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Contents
Chapter 1 - Introduction & Navigation 1
Objectives.......................................................................................................................................1
Concept Evolution™.......................................................................................................................2
Logging into Concept Evolution™..................................................................................................2
Navigating Concept Evolution™ ....................................................................................................3
Settings ................................................................................................................................3
Facilities ...............................................................................................................................6
Task Management ...............................................................................................................6
Modules................................................................................................................................6
Concept Evolution™ Grid...............................................................................................................7
Customising the Grid......................................................................................................................8
Printing & Exporting a Grid.............................................................................................................9
Printing a Grid ......................................................................................................................9
Export the Grid to *.csv ......................................................................................................10
Searching .....................................................................................................................................11
Quick Search......................................................................................................................11
Column Specific Search.....................................................................................................11
Pick Box Search.................................................................................................................12
System Query ....................................................................................................................13
Creating & Updating Records ......................................................................................................14
Creating a Record..............................................................................................................14
Editing an Existing Record.................................................................................................14
Deleting a Record ..............................................................................................................14
Saving the Changes...........................................................................................................15
Cancel Changes ................................................................................................................15
Summary ......................................................................................................................................15
Chapter 5 - Resources 51
Objectives.....................................................................................................................................51
Defining Absence Reasons..........................................................................................................52
Defining Resource Skills ..............................................................................................................53
Defining Statutory Holidays..........................................................................................................54
Applying Statutory Holidays to a Rota Pattern.............................................................................58
Assigning Resources to a Rota Pattern .......................................................................................59
Adding a Resource.......................................................................................................................61
Adding Skills to a Resource Record.............................................................................................64
Assigning Buildings where this Resource may work....................................................................65
Recording Absences ....................................................................................................................66
Summary ......................................................................................................................................67
Chapter 6 - Contracts 69
Objectives.....................................................................................................................................69
Creating Contract Groups ............................................................................................................70
Assigning Contracts .....................................................................................................................71
Assigning Account User ...............................................................................................................72
Creating a Contract ......................................................................................................................73
Editing Resource Costs against a Contract .................................................................................78
Assigning Contacts for a Contract................................................................................................80
Assigning Contract Groups ..........................................................................................................82
Contract Views .............................................................................................................................82
Summary ......................................................................................................................................83
Chapter 7 - Contacts 85
Objectives.....................................................................................................................................85
Define a Desk Status....................................................................................................................86
Define a Team..............................................................................................................................87
Define an Activity Type ................................................................................................................88
Define a Position ..........................................................................................................................89
Define an Employee Type............................................................................................................90
Define a Grade Type ....................................................................................................................91
Define a Contact Class ................................................................................................................92
Add a New Contact ......................................................................................................................93
General ..............................................................................................................................94
Employment .......................................................................................................................95
Additional Notes / Needs ...................................................................................................95
Assign an Activity .........................................................................................................................96
Assign an Asset............................................................................................................................97
Assigning Contacts.......................................................................................................................98
Summary ......................................................................................................................................99
Objectives
During this chapter you will learn how to:
Concept Evolution™
Concept Evolution™ is a web-based application, compatible with most of the common web-browsers.
To start Concept Evolution™, launch a web-browser (Internet Explorer (6 or 7); Firefox, etc & enter the
website address or URL for your Concept Evolution™ site. This can be stored as a favourite in the
web-browser, saving the need to re-type the URL each time. No additional software is required to run
Concept Evolution™. When the web-browser connects to Concept Evolution™, the log in screen is
displayed.
Separate credentials are required for Concept Evolution™ & previous versions of Concept™ (Win32).
The username & password may be the same, but will need to be created for each version.
The Settings Menu is used to construct key parts of Concept Evolution™, it contains the following
menu items:
Settings
Below are all of the options in the Settings Menu. Some are used to set up add-on modules which are
not available in the core system. (Options marked with a * are not included in this Course.)
Assets System
Tag
Type
Name
Asset Code Template
Asset Condition
Documents Repositories
File Types
Facilities
In the Facilities Menu all Assets, Contacts, Contracts, Documents, Buildings & Locations, & Resources
are created.
Task Management
Create & manage all tasks, both scheduled & reactive, in the Task Management Menu.
Modules
The Module Menu contains all of the add-on modules available to enhance the functionality of
Concept Evolution™
When navigating through Concept Evolution™, the selected Menu (active), Option & Record are
highlighted on screen in gold.
To view more detailed information in a pop-up window, either click the hyperlink, or double-click
anywhere else on the required record.
Clicking on any of the column headers will re-sort the entire grid in order based on that column. First
click will order the column in ascending order, clicking a second time will re-order in descending order.
Step-by-step
1 Click Personalize in the bottom right corner of the screen
2 To re-order the current fields, select the field name to move & click to move the field up
or down the list.
3 To remove a field, select the required field then click
4 To Add fields to the table, expand the 'Available tables' list & select the desired Table. From the
list of available fields, select the required field then click . The field will be added to
end of the 'Selected columns' list & can be re-ordered to the required position (see step 2).
5 Click Save to apply the changes or to close the window without saving.
Step-by-step
Customise the Grid as appropriate, and/or run a query to build the grid as desired. (Queries will be
covered in the next section)
Printing a Grid
6 Click Print grid on the bottom right corner of the screen.
2 Click Save to store the file in *csv format for use later.
3 Click Open to view the file's contents in a suitable application.
Searching
There are four ways to locate records.
Quick Search
Concept Evolution™ will search for a match anywhere in the search field. So, entering
'train' would match records containing words like:
- Strain
- Training
- Constraint
2 Begin typing in the search field & the list will be filtered to contain only the records that include the
character(s) typed.
3 Select the required item when it appears in the list & click 'Select' . The grid will be
rebuilt with the results.
NOTE:
System Query
1 Concept Evolution™ includes a number of System Queries, & the functionality to build user
defined queries. Both types of query are selected from the drop down list, the grid will be rebuilt to
display the results.
Creating user defined queries requires the correct permissions on each Concept
Evolution™ user account or role.
Creating a Record
Insert a new record in the database (e.g. a new Task, Asset, Resource, Contract), click Insert .
This will open a window with a blank form for the type of record to be created.
Alternatively, you can double click a record in the grid to open it for editing, or click on
any part of the record text that is underlined.
Deleting a Record
Select the record to be deleted & click Delete . Confirm the delete action if required, the record will
be removed.
You will not be able to delete a record that is linked to from other records in the
database.
i.e. a location that has assets associated to it cannot be deleted until all of those assets
are removed from that location.
Save the record (The data displayed is saved, & the window remains on the screen)
Save & Close (The data displayed is saved & the pop-up window is closed, returning you to the
Grid)
Save & New (The data displayed is saved. The pop-up window remains open & the form is
cleared ready for a new record)
Cancel Changes
To close a pop-up window without saving the changes made, click Cancel .
Mandatory Fields
When creating or updating records, mandatory fields initially have a yellow background;
this changes to red if you try to save a record without entering data in these fields.
Summary
During this chapter we have seen how to:
Objectives
During this chapter you will learn how to:
When Concept Evolution™ is initially installed a default login account (Login Name:
MASTER) is created to assist in setting up the system.
If a user has a login for a Concept™ 500 system, they will still need to have a user
account created to allow them to login to Concept Evolution™.
Step-by-step
1 In the Settings Menu, select User Accounts
2 Click Accounts .
3 Click Insert .
Fields that are coloured Yellow are mandatory fields & must be completed before you
save the record. It's not possible to save a record without completing a mandatory field;
the field will turn Red to remind you to complete it.
4 Enter a Login Name for the User - this could be their real name, a nickname or other identifier.
5 Click the search button & select a Translation Set for this user & click the select button to
add the Translation set to the User's Profile.
The Translation Set you select determines the language used throughout Concept
Evolution™ when logged in as this User. Select English Set for the default language
pack.
6 Click the search button & select a Default Database for this user & click the select button to
add the Database to the User's Profile.
When using a single database environment, the default database 'System' will be pre-
selected.
7 Enter a Password for this user & repeat it in the Password Confirmation box.
8 Click the Force Change Password to prompt the User to change their password the next time they
login to Concept Evolution™. This is good practice for maintaining security of the system as it
ensures the User's password is known only to them.
9 Use the Description & Notes areas to record information about the User.
10 Select the appropriate Account Type for the User.
Operational for anyone using Concept Evolution™ on a laptop or desktop computer.
For Users accessing Concept Evolution™ through a PDA or handheld device, select Mobile.
11 Select the appropriate Licence Type.
Select Concurrent Licence if the User will access Concept Evolution™ using one of the pool of
licences that allow a limited number of Users to connect. If the maximum number of licences
is in use, any user with a Concurrent licence will not be able to log on to the system
Select Named Licence if the User will have a licence allocated to them allowing them
guaranteed access. Named licences will be deducted from the pool of Concurrent licences.
12 When all information has been entered for the User, click Save .
If an LDAP server is being used for authentication of network accounts, enter the user's account name
& check the Auto Login option. The user will be logged into Concept Evolution™ automatically, using
the LDAP credentials.
To prevent a user from logging into Concept Evolution™ check the 'Locked Out' option in
their Account Permissions.
Step-by-step
1 Select Permissions.
3 Check the combination of Create, Read, Update & Delete options required.
4 Click Save .
To assign permissions to all areas of the system, clicking Assign All Permissions on
the toolbar. (NOTE: This will assign ALL permissions in all groups.)
Clicking the Securable hyperlink will toggle all permissions in this window through the
three available states.
Clicking a single entity hyperlink will toggle the permissions for that line through the
available states.
Crossed : The option is NOT available to the User, i.e. The option is denied.
Blank : The option is not available to the User through the current interface (User
Accounts) but may be granted through a Role Permissions setting.
Concept Evolution™ will combine all permissions for a single user in both their User
Account & any Roles assigned, EXCEPT where a cross has been set. This will override
all other permissions & a User will be denied access to this part of the system
There are a number of options in the Permissions groups that have an additional 'Allow' setting. This
permission is used to grant a user access to a particular feature of Concept Evolution™.
User Roles
If there are a number of staff who require the same access permissions, User Roles can be created &
then allocated on a per User basis. This means that there is no need to recreate & allocate access
permissions on a user-by-user basis.
