Adding Visits to a PPM Contract

Introduction

This user guide will detail how to create a visit against a PPM (planned preventative maintenance) contract within the back office of Joblogic and explain how to assign assets and tasks to be worked on.

Adding a visit to a PPM Contract

Within the back office of your Joblogic account, select PPM > All PPM contracts from the left side dropdown menu.

Select the PPM contract which you wish to add the visit to.

Select the ‘Visits’ tab from the top navigation bar.

Select the green ‘Add Visit’ button.

Fill in the ‘Details’ area.

Enter a description for the PPM visit (a general description of the work to be carried out) and fill in any other details that you wish to record.

The ‘Due Date’ field refers to the date and time that the appointment is scheduled for with the customer.

The ‘Completion Date’ will auto populate after this visit has been completed.

A ‘Job Category’ from your existing library can be assigned against this individual PPM job (for search and reporting purposes). A new job category can also be created within your library and applied to this PPM job via the green ‘+’ icon.

The ‘Duration’ field and ‘Fixed Duration’ tick box refers to overriding the ‘Default Service Time’ (under Settings > System Setup > System Settings) for this individual visit and the ‘Appointment’ tick box refers this visit having been confirmed by the client.

An engineer can also be assigned here, if applicable at this point.

There is then an option to assign any ‘Tasks’ or ‘Assets’ to the PPM job by selecting their respective blue buttons.

The ‘Assets’ option refers to adding work to a job whereby tasks will be conducted on a fixed piece of equipment based on the site. For example, conducting a service on a customer’s boiler.

By comparison, the ‘Tasks’ option refers to the carrying out of more general tasks at the site, whereby a specific piece of fixed equipment is not being worked on. For example, the overall task of general garden maintenance may then consist of specific subtasks such as grass cutting, hedge strimming, weed killing, leaf blowing and litter picking.

You can assign a single one of these options to the job, a combination of each or enter just the general details leaving assets and tasks blank to be assigned at a later point, if required.

Assets

The ‘Assets’ option will present you with a list of ‘Site Assets’ (the already existing assets on the site that the contract is against). These can be moved over to the ‘Job Assets’ section, indicating that those assets on the site need to be worked on for this job. This can be done by selecting the asset and using the blue arrow icons. The single arrow ‘>’ icon allows you to move an asset over individually and the double arrow icon ‘>>’ will move all of the assets over. They can also be removed from the job using opposite directional arrow icons. If the asset that you wish to be worked on does not yet exist in the system, it can be logged via the green ‘+Add’ button.

When moving the asset to the job an ‘Add Job Assets’ page will appear.

Here, you can enter and select the type of work required for the asset.

If service types apply to you and you have them set up within your library, these can be selected from the ‘Service Type’ drop down and the ‘Asset Class’ drop down can be used to filter this service type list to certain types of assets.

A duration can be entered in order to indicate the length of time that the asset work should take and the ‘Action Required’ notes can be used to free type additional information to the service type or fully detail the work required.

The ‘Complete’ tick box and ‘Date Complete’ field can be used to mark the work as finished once done if interaction from the mobile app is not used.

Once filled in, select the ‘Add’ button and this asset will be moved to the ‘Job Assets’ section with the details entered.

Tasks

The tasks option allows you to add any tasks and associated subtasks set up in your tasks library (under Settings > Library > Tasks) to the PPM job. These tasks must exist in your library, they cannot be free typed. If you do not have any tasks set up, these can be created within your system library by selecting the green ‘+’ icon.

Fill in the details on the ‘Create Task’ window and add any subtasks via the green ‘+Add Sub Task’ button.

Select ‘Save’ and this task will save in your system library and become available for use on the PPM tasks page.

Select the task from the ‘Task’ dropdown and the ‘Sub Task(s)’, ‘Summary’ and ‘Duration’ (an accumulation of the subtasks duration) fields will auto populate for you based on the task’s settings.

Select the ‘+ Add task’ button and the task will then add to the task list towards the bottom of the page allowing for further tasks to be added, if required.

The task can be removed from the list or edited via the icons if needed.

It can also be marked as completed via the back office if interaction from the mobile app is not used via the edit button.

Saving the visit

Once you are satisfied with the details, assets and tasks added to your PPM visit select the ‘Save’ button towards the top of the page.

The visit will then generate under the visits tab of the PPM contract, assigning it a unique PPM job number specific to this PPM job within the contract.

Further visits can be individually added to the schedule for the contract by selecting ‘+ Add Visit’ button and repeating the process. There is also a cloning method which can be used to assist in creating a visit schedule with less manual intervention. See our Cloning PPM Visits user guide for more details on this.

Further Support

For further information or assistance on the above, contact our Support Team on 0800 326 5561 or email support@joblogic.com. Alternatively, our Account and Project Management teams can be reached by emailing accountmanager@joblogic.com or projectmanager@joblogic.com respectively.

Publishing Details

This document was written and produced by Joblogic’s Technical Writing team and was last updated on the date specified above. Be aware that the information provided may be subject to change following further updates on the matter becoming available. Additionally, details within the guide may vary depending on your Joblogic account’s user permissions.