Creating FT Documentation Report

The purpose of this procedure is for the service desk to follow when they have to create a report for field technicians’ documentation. This report is made of two parts, each part is instructed.

Part 1

Steps:

1. Open the Field Tech Documentation from the T:8232\_support\Field Tech Documentation.2. Choose Inhouse or Outside, as both will be include in the report.3. Once you’ve opened the folder choose the folder for the month you’re creating the report for,

Ex: May 2014.4. Next, Open a new excel sheet. Then, Copy and paste the information from the FT spreadsheet.

Note: make sure the total times match with the copied sheet. Format should be the same. To select all: use the CTRL key and A key at the same time.

5. Create four tabs: Inhouse, Outside, On-call and Pivot Table. Ex: image below.

6. Save the new workbook under the Week of Sunday date, Ex: Week of 0518.7. Next, Go to the bottom of the spreadsheet and add the Travel Time, Total Time, Justified, Not

Justified and Driveby. Then, add the days of the week next to these and Total. 8. Then for each day you will reference the cell that for the Travel Time, Total Time. Ex: image

below.

Note: the times change the format as custom : [h]:mm.9. Next for Justified, Not Justified and Driveby, use the formula =Countif (Range, “Criteria”),

Example: Note: for the criteria, make sure the yes/no format matches , or it will not be counted.

10. Now, for the Total, use the formula: =SUM(Range),Ex: SUM(B251:B257). 11. Next, create another table with the Travel Time, Total Time, Justified, Not Justified, Driveby

and Total, Ex: image below.

Note: use the same formula from step 9.

Part 2: PivotTable

Steps:

1. Select the Travel Time, Total Time, Justified, Not Justified and Driveby for the PivotTable. Ex: image below.

2. Then, click Insert tab and Choose PivotTable, the field list will appear:

3. Next, Choose to make PivotTable on an existing worksheet, Ex: image below.

4. Click Pivot Table Options. Then, Choose Classic PivotTable layout.5. Click on the justified cell, a new sheet will open. Ex: Sheet2.

Note: Rename sheets:InhouseData and OutsideData6. Next, refence the cells relating to the Travel Time, Total Time, Justified, Not Justified and

Driveby. Ex: Image below.

7. Change format to custom: [h]:mm, Then, Click OK. Ex: Image below .

Note: change the justified, not justified and driveby cells to General.

8. Then, Right-click the mouse on the tab, Sheet# (ex:Sheet2), select hide.9. Finish Product, Ex: Image below.

10. Now, Click Save.