Job Install Scheduling Process
Once a Job is Approved to Proceed it enters the Job Install Scheduling Process phase. Successfully scheduling jobs is critical to ensuring an optimal bottom line and is often an area with little process to help support the team scheduling the jobs. 1Stop has helped address this by automating the updating of tracking fields to simplify and optimize the scheduling of all Jobs. In addition 1Stop has developed a method of trapping key performance data to help improve future performance and the ability to forecast when jobs should be installed. In this article we will provide an overview on the Job tracking fields, updating Estimate Install Date field, steps to scheduling the install date and updating the scheduled install date.
Overview on Job Tracking Fields
When you are scheduling a Job's install date it is critical to know if all Products Ordered have been received, if any required HOA has been approved, if any required engineering drawings have been completed and if any required Permits have been issued. However to optimize your scheduling it is not only important to know when these items have been received or completed, it is also important to know when they most likely will be received or completed. 1Stop has automated a process to collect this information and display it on each Job record in a section called Job Tracking Fields. The following provides an overview on the Job Tracking Fields including detail on each field.
- HOA Status - Indicates the status of the related HOA record, if applicable. Options include HOA Setup, Submitted, Corrections Required and HOA Approved.
- HOA ETC - The estimated date the HOA will be approved.
- Engineer Status - Indicates the status of the related Engineering record, if applicable. Options include Engineer Setup, Submitted, Corrections Required and Final Plans Received.
- Engineer ETC - The estimated date the engineering final plans are received.
- Permit Status - Indicates the status of the least advanced related Permit record, if applicable. Options include Permit Setup, Submitted, Corrections Required and Permit Issued.
- Permit ETC - The estimated date all permits will be issued.
- Product Ordered Status - Indicates the status of least advanced related Product Order record, if applicable. Options include Order Setup, Order Entered, Order Released and Product Received.
- Product ETA - Estimated date of arrival for all Product Orders.
- Number of Product Orders - Total count of all related Product Order records created.
- PO Release Category - A picklist field to indicate when a product order should be released.
- Number of Permits - Total count of all related Permit records created.
- Number of Engineers - Total count of all related Engineering records created.
Updating the Estimate Install Start Date
The Estimated Install Start Date is a key field that allows you to better project future installation revenue and at the same time optimize the deployment of your install team. Accordingly it is important to ensure you update this field as the estimated date changes. Following are instruction on how to update this date field.
1. On the Job record hover over the Est Install Start Date field and click on the pencil icon.
2. Utilize the pop up calendar to select the new estimated install date.
Steps to Schedule the Install Date
1. When you are ready to schedule the actual install date, select the Set Install Date Transition.
2. Complete fields and click Save (all fields must be completed). Upon Saving, the record will move to the Install Scheduled State. See field details and meeting creation automation below the image.
- Install Date - The actual or scheduled start date of the installation.
- Install Days - The duration of the installation in days.
- Install Lead - User designated to lead the Job crew.
- Project Manager - User designated to oversee and manage the Job.
- Job Overview - An overview of the key elements of the Job for easy reference by team members.
Upon Saving the Set Install Date Transition, a Meeting will be auto-created for the Install Date with the Install Lead as the Meeting Host and the Project Manager as a Participant.
3. When you are ready to complete the pre-install call to the customer, click Complete Pre-Call Transition.
4. Enter the relevant notes about the pre-call with the customer and click Save. Upon Saving, the record will move to the Pre-Call Completed State and the Job is ready for the final phase once the install starts.
Steps to Update a Scheduled Install Date
If you need to modify the scheduled Install Date you will need to navigate to the Open Meetings and edit the Install Meeting that was created by following these steps.
1. Click on the Open Activities Related List on the left hand side of the Job record.
2. Place your mouse in the Open Meetings box, click the 3 dots that appear and then click on Edit.
3. In the Meeting Information box update the From and To date fields with the new Install Start and End Dates and click Save.
4. Upon refreshing the Job record you will notice the Install Date has been updated to match the new Install Meeting Date.
Note the Install Date field is a read only date to ensure that the install meeting that was already setup is the only place a user can modify the Install Date.
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