Step-by-step
1 In the Settings Menu, select User Accounts
2 Click Roles
3 Click Insert
By checking the 'Read Only' option here, all permissions assigned to this Role will be
limited to view only, regardless of the permissions set in individual account settings.
Once the new Role has been saved, additional options to grant Permissions & Assign Account
become available.
Step-by-step
1 Select a Securable Group from the drop-down list
2 Check all of the relevant options granting Create, Read, Update, Delete & Allow permissions as
required.
3 Click Save
Selecting the Assign All Permissions button will set Create, Read, Update & Delete as
checked for all Securable groups for this Role. (NOTE: This will assign ALL permissions
in all groups.)
Clicking the Securable hyperlink will toggle all permissions in this window through the
three available states.
Clicking a single entity hyperlink will toggle the permissions for that line through the
available states.
Step-by-step
1 Select Assign Accounts.
2 Click the Assign button.
3 Select the required accounts & click Assign (or click Assign All )
4 Click Close
To remove an assigned record, select the required record from the right pane & click
Remove or click Remove All
Step-by-step
1 In the Settings Menu, select User Accounts
5 In the left pane, select the Contract Groups to be assigned to this User & click assign .
(Alternatively, select Assign All )
6 Close the window
To remove assigned Contract Groups, select the Groups in the right pane & click the
remove or remove all button.
Summary
During this chapter we have seen how to:
Objectives
During this chapter you will learn how to:
Even if expenditure will not be controlled through the Concept Evolution™ Client Invoicing
& Purchase Order Modules, Cost Centres & Codes can be used to monitor costs for works
done. This enables budgets to be managed effectively & to raise awareness of
expenditure.
Each Cost Centre will have elements of costs identified against it. These elements of cost
are known as Cost Codes.
E.G.
Cost Code: A single element within a Cost Centre, i.e. Service or utility
Step-by-step
1 In the Settings Menu select Finance
When creating a new Cost Centre the new Entity window will only contain a General
option. Once the new Cost Centre is saved other options will appear in the window.
Step-by-step
1 In the Settings Menu select Finance
When the Cost Centre is created, all Cost Codes marked as Mandatory in the Cost Code setup will
automatically be added to the new Cost Centre. Any other required Cost Codes can be added
manually.
Step-by-step
1 Click Assign
3 Click Assign . Alternatively, click Select All to assign all the Cost Codes in the left pane.
4 Click Close .
To un-assign Cost Codes from a Cost Centre, select the Cost Codes in the right pane &
select the un-assign or un-assign all button.
Defining Budgets
Budgets may be defined for each Cost Code.
When tasks, POs, Stock costs or Room Bookings are charged against Cost Centres / Cost Codes the
value is automatically deducted from the budget amount.
Step-by-step
1 Click Cost Information in the Cost Centre window.
A summary of how much of the budget has been allocated or spent per Cost Code can be
seen at any time by clicking the Cost Summary option in the Cost Centre window.
In the Cost Summary window, details of the spend against budget can be seen by clicking
the Details button for each Cost Code.
Step-by-step
1 In the Settings Menu select Finance
2 Click Suppliers
3 Click Insert
4 Enter the name of the Supplier
5 Enter a code for the Supplier. This code will be used throughout the system to refer to the
Supplier.
6 Enter the details for the main contact, & a second contact if available.
7 If the Invoice address is different from the main correspondence address, complete this field.
8 Use the web address field for the suppliers website (URL).
9 The comments field can be used for any additional information.
10 Departments within an organisation may be defined as Suppliers, i.e. Maintenance Department. if
this is the case, check the Internal Supplier option.
11 Select the appropriate supplier type from the drop down list:
Goods & Services - Supplier provides parts & labour
Goods - Supplier can only be used to purchase parts
Services - Supplier will only provide labour.
Next Invoice Number & Invoice prefix fields are only in use if the Invoice and/or Purchase
Order module have been activated on the system.
Checking Supplier on Hold will make the supplier unavailable throughout Concept
Evolution™.
Supplier Categories
In addition to differentiating between Suppliers based on type, i.e. Goods & Services, Goods Only or
Services Only, Suppliers can be grouped using customised categories. These can be used to identify
appropriate Suppliers for specific works.
Step-by-step
1 In the Settings Menu select Finance
Step-by-step
1 In the Settings Menu select Finances
To remove categories from a Supplier, select the required Categories from the right pane
& click remove or remove all
Step-by-step
1 In the Settings Menu select Finance
4 Enter a Code, Description & Rate for the new tax code.
5 Click Save & Close
Summary
During this chapter we have seen how to:
Objectives
During this chapter you will learn how to:
Each location within a building can be assigned a default Department which will be used later in
completing Helpdesk calls more rapidly.
The first two sections of this chapter deal with setting up the drop down lists that will be used when
creating the Properties & their associated locations.
Step-by-step
1 In the Settings Menu select Property & Estates
Step-by-step
1 In the Settings Menu select Property & Estate
3 Click Insert
4 Enter a Code & Description for the new Department Element
5 Click Save & Close
Defining a Department
Having defined department groups & elements, departments can be created that can be members of,
or broken down into these parts. Departments can used to define both the people we know & the
locations within a building.
Step-by-step
1 In the Facilities Menu select Property & Estates
2 Click Departments,
3 Click Insert
8 Press the Assign button, , & associate the department with relevant Department Elements.
Step-by-step
1 In the Settings Menu select Property & Estates
Creating a Site
Locations within Concept Evolution™ are grouped together using logical grouping as shown below:
Step-by-step
1 In the Facilities Menu select Property & Estates
2 Click Site
3 Click Insert
Step-by-step
1 In the Facilities Menu select Property & Estates
3 Click Insert
4 Enter a Code for the Building. This can be automatically fed into Asset Codes for assets assigned
to this building.
5 Select the appropriate Site from Complex / Site list.
6 Enter the Building's Name, Address, Postcode & Country. The more information entered at this
stage, the easier this building will be to locate when searching for buildings.
7 Enter the Freeholder's details in the Freeholder field.
8 If branch references are used in the Purchase Order Module, enter a Branch reference for this
Building.
9 Check the In use as a delivery address check box to make this building available for deliveries
with the Purchase Orders Module
10 Check the Disabled Access box if the building is accessible for wheelchairs.
11 If Concept Evolution™ will be used to cost works according to area rather than per job (i.e. cost
per task), record a default service charge for the building in the Def Serv Charge (per unit) field.
12 The optional Property Details can be added to increase information available for reporting in the
Database.
13 Click Save & Close
Defining a Location
In order to ease both asset tracking & call logging, Concept Evolution™ allows every location (i.e.
Room, corridor, Storage cupboard, etc) to be defined.
Locations can be assigned to a building either in the Building Register window, or through the Location
Register.
If a Location is defined from within the Building Register, the Building field for the new Location is
automatically completed on creation.
Step-by-step
1 In the Facilities Menu select Property & Estates
Summary
During this chapter we have seen how to:
Chapter 5 - Resources
Objectives
During this chapter you will learn how to:
Resources are the people (and companies) that are used to carry out tasks within Concept
Evolution™. Tracking Resources can be as simple as who is available to carry out a task, or can
involve tracking absences, shift patterns & Skill sets for individual Resources.
Resources can be entered into the database as either named Personnel, i.e. Fred Smith, a Company,
i.e. Swift Engineering, or can be a named job function, i.e. Plumber, Electrician.
The first part of this chapter covers setting up the options that will be available when creating &
maintaining resources.
Step-by-step
1 In the Settings Menu select Resources
3 Click Insert
Step-by-step
1 In the Settings Menu select Resources
2 Click Skills
3 Click Insert
These days can be set up & used in Contract availability & Shift Rotas to define when Contracts &
Resources are unavailable for work.
Step-by-step
1 In the Settings Menu select Resources
3 Click Insert
Concept Evolution™ allows shift patterns to be defined & individual Resources to be assigned to a
particular shift.
The first part of the process is to create the shift codes that will subsequently be used to create the
shift patterns.
Step-by-step
1 In the Settings Menu select Resources
2 Click Shifts
3 Click Insert
Once the individual shifts are defined, they can be added to a Rota pattern. Rota patterns may consist
of a single week of normal 08:00 to 17:00 shifts, or a complex pattern of multiple day & night shifts.
Step-by-step
1 Select Rota Weeks from the Rota Pattern Window
2 Click Insert
3 Enter a name & description for the new Rota
4 Click save
A 'shift' will need to be created for days that the resource is not working. This will
contain times 00:00 to 00:00 & 0 hours working.
The Total Hours per week is calculated based on the hours per shift.
Not all Statutory Holidays will apply to all Rota Patterns. For example, a 24 hour call-out
Rota may have no Statutory Holidays applied at all!
Step-by-step
1 Select Statutory Holidays from the Rota Pattern window
2 Click Assign
3 Select the required Statutory Holidays & click Assign (or click Assign All ).
4 Click Close
Step-by-step
1 Select Resources from the Rota Pattern Window
2 Click Insert
To remove an assigned Resource, select the Resource in the right pane & click Remove
or click Remove All
Adding a Resource
Each Resource within a business must have a record defined in Concept Evolution™ if they are to be
assigned to carry out tasks.
Step-by-step
1 In the Facilities Menu, select Resources
2 Click Insert to create a new Resource
3 Enter an ID number for the Resource in the ID number field. Example: ID numbers used may be
payroll reference or photo ID numbers
Additional Disciplines can be added via the Settings Menu ->Tasks option in the
Discipline Register
7 Enter the date the Resource started work with the organisation in the Start Date field. If this
Resource works for a sub-contractor, this may be the start date of the Contract.
Should the resource leave employment of the organisation, the date of departure should
be added to the Finish Date field. This will prevent the Resource being available for use
in Concept Evolution™.
8 If the resource is employed by another organisation, i.e. a sub-contractor, check the External
Resource check box.
9 Concept Evolution™ allows charge out rates for various levels to be defined per Resource. Enter
the relevant amounts in the Basic, O/T 1, O/T 2 & O/T 3 fields. If this Resource works for a sub-
contractor, this may be the amount the sub-contractor charges for this Resource's time.
