facility focus
DESCRIPTION
This Facility Focus Basic Overview presentation covers how to use the Physical Plant's work order system.TRANSCRIPT
Facility Focus Training 2010
Training Developed and Reviewed by:
• Sarah Hanson• Patricia Zabriskie• Mark Flinchum• Pat Runge• Valli Lavakumar• Terri Standridge• Libby Karras• Buster Johnson
Work Request Initiated
Department Pulls Up Request
Time and Materials Applied
Department Changes Status to Complete
Accounting and ITS Reviews
Customer Billed
Work Request Closed
Overview
• Menus, Fields, and Toolbars• Entering, Modifying, and Completing a Work
Request• Projects and Project Groups• Planned Work Requests• Searching for records and using filters• Miscellaneous features• P-Card Charges if needed
Getting Started
• Double Click on the Facility Focus Icon
Facility Focus.lnk
Menus, Fields, and Toolbars
Facility Focus Main Menu
Facility Focus Main Menu
• Drag menu items from right panel to the left panel– Create sub-folders– Move contents of folders
Facility Focus Main Menu
• Arrange folders by Name or Type
Submenu
• Click the module folder on the left screen to display the contents of the module in the right panel
• Double-click the menu icon item to display the main screen for that sub-Module
Sub-module Screen
• Entry menu displays a drop-down menu• Arrow to the right indicates additional selections
Mouse
• Drags or resizes objects• Display short-cut menu using the right mouse
button
Keyboard Shortcuts
• ALT + underlined letter• Then use underlined letter
Keyboard Shortcuts
• Can use function keys such as F2 or Ctrl Z to choose a menu command– F2 = Find– Ctrl + Z = Undo
• See handout
Toolbars
• Change in accordance with user needs
Toolbar Icons
Exit Facility Focus module
Define a User Filter to narrow data for Find
Re-size and arrange the open windows vertically
Re-size and arrange the open windows parallel to each other
Rearrange open windows in layers
Re-size and layer open windows so each title bar is visible
Rearrange minimized icons in active window
Puts entry screen in search mode
Toolbar Icons
Retrieve records once Search criteria entered
Clears search criteria
Add a new record to the database or insert a new row
Displays a quick list of selected documents
Make changes to selecteddocument
Delete a selected record orrow of an existing record
Send document to defaultprinter
Save data
Toolbar Icons
View records
Zoom to view options
Quickly access a recordfrom Find
Relate documents, messages, or picturesoutside Facility Focus
Calculator utility
Shows documents related to Facility Focusrecord
Keeps track of userswho have modified a record and when
Refresh values displayedby drop-down list
Manipulating Toolbars
• Drag using the mouse• Right mouse click on the toolbar to select
display• Window Toolbars to select display
Field Types
• Display-only
• Text Entry
• Numeric Entry
• Drop-Down Lists
Field Types
• Radio Buttons and Check Boxes
• User Definable Fields
Field Types
• Zoom Fields
Field Types
• Zoom Fields– Select a Value
• Arrows or Scroll bar to view options• Click once with mouse to highlight a row
– Splitter Bar• Divides the Zoom Screen so you can keep a row or two
stationary while you view other fields and records
– Sort • Select the column name to sort alphabetically/numerically
Field Types
• Zoom Fields– Stemming
• Blank box in lower right
• Select column
• Type in characters (i.e., first few letters of record)
– Find• Click Find
• Click in column until you see a gray cursor
• Type a value
• Click Select
• Screen will display only the records that contain the value you typed
Field Types
• Contractor Field• Dates• Use Delete or CTRL D to delete screen fields
Text Processor Tool
• An abbreviated word processor that can be accessed from several different areas within the Facility Focus environment– Click any page icon on any entry screen– Type your text into the window– Click Close– Select Yes– Click Open to locate a file and select an existing
document
Text Processor Tool
• Text Editing– Cut, copy, paste, select all or undo using the editing
tools in the text processor tool– Find – Replace
Entering, Modifying, and Closing a Work Request
Work Request Entry
• Create new work requests– All pay jobs must be entered by Work Management– Non-pay jobs may be entered by the Department
• Edit, update, or review existing work requests• Copy information for like work requests into a
new work request
Work Request Entry
• Document work requests by performing the following:– Describe the nature of the work– Assign the shop responsible for request– Indicate the account used to finance the work
requested– Divide the work into phases
Work Request Entry-New WR
• Upper half of the window defines the work request
• Lower half of the window describes the phase of the work request
Work Request Entry-Header & Detail
Work Request Entry-New WR
• Work Management Module Work Management Entry Work Request Work Request Entry
• Click Insert• Enter information
– Fields in red are zoom fields. Click Zoom to display a list of items to choose from.
