PESTICIDE REPORTING
METHOD 1: TYPES REPORTS:
CLASSIFICATION= *PARKS TYPE= PESTICIDIE APPLICATION RESULTS CAN BE COMPLETED AS A
DETAIL/EXCEL OPTIONTHIS WILL ALLOW FOR A TRANSACTION DESCRIPTION TO BE INCLUDED IN THE REPORT. THE TRANSACTION DESCRIPTION INCLUDES INFORMATION SUCH AS THE CHEMICAL NAMES.
PESTICIDE REPORTING
METHOD 2: ISSUES REPORT:
ALLOWS FOR PRODUCT DESCRIPTION BUT MAY LACK MORE DETAILS
PESTICIDE REPORTING
METHOD 3: “WORK ORDER”
REPORT: DOES NOT GIVE A GREAT
TRANSACTION DETAIL THAT YOU MAY BE LOOKING FOR
DIVISION OF DEPARTMENTS
WHENEVER POSSIBLE, ASSIGN USERS BY CRAFTS AS THE FIRST LINE OF DIVISION, IE: SINGLE CRAFT DEPARTMENTS INCLUDE:
ANIMAL CONTROL WASTE WATER WATER IT/TECHNOLOGY COMMUNICATIONS
WHENEVER POSSIBLE SORT BY EXCLUSIVE LOCATIONS, IE: FLEET (OUR PUBLIC WORKS GARAGE)