10 If mileage is to be re-charged for the Resource when travelling to & from a location, enter the
amount per unit (mile / km) in the Distance field.
11 If the cost of travelling will be charged per hour, enter the charge in the Travel field.
12 If there will be a fixed charge for parking for this Resource, enter the cost in the Parking field
13 If a separate cost will be charged for waiting time for this Resource, enter the hourly cost in the
Waiting field
14 Enter the number of days holiday allocated to this resource in the Allowance field & define the
date that this allowance starts in the Start Date field next to it.
15 If this Resource is an External Resource, enter the contact details or a relevant contact person
(Name, phone number & fax).
16 Any additional notes or comments can be added in the Comments field.
17 Click Save
Step-by-step
1 Select Skills for the current resource
2 Click Insert to record a new Skill
Step-by-step
1 Select Buildings on the current Resource window
2 Click Assign
3 Select the required Buildings & click Assign (or click Assign All )
4 Click Close
To remove an assigned record, select the required record from the right pane & click
Remove or click Remove All
Recording Absences
In order to help effectively plan work distribution, absences can be recorded against a Resource for
Holiday, sickness, Medical appointments, etc.
Step-by-step
1 Select Absence Reason in the current Resource window
2 Click Insert to create a new Absence record
The date / time fields will differ according to which Duration is selected:
Summary
In this chapter we have seen how to:
Chapter 6 - Contracts
Objectives
During this chapter you will learn how to:
Define Contract Groups which can be used to aid record searching & restrict the records that
individual users can access
Create Contracts to reflect the organisational structure of your organisation
Define the working hours of the Contract
Edit the resource costs against individual Contracts
Configure the records created elsewhere in the system to ensure only the relevant Task & Asset
information is available for each Contract
Define response times per Building & level of Priority
Users can only view & work with the Contract Groups they have been granted Access too.
Step-by-step
1 In the Settings Menu select Contracts
Assigning Contracts
Existing Contracts may be assigned to these groups from the Contract Groups window. Alternatively,
new Contracts may be assigned to a Group from the Contract Window.
Step-by-step
1 Select Assign Contracts in the current Contract Group window
2 Click Assign
3 Select the required Contracts & click Assign (or click Assign All )
4 Click Close
To remove an assigned record, select the required record from the right pane & click
Remove or click Remove All
Only Contracts that have the same Day & Month for PPMs as the Contract Group will be
available in the left hand pane.
User Accounts may be assigned to more than one Contract Group at a time.
Step-by-step
1 Select Assign Accounts in the current Contract Group window
2 Click Assign
3 Select the required User Accounts & click Assign (or click Assign All )
4 Click Close
To remove an assigned record, select the required record from the right pane & click
Remove or click Remove All
Creating a Contract
Each Contract within Concept Evolution™ should reflect an operational division with in a business.
This may be a relationship with a single supplier; an individual site; regional office or what ever other
divisions best suit the organisation.
Contracts are vital within Concept Evolution™ & FSI Consultants or Project Managers can provide
guidance on how best to structure Contracts to provide the most effective solution to an Organisation.
Step-by-steo
1 In the Facilities Menu select Contracts
2 Click Insert .
Services
Projects & Service
Projects
Be aware that the Projects & Project & Service options can only be used in conjunction
with the Projects Module.
5 Enter a prefix that all tasks generated under this contract will be identified by.
6 To ensure that tasks are prefixed with the defined Task Prefix, check the Prefix Task ID's option
7 To use full PPM ID's for all planned maintenance tasks generated for this contract, tick the Full
PPM ID box.
Full PPM Task IDs include the year & week number that the task is scheduled for. For
Example PPM Task FM:1001 scheduled for week 14 of 2008 will have the task ID
FM:2008-14/1001.
8 To exclude PPM tasks from any Service Level Agreement reporting or calculations, check the
Exclude PPM's from SLA box
9 To automatically apply Family Task Override to PPM tasks scheduled under this Contact, check
the Family Task Override box.
Family Tasks relate to Asset Management. An example may be the maintenance of an Air
Conditioning Unit:
There are three tasks scheduled to maintain this Asset. Family Task Override would occur when
the lowest frequency task (Annual Full Service) is due in the same week as the one or more
frequent tasks (6 & 3 Monthly). If all three tasks were due for the same Asset in the same week,
all of the higher frequency tasks would be automatically dropped by Concept Evolution™ & only
the Annual Service would be issued.
1 Select the Supplier for this Contract & the Supplier contact information (Telephone, Fax &
Website) will be completed automatically from the Supplier record (if completed in the Supplier
details).
2 Add the names of the contact persons or Supervisors for this Contract.
3 Enter, or pick, the Start, Review & Finish Date for this Contract
In order to be able to generate tasks against this Contract, the Start Date must be in the
past & the Finish Date must be in the future. This will automatically set the Contract
Status to Live.
9 Check the Use Time Records for 'Marked as Complete' Date to have Concept Evolution™ use the
finish date on the last Resource Time Record as the date the Task was marked as Complete
(rather than when the 'Mark as Complete' button was clicked).
10 Select Make Time Sheet Reference Compulsory to force users to enter a time sheet reference
against all time records associated to this Contract.
11 Select the 1st Day of the Week & 1st Month for PPMs from the drop-down lists. These should be
the same as the Contract Groups this Contract belongs to.
12 Enter the number of days in advance PPMs should be issued. When a user logs into Concept
Evolution™ PPMs will automatically be issued up to this number of days ahead.
13 Enter the number of years in advance PPMs should be planned in the Build Dormant PPM's years
in advance field.
14 Check Prompt before rescheduling Shiftable PPMs to ensure Concept Evolution™ warns when
PPMs attached to a particular shift are about to be moved.
15 Click Save
17 Enter the start & finish times for each day in the relevant From / To fields. (Leave all values as 0 if
the contract is not available on a particular day, i.e. the weekend)
18 Check the Use Availability Times box
19 Add any Comments or notes
20 Click Save
Step-by-step
1 Select the required Resource & click Edit
As soon as one value is updated, the tick in the Default box is removed. To re-apply the
default values, check this box again
Resources that have had their Rates adjusted for a Contract will appear highlighted in that Contract's
Resource Cost grid.
Step-by-step
1 Select Contacts for the current Contract
2 Click Assign
To remove an assigned record, select the required record from the right pane & click
Remove or click Remove All
Contract Views
Contract Views is used to define which Contracts can be used to work with which:
Buildings
Task Priorities
Task Categories
Instruction Sets
Cost Centres
Asset Tags
By defining which of these entities can be viewed by each Contract, Users are limited to only being
able to create specific types of Task against certain Assets in a limited number of Buildings.
If none of the above entities are selected, a Contract will not be visible in the list of available Contracts
to carry out work for an organisation.
Step-by-step
1 Select Buildings in Contract Views for the current Contract
2 Click Assign
REMEMBER! When creating new records for any of the above entities, the new records
will have to be assigned to the relevant Contracts before they will become available.
To remove an assigned record, select the required record in the right pane & click
Remove or Remove All
Summary
In this chapter we have seen how to:
Chapter 7 - Contacts
Objectives
During this chapter you will learn how to:
Step-by-step
1 In the Settings Menu select Contacts
Define a Team
Teams may consist of sub-groups within an organisation that Contacts may belong to, including Fire
Marshalls, First Aiders, etc.
Step-by-step
1 In the Settings Menu select Contacts
2 Click Teams
3 Click Insert
Step-by-step
1 In the Settings Menu select Contacts
Define a Position
Concept Evolution™ allows various positions within an organisation to be defined for Contacts.
Step-by-step
1 In the Settings Menu select Contacts
2 Click Position
3 Click Insert
Step-by-step
1 In the Settings Menu select Contacts
Step-by-step
1 In the Settings Menu select Contacts
Step-by-step
1 In the Settings Menu select Contacts
Contacts are used in a number of areas in Concept Evolution™ including buildings, assets, contracts,
etc. as well as in the Helpdesk for rapid entry of the person reporting the issue.
Step-by-step
1 In the Facilities Menu select Contacts
2 Click Insert
6 Enter a Staff ID number. This may be a Personnel number, Security ID number or Photo ID
number, etc.
7 Select the Contact Class from the drop-down list
8 Select the Company (Supplier) that this Contact is employed by.
9 If the Individual has a User Account in Concept Evolution™ select the relevant User Account from
the drop-down list.
10 Enter as much contact information as necessary including phone, fax, beeper (pager) & mobile
numbers; e-mail addresses & Postal Address.
11 Click Save
General
The General Tab is used to record a variety of information about the contact's status. Use the
Leaving Date to record when this individual is no longer employed by an organisation rather than
delete the contact.
Employment
The Employment tab is divided into three parts. The top part records where (Department & location)
the individual is currently working. The second part is used to record who employs this individual &
may differ from the top part of the screen if the person is currently on secondment. The last part of the
screen records the default Cost Centre responsible for this contact.
Assign an Activity
The Activities option uses the pick lists previously created to record the activities undertaken by this
individual, e.g. Induction Training.
Step-by-step
1 In the current Contact window select Assign Activities
2 Click Insert to add a new activity
Assign an Asset
Assets can be assigned to a contact e.g. Tools, laptop, company cars, etc.
Step-by-step
1 In the current contact window select Assign Asset
2 Click Insert
When the asset is returned, complete the Returned date to ensure that the asset's details
are up-to-date
Assigning Contacts
Throughout Concept Evolution™ Contacts may be assigned to a number of entities to define who
should be contacted in the event of an issue / enquiry related to that entity.
Step-by-step
1 Open the relevant entity window & select the Contacts / Contacts Assignment option.
2 Click Assign
Summary
During this chapter we have seen how to:
Create pick lists for Desk Status; Team; Activity Type; Position; Employee Type; Grade Type &
Contact Class options
Add a new Contacts
Record additional information about the Contact including employment status; Activities & Assets
assigned to them.
Chapter 8 - Assets
Objectives
During this chapter you will learn how to:
Step-by-step
1 In the Settings Menu select Assets
Consistent use of System & Tags will aid efficient searching & reporting.
Step-by-step
1 In the Settings Menu select Assets
An asset Type is the next level down in the grouping of assets. For example, there may be different
types of Air Conditioning Condenser Units installed in a building; free standing, built-in, etc.
