Managing Jobs and Schedules

ASAP allows for dynamic scheduling of upgrade appointments. Schedules for each individual fieldworker can be created and updated at any time. This section will cover how to create a job, add jobs to a waiting list, and assign work to a fieldworker.

Creating a New Job

After logging into ASAP, click on the menu in the bottom left corner and select Ecovantage VEET

Click New Job in the top left corner of the VEET home screen

Enter the customer’s address in the search bar under the Address Search heading and select the appropriate address

This will auto-populate the Property Address section at the bottom of the page

Enter all other required details (name, contact number, email, and type) under the Customer Details section

Ensure that your company is selected as the Agent. It will be set as Ecovantage by default. Then click the Create Job button

Adding a job to the Waiting List

Select Incandescent Lighting Activities (21A-F) as the work type, select No for the “have you previously had lighting exchanged as part of the VEET program” question, and leave New Job Type as Default. Then press the Save and Continue button

Press Add To Waiting List. Do not alter any other fields

Record any relevant job instructions or comments (NOTE: these fields can not be left blank) and press Confirm Appointment

Assigning a Job to a Fieldworker

Select Appointment Actions on the menu bar

Select the Schedule Appointment / Change Work Type option

Select the Manual Scheduler option

Check the Change Timeslot option and enter the desired date

Select appropriate time slot

Check Keep Existing Work Type and Change Field Worker, then select the field worker who the job will be assigned to

Add any relevant job instructions and/or comments and click Confirm Reschedule

NOTE: These steps also apply in order to re-assign a job to a different fieldworker at any time

For more information on managing jobs and schedules refer to Dataforce documentation here: https://asap.dataforce.com.au/docs/asap_job_overview.html#overview

Auditing and Corrections

After a job is completed Ecovantage staff will conduct an audit using ASAP to make sure that the work complies with current regulations. If a job passes the audit, it will be eligible for submission. If the audit fails, all issues will be recorded and will need to be fixed before the job can progress to the submission stage. This section will demonstrate how to search for jobs in ASAP that have failed an audit, how to correct issues, and how to manage communications through ASAP.

Searching ASAP

Find jobs that have failed an audit by:

1. Clicking the drop down menu at the far-right of the search bar
2. Press Clear, then from the Work Type menu select [11] Activity 21 (Ecovantage Standard 2018)
3. Select Audited from the Status menu and Failed form the Sub Status menu
4. Click Search

Select the job of interest from the search results

Accessing an Audit

Click Auditing on the side-bar menu

1. Select the completed audit and click OK on the pop-up notification
2. Scroll down to find all problems recorded for the job. These are indicated by a red X next to the question
3. Read ALL audit notes as these will provide explicit detail about the nature of the problems identified
4. Alternatively, notes can be accessed from the Correspondence Tab

Correcting Issues

Depending on the nature of the issues identified, changes may need to be made to the Appointment Questions and/or new evidence may need to be uploaded.

To access the Appointment Questions, select the Appointment Questions option from the side-bar menu

Make any necessary changes and click Update Questions

To upload new paperwork or photographic evidence click on Quick Menu then select Files & Photos

Select Upload Files

Click Add Files or drag files into the upload box, then click Start All Uploads (if multiple files are being uploaded) or click Start to the right of the File Details box

Once all issues have been fixed and evidence uploaded:

1. Go back to the audit (refer to Accessing an Audit)
2. Click Start Audit and check Corrected in the bottom panel.
3. Click Submit.

For more information on Auditing refer to Dataforce documentation here: https://asap.dataforce.com.au/docs/asap_desktop_phone_audit.html

Tracking and Reporting

There are two primary ways to track the progression of jobs through ASAP. These are the Search Function and the Reports Tab.

Tracking Jobs: Search Function

The Search Function is highly flexible and can be used to gain an understanding of how work is progressing through the various stages of processing from assignment to submission. Use the search filters available to track jobs of interest. For example, to view all jobs that are currently sitting as audited passed, the search function would need to be configured as below:

Work can also be filtered further by applying a Date Range, or selecting a specific Field Worker etc.

Once the search has finished, the results can be downloaded for further analysis by clicking the Spreadsheet Icon in the bottom right-hand corner of the screen

Producing Reports

ASAP is able to produce several reports for tracking how work is progressing. One of the most useful is the Work by Activity report. This report contains a multitude of details for each job completed in a specific date range - this includes a list of all products replaced.

To produce a Work by Activity report:

1. Click on the Reports Tab on the top menu-bar
2. Select Work by Activity as the report type
3. Select Actual Completed Date as the completion date type
4. Select desired Date Range
5. Select 21A-Lighting-GLS Lamps as work type
6. Click Show Summary

For more information on reporting refer to Dataforce documentation here: https://asap.dataforce.com.au/docs/asap_reports.html#overview

ASAP Status Descriptions

ASSIGNED - Appointments that have been assigned to a field worker but not completed yet

COMPLETED PARTIAL - Appointments that have not been successfully completed by a field worker, usually there is data missing that still needs to be submitted

COMPLETED - Appointments that have been completed by a field worker

COMPLETED FIELD - Appointments that have been successfully completed by a field worker

AUDITED - Appointments that have been Audited by a User

AUDITED FAILED - Appointments where the phone or desktop audit has failed

AUDITED RE-AUDIT (FIELD) - Appointments where a user has determined that the appointment needs to audited again in the field

AUDITED RE-AUDIT (PHONE) - Appointments where a user has determined that the appointment needs to audited again by phone

AUDITED RE_AUDIT REQUIRED - Appointments where a user has requested that the appointment get re-audited

AUDITED CORRECTED - Appointments where an audit has been corrected

AUDITED CORRECTIONS COMPLETED (FIELD) - Appointments where an audit has been corrected on Runabout

AUDITED CORRECTIONS REQUIRED - Appointments where a user has determined that the appointment needs corrections to be made by the assigned Field Worker

AUDITED CORRECTIONS REQUIRED (FIELD) - Appointments where a user has determined that the appointment needs corrections to be made by the assigned Field Worker

AUDITED PARTIAL - Appointments where one type of phone or desktop audit has been passed but there is another type that hasn’t been performed yet

AUDITED WAIVED - Appointments where the phone or desktop audit has been waived as not required by a user

AUDITED PASSED - Appointments where the phone or desktop audit has passed

SUBMITTED - Appointments that have been Submitted to the Regulator for certificate registration

SUBMITTED REJECTED - Appointments that have been Submitted to the Regulator for certificate registration but have been rejected and therefore need additional review

SUBMITTED PARTIAL - An appointment where one or more activity has been submitted but another remains un-submitted

SUBMITTED PENDING - Appointments that have been Submitted to the Regulator for certificate registration but are waiting for a response whether they have been accepted or not

SUBMITTED ACCEPTED - Appointments that have been Submitted to the Regulator for certificate registration and been accepted