Problem Code
Description of Work
Dept ID preferred, or Customer initials, Zoom
Contact
Phone
Verify is correct
Verify is correct, enter property & location using zoom
Work Request Entry-New WR
• Urgent work requests must be responded to within 4 hours, so Work Management will call the department superintendent to notify them of any urgent work requests
• Click Save
• Tutorial
Work Request Entry-New WR
• Exercise 1: Entering a New Work Request
Work Request Entry-Update
• Once Work Management or the Department has entered the Work Request, it is now ready to be modified by the individual shop
• Work Management Module Work Management Entry Work Request Work Request Entry
• Click Search– Select “None” and enter search criteria, then click find to locate
record –OR-– Choose “Filter” and locate record
• Click Update
Work Request Entry-Update
• Change status from 00-OPEN to 20-ASSIGND
Work Request Entry-Update
• Select the Persons button• Enter four-digit employee # (or use zoom
function)
Work Request Entry-Update
• Modify the Estimated End date by clicking in field and clicking on zoom
• Enter Location using the zoom function (if not already)
• Click Save• Tutorial
Work Request Entry-Update
• Exercise 2: Assigning/Updating a Work Request
Work Request Entry-ButtonsEnter or view shop, shop person, budget, and estimate information
Allows you to print the work request or phase, send fax, page, or e-mail notification
Copy work request information to a new work request record
Keep track of work requests you have entered into the system
View status history for the work request or previous work requests for the property. Can also view the last 10 work requests for the property to check for duplicates.
Select and print several work requests at once
Work Request Entry-Send Button
Work Request Entry-Send Button
• Exercise 3: Printing a Work Request
Work Request Entry-ButtonsEnter estimates
Display a list of shop persons assigned to a specific work request phase
View or enter account information for the work request
Create a new phase
View information regarding status history, invoices, or time cards for the work request
Work Request Entry-Copy Phase
• Use when a department needs to create a new phase of the work request (within the same shop)
• May need to manually change status to Open
Work Request Entry-Phases
Work Request Entry-View
Work Request Entry-View
Work Request Entry-View
Work Request Entry-View
Work Request Entry-View
• Exercise 4: Using the View Button to access status history and transaction viewer
Work Request-Status Complete
• Department changes status to 70-WORKCOM when the work request is completed
Work Request/Phase Rapid Status Change
• Allows you to change the status of a group of work requests without having to edit the records one at a time.
• Work Management Module Work Management Entry Work Request Rapid Status Change
Work Request/Phase Rapid Status Change
• Click Search
• Select None
• Enter Work Request #’s
• Click Find
• Click Update
• Click Change All at the bottom of the screen (or change status for each Work Request manually)
• Choose a new phase status code
• Click OK
• Click Save
Work Request/Phase Reopen
• Allows authorized personnel to change the work request and/or Phase status from complete to incomplete, thus reopening the work request
• Work Management Module Work Management Entry Work Request Reopen
• Screen will automatically load all work requests and phases that are in a closed status
Work Request/Phase Reopen
• Click Edit• Change status from closed to open• To process all, click Change All• Click Save• Pre-Edit will review proposed changes before
saving them and create error messages
Projects
Project
Project Group
Work Request
Projects
• Project-a group of work requests– Must be set up before any work requests can be
associated to them– Work Management Module Work Management
Entry Project– Click Insert
– Enter information into fields available on the screen– Click Save
Include building name
Displays project creation date
Projectestimator
Drop- down list
Start and end dates for project
Zoom to select
Total budget for project if desired
Enforces account distribution set-up for the project to any work requests assigned
Defines contracts for work requests associated with the project
Add work request to project
Shop
Displays costs for labor, equipment, materials, and contracts
Displays planned work requests associated to this project record
Allows you to enter and view progress information
Displays a history of statuses used over the life of the project
Copies planned work request/phase and estimate creating new work requests
View or enter account information
List of service or contract lists for work requests
Break
Project Groups
• Projects can be grouped together to track and report total combined cost
• Work Management Module Work Management Entry Project Project Groups
Project Groups
• Click Insert
• Enter information into fields available
• Click Save
Zoom to select the Project
Project Budget Change
• Provides a way to make changes to the budget of a project in the Work Management module
• Work Management Module Work Management Entry Projects Project Budget Change
Reopen a Closed Project
• An authorized user may retrieve the closed (or complete) project record and click the edit icon
• FF will prompt with a message asking if you wish to reopen it
• Click Yes to complete
Planned Work Requests
Planned Work Request
• Planned work requests may be promoted to a Project, at which time they become active work requests
• Helpful for large projects which require pre-planning for estimating, and/or budgeting
• Work Management Module Work Management Entry Work Request Planned Work Request
Planned Work Request
• No costs can be charged• Can promote to an active work request• Once promoted, cannot edit planned work
request
Planned Work Request
• In the Project Entry screen, you can see which currently planned and promoted work requests that are associated with the project– Click Planned WR(s)– View Planned Work Requests that have been
promoted or Click Promote– Click Save to ensure Planned Work Requests will be
accessible via the Work Request Entry screen
Planned Work Request
Planned Work Request
• Version field tracks previous versions of planned work request records, as estimates are changed or modified
• Is possible to promote a planned work request with one or more of the phases not being promoted
Search for Records
New Search for Records
• Work Management Module Work Management Entry Work Request Work Request Entry
• Click Search
• Select None• Click OK
New Search for Records
• Enter search criteria– Enter header, detail, and/or sub-detail fields– Choose to search only by one sub-detail– Field sizes expand to accommodate lengthy search
expressions
New Search for Records
• Use comparison criteria
New Search for Records
• Use comparison criteria
New Search for Records
• See handout for more comparison criteria
• Click Find
New Search for Records
• View Records
• Browse Retrieved Records– Click Browse
– Use arrow keys or Page Up/Page Down to move up or down the list
– Use mouse or spacebar to select a record
New Search for Records
• Browse
New Search for Records
• Use Go To Row to select a specific row
New Search for Records
• To initiate a new search, click New Search
• To reverse your last action in Search mode, click Cancel
• Tutorial
User Filter for Searching
• Allows the user to create search criteria which can be saved and re-used when needed.