Step-by-step
1 In the Settings Menu select Assets
Step-by-step
1 In the Settings Menu select Assets
Step-by-step
1 In the Settings Menu select Assets
Rather than defining Asset Codes at random, each identifier should retain the following two qualities:
It must be unique
It should be meaningful
The Asset Code Template allows an automated method to adhere to these qualities.
Step-by-step
1 In the Settings Menu select Assets
4 Against the first part of the template, select one of the options from the drop-down list:
No Selection (Blank)
Site Code
Building Code
System
Tag
Number (Auto)
5 Enter the maximum Number of characters to use from this field, i.e. of the Site Code was
TRAINING, in this example TRAI would be included in the final Asset Code
6 Enter the character to be used to separate the various parts of the Asset Code, i.e. hypher (-);
slash (/) or Space ( ).
7 Repeat steps 3 - 5 for the remaining parts of the Asset Code Template as required.
8 Click Save
Asset Code Templates may consist of 1 - 4 parts, not all parts of the template have to be
used. Simply select 'No Selection' to omit a part of the code.
All four parts of the code may be used so long as the total number of characters (including
the separators) does not exceed 32.
Creating an Asset
Every asset that will be tracked & maintained through Concept Evolution™ must be defined in the
database.
Step-by-step
1 In the Facilities Menu select Assets
2 Click Insert to create a new Asset
3 If the Asset Code Template is not being used, enter an Asset Code for the new Asset. This must
be unique.
4 Enter a Group that this Asset belongs to.
The Group field allows a different grouping level to the assets, depending on an
organisations requirements. For example, this may be used to group assets on a higher
level or may be used to differentiate between leased & owned assets.
The quantity for an asset record will not necessarily be one. For example, if the record
is detailing Power sockets in a room, these may all be covered by one asset record with
a quantity equal to the number of sockets in the location.
13 Select the Building & location for this asset from the relevant drop-down lists. The Site details will
be automatically completed based on the selected building.
14 Add any Notes about this asset in the Notes field.
15 Click Save
Step-by-step
1 The Warranty Expires field should be completed if the asset is under warranty. If there is a date in
the future in this field & a reactive call is logged, the Helpdesk operator will receive a warning that
this asset is still under warranty. Enter or pick the date as required.
2 Complete the Replacement Cost with the estimated cost of a new asset to replace this one if
necessary.
3 Enter or pick the Purchase date & cost for the asset.
4 Enter the disposal value of the asset. If the asset has a 'scrap' value this may be a positive value;
if the asset will incur a cost to have is removed this value may be a negative amount.
5 Enter the expected Lifespan of the asset. Concept Evolution™ can now begin to calculate the
asset's current value based on Straight Line Depreciation.
6 Enter a Reducing Balance Depreciation (percentage) value & Concept Evolution™ can calculate
the current value based on a reducing balance
7 Based on an organisations own internal risk assessment grading, enter the appropriate risk
assessment values for the Operational, Health & Safety, Environmental & Lease Obligation fields.
Risk assessment elements are often graded in terms of severity or impact on the
business, e.g. 1 = Excellent / No Impact; 2 = Good / Limited Impact; 3 = Average / Impact
will be felt; 4 = Poor / Impact will be significant; 5 = Dangerous / Impact will be severe.
8 Select the Condition of the asset from the drop-down list. Concept Evolution™ will automatically
update the Survey Date each time this value is changed.
9 The Locational Status will be automatically completed based on the Location selected for this
asset.
10 The Calculated Risk will be created by adding together the Operational; Health/safety;
Environmental & Lease scores entered. If this is not the Actual Risk for this asset based on an
organisation's own definitions, this field may be completed manually.
Asset Associations
If an asset has been associated to a parent asset, all known associations will be displayed here.
The current asset is highlighted & it's position in the asset 'tree' is shown with Parent assets above &
sibling (other child) assets on the same level.
Copying an Asset
Once an asset has been created & all it's associations & PPM Schedules (covered in the next chapter)
set up, the asset record may be copied to create similar asset records for other locations. The Copy
Current Asset function allows a copy of the asset to be made, including all it's associations & PPM
Schedules.
Step-by-step
1 From the Asset grid, select & open the Asset to copy.
2 Click Copy Current Asset & update the required fields as appropriate; i.e. Asset Code (if this is
not being generated by the Asset Code Template), Serial Number, Barcode, Location, etc.
3 Click Save
4 If the original asset has a PPM (Planned Preventative Maintenance) schedule, a prompt will
appear if PPMs should be copied, click Yes if required.
5 A new asset will be created.
Summary
During this chapter we have seen how to:
Define Asset groupings through System, Tag, Type & Name options
Create an Asset Code Template to automatically create Asset Codes
Create records to describe every asset that will be maintained
Copy an asset to create a new one of the same type.
Objectives
During this chapter you will learn how to:
Tasks in Concept Evolution™, whether Planned or Reactive, use a number of pre-defined lists &
Instruction Sets to allow them to be created quickly & efficiently without the need for duplication of
information. This chapter will describe how these lists & Instruction Sets are created for use by both
Planned (PPM) & Reactive (Helpdesk) maintenance Tasks.
Taking the time to define these lists correctly will save time & make Concept Evolution™ more efficient
when logging breakdowns, or reporting issues.
For Example: Think about how to separate tasks for reporting purposes when defining Task
Categories. The category Electrical might cover Lighting related issues but if this is likely to be a
significant work element than a second category of Lighting may be beneficial.
Also, try to avoid including time lines in Priorities or Categories at this stage as they are just headings
that can be assigned reaction times at a later date.
Step-by-step
1 In the Settings Menu select Tasks
4 Enter a Category
5 Click Save & Close
Step-by-step
1 In the Settings Menu select Tasks
2 Click Priority
3 Click Insert
Accidental Damage
Client Preference
General Wear & Tear
Quality Control Check
Vandalism
Weather Damage
These are just examples of the Fault Codes that may be defined. Reporting using Fault Codes can
help identify particular issues in buildings or locations, or with individual Assets.
Step-by-step
1 In the Settings Menu select Tasks
Step-by-step
1 In the Settings Menu select Tasks
Step-by-step
1 In the Settings Menu select Tasks
7 Click Save & Close (The Last Modified date will be automatically completed with the current
date each time the document it updated).
Step-by-step
1 In the Settings Menu select Tasks
Ad-hoc Events may be entered for a task by the User; a drop-down list may be defined to allow rapid
entry of the more commonly used Events. These Events may also be identified as Mitigating Events
(for use with the Concept™ SLA Module).
Step-by-step
1 In the Settings Menu select Tasks
4 Enter the text to appear in the Event title (more detail can be added to the Event later)
5 If the Event is to be a Mitigating Event (in conjunction with the Concept™ SLA module), check the
Mitigating option.
6 Click Save & Close
Adding the Number of Staff required to carry out a Task & the estimated Time & Costs related to a
Task will provide more accurate planning of budgets & staffing levels.
Step-by-step
1 In the Settings Menu select Tasks
3 Click Insert
If the Instruction is intended for planned task use, it can help to add details of the
frequency to the description/title, e.g. weekly, monthly, annually etc.
5 Select the appropriate Task Category from the drop-down list within the Category field. This
category can be used later in the Helpdesk to filter the problems listed.
6 Select the appropriate staff type from the drop-down list within the Discipline field. The discipline
chosen for this instruction can be used later in the Helpdesk to filter the resources available to do a
task.
7 Select the appropriate Priority from the drop-down list within the Priority field. The priority selected
here will automatically populate the priority field within the Helpdesk and/or on the PPM Job Card.
8 Enter the required number of staff to required to carry out this Instruction within the No. Staff field.
The number of staff entered will populate the PPM planner & help plan resources.
The Total Man Hours field is automatically calculated when you add estimated time &
number of staff into the window. The calculation is formulated from No. Staff X Est.
Time. The Total Man Hours will filter through to the Planned Task Register & Task
Details.
9 To assist with cost management, enter any estimated costs within the Est. Labour Cost & Est.
Stock Cost fields as appropriate. Once a call is logged on the Helpdesk or a PPM issued & you
have chosen an instruction set with an estimated cost, this cost will populate the committed value
within the Cost Centres.
10 To assist with resource management, enter the estimated time to complete this Instruction within
the Est. Time field. The Total Man Hours field will display the estimated time multiplied by the
number of staff required for the task.
The value within the Est. Time field feeds through to various parts of Concept
Evolution™ including the PPM Planner. Failure to complete this field on each Instruction
will limit your use of the PPM Planner.
11 If the Instruction is purely for use against reactive tasks, check the Use for Call Logging checkbox.
If you do not tick this box, you will not be able to use the instruction set on the Helpdesk.
12 If you want to restrict users from editing this particular Instruction, check the Master Instruction
checkbox. There is an access right within system security associated with this tick box.
The Risk Assessment field is only of use if you have the SMART: Health & Safety
module installed.
13 Click Save .
14 Click the Instruction Set Text tab
15 Enter the details of the Instruction – including any checklists, operator prompts etc. – within the
text box provided. Any text put into this textbox will be printed on the Job card.
16 Click Save & Close
Summary
In this chapter you learnt how to:
Objectives
During this chapter you will learn how to:
Select criteria to trap Duplicate Call entries on the call logging screen
Create User Defined Fields to show additional information in the Advanced Helpdesk window
Setup automatic task events
Define how tasks will be coloured in the Task grid based on their due date / time
Use the Locational Status to be excluded from the helpdesk
Define how certain Time Records date / time entries will be calculated
Specify which SLA targets will be calculated
Assign a tab order to fields on the Helpdesk
Duplicate Query
Step-by-step
1 From the Settings Menu select User Preferences
2 Click Tasks
3 Click the Duplicate Query tab
4 Select how far in the past Concept Evolution™ should compare tasks when checking for
duplicates or create a User Defined timeline.
5 Select the fields that should be compared during the check. The more fields that are selected the
more accurate the duplicate query & the fewer results will be returned.
6 Ensure that the Automatic Duplicate Check option is ticked to have Concept Evolution™ check for
duplicates without user intervention.
