Introduction to the Job Management Process

Introduction to the Job Management Process

The Job record serves as the central hub for managing the entire installation process. Once a Sale is approved by management, a Job record is automatically created. To effectively manage each Job, 1Stop Install has broken the Job process down into the following three key phases:
  1. Job Sale Review Process: This phase ensures that what has been sold can be installed and completed profitably.
  2. Job Installation Scheduling Process: This phase ensures the proper scheduling and assignment of all jobs.
  3. Job Completion Process: This phase ensures each job is started and completed in a timely and efficient manner.
In this article, we will provide a high-level overview of each of these three phases, as well as an overview of the automatic and manual creation of related records to help manage each component of a job.Job Sale Review Process

Job Sale Review Process

In this phase, the operations and/or installation team reviews the approved Sale to ensure it can be installed successfully and profitably. This typically includes a detailed site visit to verify the scope of work, but this step can be bypassed if not required. Once the review is complete, the Job can be approved for scheduling. This approval includes adding an estimated date for when the Job will be ready for installation. During this phase, you can also automatically generate records for Product Orders, Permits, HOA approvals, and/or Engineering requirements as needed. Please review the Job Sale Review Process article for more about this phase.

Job Install Scheduling Process

In this phase, the team actively monitors the progress of all Product Orders, Permits, HOA approvals, and Engineering requirements needed before scheduling the installation. To streamline this process, 1Stop automatically updates relevant tracking fields within the Job record from these related modules.Below is an overview of the Job Tracking Fields section: 



Once all requirements are met, you can confidently schedule the installation and conduct a pre-installation call with the customer to confirm the date and address any questions.  Please review the Job Install Scheduling Process article for more information on the steps included in this phase. 

Job Completion Process

This phase starts when the installation begins and is completed once the Job is officially closed.  The States included in this phase are:
  1. Install in Progress
  2. Install Complete-Pending
  3. Install Complete-Final
  4. Permit Closed
  5. Closing Call Completed
  6. Complete Warranty
  7. Job Closed
Please review the Job Completion Process article for more information on the steps included in this phase.  
To help facilitate the job process 1Stop automatically creates related records needed to complete the installation of the job.  The following is an overview on these automatically created related records.
  1. Shipping Ticket Record - A Shipping Ticket record is automatically created when a Job is created.
  2. HOA Record - During the 2 setup Transitions in the default Job Blueprint, a HOA record will be automatically created if the HOA Required field is set to Yes.
  3. Product Order Record - During the Approve to Proceed Transition in the default Job Blueprint, a Product Order record will be automatically created if the Product Order Required field is set to Yes.
  4. Permit Record - During the Approve to Proceed Transition in the default Job Blueprint, a Permit record will be automatically created if the Permit Required field is set to Yes.
  5. Engineering Record - During the Approve to Proceed Transition in the default Job Blueprint, a Engineering record will be automatically created if the Engineering Required field is set to Yes.
Automatically created related records can be accessed, like all related records, in the left hand side Related List directory.
1. On the Job record you can manually add related records by selecting the action button dropdown menu and then clicking on the applicable "Add" button to add the respective related record.

 
Here are the action buttons available to add Related Records:
  1. Add Inventory Request - this is utilized if you require anything from inventory to complete a job.
  2. Add Permit - this is utilized if you have more then 1 permit required or if you did not automatically create a Permit during completion of the job sale review process.
  3. Add Engineering - this is utilized if you have more then 1 engineering service required or if you did not automatically create a Engineer record during completion of the job sale review process.
  4. Add HOA - this is utilized if an HOA is required and you did not automatically create a HOA record during completion of the job sale review process.
  5. Add Product Order - this is utilized if you have to place more then 1 product order or if you did not automatically create a Product Order record during completion of the job sale review process. For more details review the Overview on Product Order Process article.
  6. Add Subcontractor - this is utilized if you are utilizing a subcontractor to complete the installation of this Job. For more details review the Overview on Subcontractor Process article.
  7. Add Shipping Ticket - this is utilized if a Shipping Ticket was not automatically created for the Job.
  8. Add Employee Worksheet - this is utilized if you need to track paying employees for any items completed during an installation.  For more details review the Overview on Employee Worksheet Process article.
2. Once selected the new related record will open in a new tab on your browser.  All aplpicable fields will be copied from the Job record to the newly created related record.

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