• Can define User Filters at the Header, Detail, and Sub-Detail level
• Common filters: – Shop-Open– Shop-Assigned– Shop-Work Completed
User Filter for Searching
• Work Management Module Work Management Entry Work Request Work Request Entry
• Click the User Filter icon• Click New• Enter name of filter• Click Close
User Filter for Searching
• Type in filter criteria• Click Save
Modifying a Filter
• Work Management Module Work Management Entry Work Request Work Request Entry
• Click the UserFilter icon• Select the filter to be modified• Click Modify
Modifying a Filter
• Click Yes, No, or Cancel
Modifying a Filter
• Edit filter criteria• Click Save
• Click Yes
Deleting a Filter
• Work Management Module Work Management Entry Work Request Work Request Entry
• Click the User Filter icon
• Enter or select the name of your filter• Click Delete• Click Yes
Using a Filter
• Work Management Module Work Management Entry Work Request Work Request Entry
• Click Search• Choose filter• Click OK• Facility Focus (FF) compares all property to the
criteria stored in the filter to retrieve applicable records
• Tutorial
Records
• Click Update to update retrieved records
• Click Insert to insert new records
• Click Cancel an edit or entry
• Click Delete to delete records
• Click Save to save records
Search for Records• Exercise 5 and 6: Search for Records and
Using Filters to Search for Records
Saving Search Results in Excel
• Work Management Work Management Entry Work Request Work Request Entry
• Click Search• Choose filter or enter search criteria• Click OK• File Save As
Saving Search Results in Excel
Saving Search Results in Excel
Enter file name Click save
Change type to Microsoft Office Excel
Miscellaneous Features
External Document
• This feature allows you to associate external documents to the current record.
• Whenever you retrieve the record, the related document is available to view.
External Document• Work Management Module Work Management
Entry Work Request Work Request Entry• Find an existing Work Request and update OR create a
new Work Request (Click Insert)• Click on the Related Docs Button to attach• Place cursor in the Document field and click Zoom • Select file• Click Open• Select Code• Check Select box
External Document
Calculator
• Performs simple calculations while you work• Window Calculator
Messaging and Text Processing
• Messages allow you to exchange messages with other Facility Focus users.
• System Administration Messaging• Message screen appears
Messaging and Text Processing
• Click Compose
• Click “TO” to open in the Zoom window
Messaging and Text Processing
• Select user to whom you wish to send the message
• Click OK
Messaging and Text Processing
• The Compose window reappears with the name of the user in the TO: field
• Enter title• Click Page next to the Title field to open the Text
Processor Tool
Messaging and Text Processing
• Type your message• Click Close• Yes
Messaging and Text Processing
• Setting the Timer defines how often the system will be checked for new messages.
• System Administration Messaging• Click Set Timer• Set Interval and Unit• Click OK
Inventory and Equipment Module
• Inventory and Equipment Module Inventory and Equipment Entry Enterprise Inventory Master
Inventory and Equipment Module
• Click Search• Enter part # or description• Click Find
Inventory and Equipment Module
• Select item to view• View availability
Summary
• Menus, Fields, and Toolbars• Entering, Modifying, and Closing Work Requests• Projects and Project Groups• Planned Work Requests• Searching for records and using filters• Miscellaneous features• P-Card Charges-next
P-Card Charges
Applying P-Card Charges
• Departments must enter p-card purchases into Facility Focus
• Purchasing and A/P Module Purchasing and A/P Entry Orders Credit Cards
• Click Insert
Write down number Enter description
Zoom to select Wachovia
Zoom to select p-card account
Select shop
Zoom to select contractor
Enter C, N, or I
Enter supplier part #
Enter supplier description
Enter EA for each
Enter cost per item
Enter Quantity
Enter Purchase Date
Change to Finalized And Click Save
Check Total
Applying P-Card Charges
• Click Insert to add more items from the same vendor
Applying P-Card Charges
• Purchasing and A/P Module Purchasing and A/P Entry Disbursement
• Click Insert• Click Credit Card Button• Select the Transaction Number (from previous
step)• Click Ok
Select work request
Enter work request number
Enter phase number
Applying P-Card Charges
• Click Save• Select Yes• You can click insert (or click Credit Card button)
to add additional items to a work request• Tutorial
Applying P-Card Charges
• Exercise 7: Entering P-Card Charges