7 Click Save
Duplicate calls can be checked for, either automatically (as above) or manually at the time of
logging the call. To manually check a call for duplicates, click Check for Duplicate Tasks
on the toolbar before saving the new task.
Step-by-step
1 From the Settings Menu select User Preferences
2 Click Tasks
3 Click the User Defined Fields Tab
4 Enter the required text and/or the Field names for the information that should be displayed in the
field on the Advanced Helpdesk Window.
5 Click Save
Events
As a task progresses, certain events may be logged in the Event Log, recording the current status of
the task, e.g. Replacement Parts Ordered. In addition to the manually added Events, the Advanced
Helpdesk allows a series of events to be automatically logged as they occur.
Step-by-step
1 From the Settings Menu select User Preferences
2 Click Tasks
3 Click the Events Tab
4 Check the boxes next to the required events.
5 Add the text that will appear in the Event Log when the event occurs. This may be a combination
of plain text & field identifiers. The field identifiers will be replaced with the relevant data. For
example; on 'Insert of Timerecord' adding the text "Engineer Assigned: {TT_NAME}" will cause an
event to be logged that includes that Engineer's name (stored in the field TT_NAME), i.e. Engineer
Assigned: Mike the Mechanic.
6 Click Save
Task Settings
The Task Settings options define how tasks will appear in the Tasks grid (in the Task Management
Menu). Tasks may be coloured based on how much time is left between now & their Due date/time.
In addition to defining when tasks will change colour, the frequency that this timeline is checked is set
here.
The Helpdesk Settings checkbox defines which version of the Helpdesk will be used to display a task
when it is opened from the Tasks grid.
Step-by-step
1 From the Settings Menu select User Preferences
2 Click Tasks
3 Click the Task Settings Tab
4 Check Use Advanced HelpDesk to use the Advanced Helpdesk window to open individual tasks
from the Tasks grid. If this option is not selected, tasks will open in the standard Helpdesk
window.
5 Enter the number of seconds for refreshing the colouring of Tasks. Each time the refresh occurs,
Concept Evolution™ checks to see if any tasks have moved from one time bracket to the next &
re-colours the tasks as necessary.
6 Enter ascending time values for re-colouration of the tasks in each of the coloured fields. When
tasks reach the defined period from being overdue, they will be coloured to indicate the remaining
time.
7 Click Save
Location Exclusion
Step-by-step
1 From the Settings Menu select User Preferences
2 Click Tasks
3 Click the Location Exclusions Tab
4 Check the boxes next to the Locational Status(es) that should be excluded from the Helpdesk
windows.
5 Click Save
Time Records
When entering tasks times into Time Records, some of the information can be completed
automatically using the calculations defined in the Time Records tab of the User Preferences.
Step-by-step
1 From the Settings Menu select User Preferences
2 Click Tasks
3 Click the Time Records Tab
4 Select the required calculations for Contacted Date; Scheduled Date; Start Date; Finish Date.
5 Select whether the Task Logged date should be recorded as the moment the user clicks Insert
new task or Saves the task.
6 Click Save
Contacted Date - The date/time the Resource was contacted about the task. Select from:
Scheduled Date - The date/time that this task is scheduled to be completed by. Select from:
Start Date - The date/time the engineer began working on the task. Select from:
Finish Date - The date / time the engineer completed his part of the task. Select from:
If a setting other than No Calculation is selected, the date/time in the relevant field in the
Time Record window cannot be manually updated.
If an organisation has the SLA Module installed with Concept Evolution™ this option allows the point
in a tasks life cycle to be defined for SLA measurement purposes. Select from:
Due Date
Target Respond Date
Target Attend Date
Target Contain Date
Target Fix Date
Target User Defined Date
(This option is covered in more detail in FSI Ltd SLA Module training course)
Tab Order
Step-by-step
1 From the Settings Menu select User Preferences
2 Click Tasks
3 Click the Tab Order Tab
4 Click the Up & Down links against each option to re-order the fields as required.
5 Click Save
Summary
During this chapter you will learn how to:
Select criteria to trap Duplicate Call entries on the call logging screen
Create User Defined Fields to show additional information in the Advanced Helpdesk window
Setup automatic task events
Define how tasks will be coloured in the Task grid based on their due date / time
Use the Locational Status to be excluded from the helpdesk
Define how certain Time Records date / time entries will be calculated
Specify which SLA targets will be calculated
Assign a tab order to fields on the Helpdesk
Objectives
During this chapter you will learn how to:
On the left hand side of the SLA editor is the Components Menu. The basic installation lists the
Contract Groups leading to Contracts, Sites leading to the Buildings & Priorities. If you have more
than these shown on your system then you have the extended SLA module. The principle for building
the matrix is similar although there are more options available when building the SLA matrix.
Step-by-step
1 Expand the Contract Group in the Components window to display your contract
2 Left click & hold your contract. Drag it onto the right hand side over the value ‘SLA Matrix’
3 When the value ‘SLA Matrix’ is underlined release the mouse button.
4 Your contract will appear at the bottom of the matrix.
5 Select one of the Priorities on the components menu then press the Select Siblings button, .
6 All the Priorities will now be selected.
7 Click & drag these to the Matrix, move over your contract, wait until it is underlined & then release.
8 All the Priorities will now appear under your contract.
9 Press Save, .
Step-by-step
1 Enter part of your building name into the input box & press enter on the keyboard
2 Matching values will appear in a separate search section at the top of the menu.
3 Select & drag your building against one of the priorities against your contract.
4 Your building should appear under the chosen priority.
5 Press Save, .
Step-by-step
1 Select one of the priorities from beneath your Contract.
2 Press the Delete button, .
3 Press Save, .
Step-by-step
1 Select your contract from the Matrix Tree.
2 The contract & the priorities associated will be listed below the Matrix next to an input box.
3 Enter time values into the box to match that priority.
5M = five months
4 Select the building that is below one of priority & ensure that there is a value here.
The intention of this value is to create an exception to the rule for that priority.
i.e. An urgent priority is 2h for all buildings except building x which is 3h as we have to allow
an hours travel time due to geography.
Let us draw an example of a routine priority call logged against Building One under the Facilities
contract.
When a call is logged it will start at the base of the tree at the ‘SLA Matrix’ point. It will move along
that line & at each branch point will ask a yes/no question. In the example above it will ask, ‘Is this call
against the Facilities Contract?’. The answer is yes so it will take the value held at this point & then
carry on along the branch. It will Move past the Training Block branch as the answer is no, but it will
update its response time value to 40h when it reaches the next branch point. The call is logged
against Building One. It will continue along the branch but will say no to the remaining question as it’s
priority is routine. Thus we are left with a response time for this call of 40 working hours.
Summary
During this chapter you learnt how to:
Chapter 12 - Hazards
Objectives
During this chapter you will learn how to:
By defining Hazard Types, then assigning them to the required entities, both system users and
Resources assigned to carry out tasks will be able to see at a glance where a hazard exists.
Risk Grades are based on the Risk score assigned to the Hazard:
Low - Risk Score = 0 - 5
Medium - Risk Score = 6 - 11
High - Risk Score = 12+
The Likelihood & Severity values can be any numeric value you choose. However as the
Risk is a factor of both these numbers it is recommended that a tight scale of 0-4 be
adopted.
This can of course be modified to meet your requirements. 0-5 severities with 0-3
likelihoods would give values that fall within the 0-12+ Risk scale
Step-by-step
1 In the Settings Menu select Hazard Types
2 Click Insert
The Risk Score and subsequently the Grade will be automatically updated. The Risk will be
scored by multiplying the Occurrence and the Severity scores together. The Grade will be
based on the Risk Score:
Hazard Types are assigned to the required entities from within the entity itself.
If the selected Location has any tasks logged against it, a prompt will appear asking if the
Hazard should be added to associated Tasks
Click Yes and all tasks logged in the selected location will be updated to include this
Hazard.
Click No and all existing tasks will remain unchanged but all future tasks will include this
Hazard.
Any Entity or Task with one or more Hazard assigned to it will be easily identifiable by (1)
the Hazard Icon and (2) the number of Hazards displayed next to Hazards on the entity's
System Menu.
In addition, tasks created for entities with Hazards will display an additional icon next to the
entity that has an identified Hazard:
Step-by-step
1 Either locate and open the required Task in the Tasks Grid, or create a new Task (creating and
managing Tasks in created in the following chapters).
The Task will be updated to identify that there is a Hazard associated with it by (1) the
Hazard icon inthe top right hand corner of the Helpdesk screen and (2) the number of
Hazards displayed in the System menu for this Task.
Summary
During this chapter we have seen how to:
Create Hazard Types to identify the types of risks that may occur
Assign Hazards to individual entities such as locations and assets
Assign a Hazard to a single Task
Identify tasks that have associated Hazards
Chapter 13 - PPMs
Objectives
During this chapter you will learn how to:
Create a planned preventative maintenance (PPM) schedule for an asset in your asset register
Attach a Health & Safety document to a PPM schedule
View planned maintenance in the PPM planner
Update & reschedule both single tasks & entire PPM schedules in the PPM planner
Drop & create single instances of planned tasks
Suspend & reinstate planned task schedules
Assign a resource to a planned task
Planned Preventative Maintenance (PPM) Schedules can be created at the point where an Asset is
entered into Concept Evolution™ or may be added later. PPMs are frequency based work-instances
that are carried out to prevent the deterioration & breakdown of an asset during its lifetime.
More than one PPM schedule maybe created against a single asset, for tasks that require different
frequencies. For example, the PPM Schedule for an Air Conditioning Unit may include:
Monthly
Clean Filter
Inspect
6 Monthly
Change Filter
Clean air ducts
Annually
Full Service
To prevent unnecessary tasks being issued, Family Task Override may be used to automatically drop
tasks with a high frequency tasks (monthly) that may have steps included in a lower frequency (6
monthly / Annual) task. To enable Family Task Override, the following conditions must occur for the
Tasks:
They must be created for the same Asset
They must belong to the same Family
They must be carried out by the same Contract
They must occur in the same Service Week.
Step-by-step
1 From the Facilities Menu select Assets. Locate & Open the required Asset.
A new PPM schedule may be created from the Task Management Menu by selecting
PPMs & clicking Insert. The Asset associated to this PPM will need to be selected from
the drop-down list in the new PPM window.
3 Click Insert
4 If the PPM is part of a Task Family, enter the Family code. This may be any code but must be the
same in each PPM that forms part of this Task family.
5 Select from the drop-down list the Contract under which this task schedule will be carried out.
6 Select the Instruction set from the drop-down list for the work to be done.
7 Select the Priority for the task from the drop-down list
8 Enter the (estimated) Stock & Labour Costs for the task
9 If a work permit is required for the task, check the Work Permit box, this will add a note to the Job
Card for the task
10 If the task is to be carried out to ensure Health & Safety standards are being upheld, check the H
& S Task box, this will add a note to the Job Card for the task
11 The task may be assigned to a particular Resource by selecting the Resource from the drop-down
list. When the task is issued with a Resource selected it will go straight to 'Assigned' Status
12 If the PPM needs to be carried out during a particular shift pattern, select the Shift from the drop-
down list
13 Select the appropriate Cost Code from the drop down-list
14 Define the appropriate service Period & Frequency for the task. (Always choose the frequency
before entering the last or next service dates).
15 Specify either the Last or Next Service date for the task. (The 'other' date will automatically be
completed based on the frequency of the task)
16 If the task needs to be carried out on a specific day of the week, select the Default Day from the
drop-down list.
17 Select the months that this PPM should be carried out. For example, a school may be closed
during all of August & a task may not be necessary for that month.
18 Click Save
Step-by-step
1 With the required PPM open select Health & Safety from the PPM Menu
2 Click Assign
3 In the Left pane, select the required Health & Safety document (s).
If a Health & Safety document has been added to a PPM, this will be shown on the General page of
the PPM.
With the required PPM schedule open, select Dormant Record from the PPM Menu to view all planned
tasks.
To view a list of all PPM schedules in Concept Evolution™, select PPMs in the main Task
Management Menu. A PPM schedule may be opened & viewed or edited both from here & from its
associated Asset.
PPM Planner
The PPM Planner in Concept Evolution™ provides a graphical means of viewing, planning &
rescheduling dormant PPM tasks to ensure most efficient use of resources & to cater for any
upcoming scheduling challenges.
When the PPM Planner is initially launched, it will open in a new window with a blank grid.
2 Click Refresh
3 Select or enter the Start & End dates for the tasks to be displayed. The default is 1 year starting
from today.
Step-by-step
1 Build the PPM Planner
2 Right click anywhere on the Asset Description column (Row Header)
The PPM Planner will be redrawn to include the selected information in the Row Header. Some of the
information may not be immediately visible (if there is too much information to be displayed in the
available column space). Simply hover the mouse cursor over the row header for the required column
to see the additional information in a tool tip.
With the Show task tooltips option checked, additional details about the PPM task can be viewed by
hovering the mouse cursor over any task instance. The details include:
Scheduled Date
Asset Details
Task Details
Resource Details (if available)
Task Family Details
Step-by-step
1 Build the PPM Planner as required
2 Check the Show task tooltips option under the toolbar
Step-by-step
1 Build the PPM Planner as required
2 Click Show Family Task Override
3 The Planner rebuilds showing only the tasks that will be issued.
4 Click Show Family Task Override again to return to the full planner details.
When Show Family Task Override is switched on, the PPM Planner is locked & no editing
can take place.
The Show Family Task Override button will be highlighted on the toolbar when the
functionality is switched on
Click the 'Shift Selected PPMs Back / Forward one week' button as necessary. Repeat as
required until the PPM is in the correct position on the PPM Planner
3 Select Delete from the pop-up menu & the task is removed
Step-by-step
1 Build the Planner as required & ensure that Show Family Task Override is switched off
2 Check the Create new tasks option under the toolbar
3 Click the point in the grid where the new task instance is required. A new (grey coloured) task
instance with the same frequency as the current line is created.
If the PPM Planner is closed before steps 4 & 5 are carried out, any (grey coloured) tasks
added will not be added to the schedule.
Step-by-step
1 Build the Planner as required & ensure that Show Family Task Override is switched off
2 Check the box in the Row Header for the PPM task schedule(s) to be suspended.
4 Enter a Comment to explain to other Concept Evolution™ users why this PPM has been
suspended, then click OK.
5 The suspended tasks will appear black in the PPM planner & will not be issued when they become
due until the PPM schedule is resumed.
Suspended Tasks will appear with an asterisk when the PPM Planner is refreshed.
This allows Users to define the difference between tasks that were previously suspended &
tasks that have just been suspended.
The resumed tasks will have an asterisk against the frequency until the PPM Planner is
refreshed. This allows Users to easily see which tasks have just been resumed.
Step-by-step
1 Click Rollback on the toolbar
Only changes made to tasks since the last time the PPM Planner was refreshed can be
rolled back. Clicking Refresh will effectively save changes permanently. These changes
can be reversed by manually making the changes to the PPM Planner.
Assigning a Resource
If a task is always assigned to a specific Resource, it is possible to allocate that Resource to the
schedule via the PPM Planner. When the tasks in that schedule are issued, they will automatically be
assigned directly to the specified Resource.
Only complete PPM Task Schedules may be assigned to a Resource in the PPM planner,
not individual task instances.
Step-by-step
1 Check the box in the Row Header for the required PPM schedule(s).
3 Select the required Resource from the drop-down list & click OK.
Using the Discipline & Skill drop-down lists will filter the Resources available in the
Resource drop-down list.
Step-by-step
1 Click Print PPM Plan
2 Click OK to confirm that the PPM Plan should be printed
Step-by-step
1 Click Export PPM Plan on the toolbar
3 Click Save
PPM scheduled Tasks are created in Concept Evolution™ with a Dormant status. Before these tasks
can be assigned to a Resource to be carried out, they must be "Issued". This is done via Issue PPMs
in the Task Management Menu.
Step-by-step
1 From the Task Management Menu select Issue PPMs
2 Select the required filters from the drop-down lists to display only the required Dormant PPMs.
Select from:
Contract Group
Contracts
Building
Shift
Discipline
3 Enter how many Weeks Ahead the PPMs should be displayed for.
4 Click Refresh
Step-by-step
1 Select the required criteria for the Issue PPMs window & build the list of dormant PPMs
The list will include all dormant PPMs for the selected Contract Group; Contract or
Building for the selected Shift and/or Discipline for the number of coming weeks specified.
The list will also include any past PPMs that still have to be issued.
4 Select the last PPM Task to be Dropped; Omitted or Issued. This may not be on the same page
as the start PPM. Additional pages can be navigated to from the bottom of the Issue PPMs
window
6 The Selection Summary will update to display the Start & End PPM details.
When a Start PPM is selected, Concept Evolution™ automatically sets the End PPM to
the last PPM in the filtered list.
To clear Start & End PPMs, click Clear Selection on the toolbar.
Step-by-step
1 Build the list of PPMs to issue & select the PPM tasks to Drop.
2 Click Drop Task(s) from the toolbar
3 The task(s) will be dropped from the Issue PPMs window & will not appear in future.
Under these circumstances, the tasks that are not required can be Omitted from the issue list.
Omitted tasks are temporarily removed from the current list & will re-appear if the list is rebuilt at
anytime.
Omitting tasks from the Issue Process at this time will not effect the associated Asset or any future
instances of the PPM Schedule.
Step-by-step
1 Build the list of PPMs to issue & select the PPM tasks to Omit
2 Click Omit Task(s) from the toolbar
3 The task(s) will be omitted from the Issue PPMs window & will re-appear the next time the list is
built.
Step-by-step
1 Build the list of required PPM tasks.
2 Drop and/or Omit the tasks that will not be Issued.
3 Select the Start & End PPM tasks to be Issued
4 Click Issue Task(s) on the toolbar
5 Enter any required Comments for other Concept Evolution™ users about this Issue & click OK
6 The selected tasks are removed from the list & Issued (moved to Active status) & will now appear
in the Tasks Window.
Step-by-step
1 From the Task Management Menu select Historic PPM Issues
2 Open the required Issue record. Details of who issued this batch of tasks & when; how many
tasks were issued & for which Contract are displayed.
3 Select Linked Tasks in the Historic PPMs menu to view the tasks that were issued & their current
status
An individual task can be opened from here to view its details in the selected Helpdesk
window.
Summary
During this chapter we have seen how to:
Objectives
During this chapter you will learn how to:
Concept Evolution™ provides two Helpdesk windows; the standard Helpdesk & Advanced Helpdesk.
The Helpdesk provides all the basic functionality required for logging a Helpdesk call. The additional
options provided by the Advanced Helpdesk allow the user to log a call & manage the task through it's
full life cycle (covered in the next chapter). The Advanced Helpdesk screen is also used to manage
PPM (planned maintenance) tasks.
The red bar in the top right hand corner of the window will grow as the task moves
through the time phases detailed in the Timer options of the User Preferences.
Step-by-step
1 From the Task Management Menu select Helpdesk
2 Type the Reporter's name or select it from the drop-down list.
Concept Evolution™ uses the Contacts to populate the Reporter field. If the Reporter is
selected from this list, additional information is pulled from the Contact record & Phone, e-
mail, & location fields are all populated automatically (assuming the information is in the
Contact's record). If the reporter is entered manually, the following fields will need to be
completed:
Phone - Typed
Mailto - Typed
Building - Select from drop-down list
Department - Select from drop-down list
3 Select the Contract from the drop down list or Enter the Reporter's name manually.
4 Select the Building & location of the caller (if necessary)
5 Type the Problem information in the Problem (short description) & Details (Longer description)
fields.
6 Select the Priority, Category & Discipline of resource required for the task
Selecting a Problem from a pre-defined Instruction set will automatically complete the
Priority, Category & Discipline fields as well as adding Details to the problem. All this
information is pulled from the Instruction Set record. If there is no Instruction Set for the
problem being recorded, this information may be free typed & these fields populated
manually.
7 If the task is health & Safety related, check the Health & Safety box.
8 Click Save & New ready to log a new call or Save to remain on this call.
Step-by-step
1 From the Task Management Menu select Advanced Helpdesk
2 Type the Reporter's name or select it from the drop-down list
Concept Evolution™ uses the Contacts to populate the Reporter field. If the Reporter is
selected from this list, additional information is pulled from the Contact record & Phone, e-
mail, & location fields are all populated automatically (assuming the information is in the
Contact's record). If the reporter is entered manually, the following fields will need to be
completed:
Phone - Typed
Mailto - Typed
Building - Select from drop-down list
Department - Select from drop-down list
Location - Select from drop-down list
Selecting a Problem from a pre-defined Instruction set will automatically complete the
Priority, Category & Discipline fields as well as adding Details to the problem. All this
information is pulled from the Instruction Set record. If there is no Instruction Set for the
problem being recorded, this information may be free typed & these fields populated
manually.
5 If the task is health & Safety related, check the H&S checkbox
6 Select the Fault Code (if known) from the drop down list
7 Select the Cost Code & Cost Centre to be charged for the work
8 If the problem is related to a specific Asset, select the Asset from the drop-down list
9 If automatic Duplicate Checking is not enabled, click Check for Duplicate Tasks on the toolbar.
10 Click Save & New ready to log a new call or Save to remain on this call.
The additional information displayed in the standard Helpdesk window consists of mainly performance
related data.
The black bar (1) indicates how much time until this tasks becomes over due. The bar grows as the
task crosses the thresholds set in the Timer settings under User Preferences / Tasks in the Settings
Menu. This bar will turn red once the task becomes over due.
SLA Data (2) displays relevant timelines for completion of certain stages of the task to ensure SLA
targets are met.
Actual (3) displays the times logged against certain stages of the task. If each time is with the SLA
limits, a tick will appears against that stage. If the SLA is breached, this will be replaced by a cross
.
The lower part of the window (4) displays any manually or automatically added Events.
The additional information in the Advanced Helpdesk provides a wider range of data than in the
standard Helpdesk.
The black bar (1) indicates how much time until this tasks becomes over due. The bar grows as the
task crosses the thresholds set in the Timer settings under User Preferences / Tasks in the Settings
Menu. This bar will turn red once the task becomes over due.
Under this is data relating to the actual timelines for the task (2). This shows the various dates/times
logged against the task & in Time records.
Below this is static information about the Task (3) including the number of events logged against the
task (both manual & automatic), the name of the user that logged the call. who authorised it, the class
of work (both scheduled PPM & Breakdowns will be viewed in the Advanced Helpdesk).
The final information area (4) displays the user defined information related to the current task.
Summary
During this Chapter we have seen how to:
Objectives
During this chapter you will learn how to:
Task Grid
The tasks grid (Task Management Menu -> Tasks) by default displays all current tasks including tasks
that are:
Unauthorised
Active
Assigned
Complete
The option Show Historic Tasks may be checked to display all tasks in History as well as those shown
above.
To perform a function on a single task, click on the task to select it, then carry out the required action.
Hold the <CRTL> button on the keyboard to select random tasks from the list
For more information about sorting & searching within the Tasks grid, see chapter 1 -
Introduction & Navigation in this manual.
Task Colouration
Task rows in the grid will be coloured based on the settings defined in the Task Settings Tab of User
Preferences (Settings Menu)
This will provide a visual overview of which tasks are due for completion, & which are overdue.
To enable Task colouration, the Toggle Timer button must be depressed on the Tasks grid
Step-by-step
1 From the Task Management Menu select Tasks
2 Select Open Task Navigator from the toolbar
3 Select the required search criteria
Asset Code - Search for tasks linked to a specific Asset
Build Tasks from Parent - Display child tasks linked to their parent tasks
Task Logged From (Select From & To dates) - Search for tasks between specified dates
Breakdown / PPM - Search for reactive tasks created by the Helpdesk and/or scheduled tasks
that form part of a PPM schedule
Status - Search for tasks with the selected Status(es) only.
4 Click Search Tasks
5 Locate the required task from the filtered list & double click to open it.
When selecting any other option on the Task Details Menu, the main information about the task & the
additional information on the right hand side of the screen remain visible.
Step-by-step
1 Locate & open the required task
2 Click Resources on the Task Details menu of the Advanced Helpdesk window
Standard - this option will list all Resources available to the Contract & Location selected.
Discipline - this option will list all Resources available to the Contract & Location selected
which match the Discipline selected for the task.
3 Find & select (click the link or double click anywhere else in the record) the required resource from
the available list
Additional information about the Resources listed is displayed within the resource Window,
including:
Whether the Resource is currently available to be assigned (this uses data from
LOPS & Absence information from the Resource record).
4 A new Time Record will be created & a prompt will be displayed to remind the user how many
engineers were required for this task based on the number defined in the Instruction Set. Click OK
5 The Date Scheduled will be automatically completed based on the Priority selected for the task.
Enter the date / time contacted (if appropriate)
6 Click Save
7 The status of the task will be changed to Assigned & the name of the Resource appears in the
lower pane of the Resources window.
Step-by-step
1 Select the required Task(s) from the Tasks grid
Step-by-step
1 From the Task Management Menu select Tasks
2 Select the required Tasks from the Tasks grid
3 Click View Rota Window
5 In the right hand pane select the resource & specific shift that these tasks will be assigned to.
Available time will be highlighted Green. Where the time assigned exceeds the available time, the
shift will be highlighted in Red.
7 The task(s) are assigned to the selected Resource / shift & the available time for that shift & the
available hours for that week are reduced by the estimated time to complete the task.
8 When finished, click Close
To assign tasks to a resource in a different week of the shift rota, use the following buttons
on the toolbar:
Forward 1 Week
Forward 1 Month
Back 1 Week
Back 1 Month
Two types of Events may be logged against a task - Actual or Planned. Planned Events can be
selected & Actioned as they become due / occur.
Concept Evolution™ can be configured to automatically add Events to the Event Log when
certain actions take place (e.g. Call Logged; Engineer Assigned). These Events will also
appear in the Event log as Actual Events.
Step-by-step
1 Locate & open the required task.
2 Select Events from the Task Details Menu
3 Click Insert to create a new Event
Events are defined in the Settings Menu -> Tasks -> Call Events
Selecting the Event Type - Actual will automatically mark the task as Actioned & will
complete the Date Actioned fields with the current date & time.
Selecting the Event Type - Planned will require a Date (and time) Due to be entered. The
Event will Actioned at a later date.
6 If the task is Planned, enter (or select) the Date Due for the Event.
7 Enter any the details of the Event in the Comments field
8 Click Save & Close
When a Planned Event is created, a message is sent to the User creating the Event to
remind them that there is an open Planned event. This message can be viewed via the
link to the Message inbox in the top right hand corner of the screen.
Step-by-step
1 Select the required tasks in the Tasks grid
2 Click Assign Events to Task on the toolbar
This Event will be added to all of the selected Tasks & appear in their individual Event Logs.
Step-by-step
1 Locate & open the required Task
2 Select Events from the Task Details menu
3 Open the Planned Event to be Actioned
4 Click the Actioned check box. The current date & time are added to the Date Actioned fields -
these may be changed if the event is being Actioned at a later date.
5 Click Save & Close
The reminder message in the Inbox of the user that created the Planned Event is
automatically marked as Actioned.
Step-by-step
1 Select & open the required task
2 Ensure that General is selected in the Task Details Menu
3 Select the Level of Completion from the LoC drop-down list
4 Click Save & Close
The Level of Completion drop-down list can be edited in from the Settings Menu -> Tasks -
> Level of Completion
Time Records may be accessed from two locations in the Advanced Helpdesk:
... lower pane of the Resources option of the Task Details menu.
Step-by-step
1 With the required Task open, select & open the Time Record to be updated.
2 Enter the Date (and Time) Started, Contained (if appropriate) & Finished
3 Allocate the times spent on the tasks to the appropriate cost Rates, i.e. Core Time, O/T Rate 1,
Travel, etc
4 If travel time / cost will factor into the cost of the task, enter the Vehicle Cost & Distance Travelled,
plus any additional Cost.
5 Enter any Downtime that the Asset under went during Maintenance
6 Click Save & the Total Time & Calculated Costs will be updated.
Costs are calculated using the Resource Rates entered in individual Resource Records,
unless the rates were adjusted for a specific Resource for the current Contract. For more
information see the following chapter on Resource & Time Management
Expenses
If any Expenses incurred during the Task are to be recorded, these can be added via Expenses on the
Time Record Details Menu.
Step-by-step
1 With the current Time Record open, select Expenses from the Time Record Details Menu
2 Click Insert to add a new expense
Completing a task
Once a task has been finished & all Time Records in Concept Evolution™ have been filled in with the
appropriate time & cost information, the task may be marked as Complete. This will change the status
of the task, but it will still be displayed in the default Tasks grid.
Step-by-step
1 Select & Open the required Task
2 Ensure that all Time Records have been completed for the Resources assigned to the task.
3 Select General on the Task Details Menu
4 Click Mark Task as Complete on the toolbar
It is possible to undo this action by clicking Mark Task as Active on the toolbar. The task status will
be returned to its previous status.
All sign off activity is captured in the tasks audit trail which can be viewed by clicking the Notes option
in the Task window.
Tasks do not need to have a Status of Assigned to be marked as Complete. Tasks may be
marked as Complete from any Status
Historic data will form the basis of any performance reporting to be carried out. In addition, if an
organisation is utilising the Client Invoicing Module, tasks cannot be Invoiced unless they are signed
off to History.
Step-by-step
1 Select & Open the required Task
2 Ensure that all Time Records have been completed for the Resources assigned to the task.
3 Select General on the Task Details Menu
4 Click Sign Off Task to History on the toolbar
5 The status of the task will be changed to History & the task will no longer appear in the default
Tasks grid. All related data, i.e. Time Records, Financials, Events, etc may still be viewed for the
task from their relevant Menu items.
A task can be brought back from History by clicking Mark Task as Complete .
All sign off activity is captured in the tasks audit trail which can be viewed by clicking the Notes option
in the Task window.
Tasks do not need to have a Status of Complete to be Sign Off to History. Tasks may be
Sign Off to History from any Status
Concept Evolution™ provide functionality that allows multiple tasks to be marked as Complete or
Signed Off to History.
Step-by-step
1 From the Task Management Menu select Tasks
2 Select the tasks that will be marked as Complete and/or Signed off to History.
3 Click Bulk Task Complete on the toolbar to mark the selected Task(s) as Complete
4 A pop-up box will appear allowing additional Notes to be added simultaneously to all selected
tasks. Click No to skip this part or Click Yes to leave Notes for other Users.
5 Click Bulk Task Sign Off on the toolbar to sign off the selected Task(s) to History
6 A pop-up box will appear allowing additional Notes to be added simultaneously to all selected
tasks for the Sign off. Click No to skip this part or Click Yes to leave Notes for other Users.
Both the Sign Off to History & mark as Complete may be reversed if changes need to be
made to either a single, or multiple tasks. To display tasks signed off to History, Show
Historic Tasks will need to be checked in the Tasks grid
Cancelling Tasks
Due to unforeseen circumstances or changes in plans, some Tasks may no longer be required. Such
tasks may be Cancelled in Concept Evolution™. If a task is Cancelled, its status will be changed to
Cancelled.
Step-by-step
1 Select the required Task(s) in the Tasks grid.
Tasks may be cancelled directly from the Tasks grid or from within the Advanced Helpdesk
window.
To view Cancelled tasks in the tasks Grid, select a Query that will display tasks with a
Cancelled status.
Copying a Task
As a time saving feature, an existing task may be copied to create a new task. Using Concept
Evolution™'s Copy Task functionality, a new task can be created with the minimum of work.
Step-by-step
1 Select & open the required task.
2 Click Bulk Copy Task on the toolbar
3 Select the required Contract, Category & Problem (if applicable). These may be left if none of
them are to change for the new task.
4 Check the Print box if a job Card should be printed for the task when it's created.
5 Click Add Extra Copy on the toolbar if more than one copy should be made.
6 Click Save & Close
7 Update any fields required to reflect the new task. For example, the Reporter may be different, or
the Location.
8 Click Save & continue to process the task as necessary.
Summary
During this chapter we have seen how to:
Objectives
During this chapter you will learn how to:
Create user defined property fields that can be used in various parts of the Concept Evolution™
system.
Assign user defined property fields to entities.
If properties can be attached to an entity, an additional button will appear in the individual entity
window.
Step-by-step
1 In the Settings Menu select System Preferences
3 Click Insert
8 Enter the text that should appear for the property item
9 Click Save & Close
10 When all Property Items are entered, click Close
Property Items are the 'headings' under which Information will be saved. For example,
in Uniform Allocation there are a number of Items of clothing that may have a record of
the size & / or quantity may be stored or simply the fact that this item was allocated.
Step-by step
1 Locate & open the required entity.
2 Select the Properties option
3 Click Assign
5 Click Assign
6 Click Close
7 In the Entity window, select the newly assigned Property in the upper pane.
To un-assign a property, select the required property in the right hand pane & click
Remove or Remove All
The upper pane of the Properties window contains a list of all the Property Groups
assigned to this entity. When a property is selected in the upper pane, the list of
property items to be completed is displayed in the lower pane.
Summary
During this chapter we have seen how to:
Additional Chapter -
Documents
Objectives
During this chapter you will learn how to:
Concept Evolution™'s system administrator can determine which entities may have documents
assigned. These documents will be stored in a defined Repository outside of Concept Evolution™
which should be accessible by anyone wishing to view the documents.
Step-by-step
1 From the Settings Menu select Documents
2 Click Repositories
3 Click Insert
Attaching a Document
The Document Manager provides a central location for uploading & reviewing documents attached (or
to be attached) to entities within Concept Evolution™.
Step-by-step
1 From the Facilities Menu select Document Manager
2 Click Insert
Step-by-step
1 Locate & open the required entity (Building, Asset, Contract, Resource, etc)
2 Select Documents from the System Menu
3 Click Assign
4 In the Left pane select the required Document(s) & click Assign or Assign All
5 Click Close
6 The Document is assigned to the entity & can now be viewed by clicking View the Document
on the toolbar.
If the required Document is not in Concept Evolution™, it can be added to the system
directly from the Document window within the entity. Simply click Insert on the toolbar
& upload the document as per the Document Manager
Summary
During this chapter we have seen how to:
Additional Chapter -
Timesheets
Objectives
During this chapter you will learn how to:
Timesheet Setup
Before creating Timesheets for users, Input Preferences must be selected. input Preferences are the
fields that will be displayed / completed for Timesheets for Resources assigned to tasks.
Step-by-step
1 In the Settings menu, select Tasks then Timesheet Input Preferences
3 Click Assign Timesheet Fields to add fields from the selected table to Timesheets
4 Select the required fields from the left hand pane & click Assign or Assign All
5 Click Close
Fields in Timesheets are by default cannot be edited in the Timesheet screen. To be able
to update the fields in Timesheets, they must be set to Editable.
Step-by-step
1 In Timesheet Preferences, select the required field from the list
The order fields are displayed in Timesheets may be altered by selecting the required
field, then using the Move buttons on the toolbar:
Step-by-step
1 In the Task Management menu, select Timesheets
2 From the dropdown list, select the required Resource
3 Enter or pick t-he start & end dates
4 Click Refresh
5 All tasks assigned to that resource in the designated period will be listed. (To include tasks signed
off to history too, check the box next to the 'Date To' field.
6 Update the tasks as required
7 Click Save or click Save & Move to Previous (Next) Page
If there are a large number of Tasks to display, they may be listed over more than one
page. To see other pages, click Move to Previous (Next) Page without Saving
To update any existing Timesheets, select the Resource & required dates for the time
sheets. The Task list will be built as previously described & can be edited as required.
Summary
During this chapter we have seen how to:
Objectives
During this chapter you will learn how to:
Concept Evolution™ provides the functionality for an organisation to create different Customer
Satisfaction Forms for all situations & clients, if required.
For example; a task carried out internally may only required confirmation that the task was carried out
on time & to the satisfaction of the Reporter of the issue. However, a task carried out for a client may
deserve a more in-depth analysis of the performance & attitude of the attending engineer.
1 Set up Questions
2 Assign Questions to a CSF Template
This allows questions to be applied to more than one template at a time without repetition.
Step-by-step
1 From the Settings Menu select Customer Satisfaction Forms
2 Click Questions
3 Click Insert
4 Enter the Question that will appear on the Customer Satisfaction Form
5 Add a description if required
6 Select the Question Type & enter an Upper Limit if the question is a Rating type.
Yes / No: The respondent can select Yes or No via radio buttons
Rating: The respondent can provide a score up to the Upper Limit provided.
Both Question types provide space per question for the respondent to make comments
relating to that question.
Step-by-step
1 From the Settings Menu select Customer Satisfaction Forms
2 Click Templates
3 Click Insert
7 Click Assign
12 Click Close
Step-by-step
1 Open the required Task in the Helpdesk, or Advanced Helpdesk window
2 From the Task Details Menu select CSF Audit
3 Click Assign
5 Click Assign
6 Click Close
7 Click Print to produce a copy of the CSF to send to the customer when ready.
Step-by-step
1 Locate & open the required task.
2 Select CSF Audit from the Task Detail Menu
3 Open the appropriate Customer Satisfaction Form
5 If the CSF is related to a breakdown reported to the Helpdesk, enter the name of the person the
problem was Reported By & their telephone number
Summary
During this chapter we have seen how to:
Objectives
During this chapter you will learn how to:
Authorisation Limits for Tasks & POs are set up independently of each other in the Settings Menu ->
Authorisation & are applied on an Account User & Contract Basis.
Step-by-step
1 In the Settings Menu select Authorisation
3 Click Insert
4 Select the Lower Operator from the list
5 Enter a Lower Limit
6 Select the Upper Operator
7 Enter an Upper Limit
8 Click Save & Close
9 Repeat for PO Authorisation Range & Limits
The Lower & Upper Operators define how the Limits will be applied. Lower Operator =
Greater than
...means any amount above £100, i.e. £100.01 & above, but NOT £100.
Once these are Ranges are assigned to a Contract, individual Users (or User Roles) will require
updating with the ranges that they are authorised to approve for each Contract. A User will have to be
assigned to a Contract Group containing that Contract to allow a range to be assigned.
Step-by-step
1 Select Assign Contracts in the current Contract Group window
2 Click Assign
3 Select the required Contracts & click Assign (or click Assign All )
4 Click Close
To remove an assigned record, select the required record from the right pane & click
Remove or click Remove All
Only Contracts that have the same Day & Month for PPMs as the Contract Group will be
available in the left hand pane.
Once Task & PO Ranges are assigned to Contracts, all tasks & POs raised will be subject to
authorisation. The people that will be able to approve or authorise these Tasks & POs must be set up
via the Users' individual accounts or in the Roles they belong to.
Authorisation limits are made up of a combination of the limits assigned to a user in their own account
& the limits assigned via Roles on a per Contract basis.
Step-by-step
1 In the Settings Menu select User Accounts then Accounts
2 Select & open the required User Account
3 Select the Task Ranges option
4 From the Drop-down list, select the required Contract
5 Click Assign
6 Select the required ranges for this User to Authorise from the Left hand pane. This list contains
only the ranges assigned to the selected Contracts.
This process can be repeated for User Roles, allowing Authorisation Limits to be assigned to groups of
users.
Step-by-step
1 In the Settings Menu select System Preferences
3 Check the Use Authorisation Limits for Tasks option to enable this feature.
4 If the same limits & ranges should be applied to all Contracts, check the Ranges & Users applied
to all Contracts for Tasks option.
5 Click Save & Close
Step-by-step
If the User has the necessary Authorisation Limits:
Clicking Authorise Task will result in an error message if the current user does not have sufficient
Authorisation limits.
A message will be sent to all Users that have the correct Authorisation Limits. This will be displayed
on the login page of Evolution when the User Logs in & they will be able to Authorise the Task as
described previously.
Summary
During this chapter we have seen how to:
Define the required Authorisation Ranges & Limits for Tasks & Purchase Orders to ensure that
costs can be controlled by the appropriate people.
Apply these ranges to Contracts in Concept Evolution™
Assign the relevant Authorisation Ranges & Limits to Individual Users & Roles
Use the Authorisation Ranges & Limits to control Task & PO costs by enabling the feature &
approving Tasks / POs.
Name Description