Setting up Manager preferences

Manager tab

1. Find rates for maintenance tasks when allocated. The default is 'Yes'. If set to 'No' then no rates will be located when new tasks are added to teh amintenance schedule.
2. Post inspection editing access to forms. Specify the set of users that have edit privileges for inspections forms.
3. List all manager's ratings. The default is 'No'. If set to 'Yes' then all linked manager's ratings (KPIs) will be available to add to works orders. If set to 'No' then only those ratings for the manager who issued the enquiry or order will be available.
4. Set works items requested start from option. The default is 'task next due'. When set to this, all works items will have their requested start date set as the next due date for the relevant scheduled task. If set to 'parent works' then all works items in an order or enquiry will share the requested start date set up for the parent works record.
5. Auto suggest additional tasks. If set to 'Yes' then every time a new enquiry or order is created, any other tasks of the same work-types on the same sites will also be added to the list for possible selection and inclusion in the enquiry or order. This is useful when a reactive maintenance item comes up and there are other scheduled items of similar type due soon at the same site. Including the other items in the order will help minimise costs.
6. Selection criteria relating to (5) above. If set to category only, then potentially a wider set of related tasks will be found for possible inclusion.
7. Set to Yes to put the default or NSR rate on orders where a rate from the relevant provider is not available (leaving this set to No will result in orders being issued with a zero rate is no relevant provider rate can be located)
8. Limit providers to site remits - this governs which service providers (in-house or external) are proposed by Flow360 for new enquiries or orders. Set this to Yes to ONLY include providers that have site specific remits rather than client remits.
9. Shift targets when Hold released - set this to Yes to automaticlly shift completion or target dates when an applied Hold is released. For example, if the hold was in place for 7 days, then the target date/s will be shifted by 7 days also to accommodate the Hold.
10. Auto close Helpdesk issues - set this to Yes to automatically set Helpdesk issues to Closed when the last task or workts item is indicated as signed-off. If this is set to No then helpdesk issues need to be manually closed by the person in charge.
11. Occupiers/general users/general admin/helpdesk users can add resources - set to Yes to allow the appropriate group of users to add new resources to locations when logging a new helpdesk issue. If this is set to No, then the option for 'Other' will not show on the drop down valuelists when selecting the object in a location that a new helpdesk issue relates to.
12. Set to Yes to show the default or NSR rate on work order cards. Set to No to hide this rate from view.

KPIs tab

KPIs can be entered at various levels in Flow360. On the Manager preferences tab you can set up the KPIs that you want to record against works carried out by in-house or external service providers and contractors.

Click the Add button (1) to add a new line and then enter the appropriate text - these options will then show when you are adding KPIs to a specific works order for instance.
Click the Delete button (2) to remove an option. This will only affect future uses and will not change any KPIs that have already been logged using this label.

Numbers tab

This tab allows you specify the text prefixes and number sequences to use for tender enquiries, enquiries, orders, batches and occupancies/bookings. The change buttons at (6) allwo you to specify a preferred number to use for the next tender enquiry, enquiry or order. Note that you cannot select a number that is equal to or lower than the highest number already used!

Addional controls are:

1. The default repeat interval to apply to new tasks where no other repeat or duration information is available
2. The default task durationt to apply to new tasks where no other repeat or duration information is available
3. Set to Yes to require entry of a client purchase order number on the Flow360 order before the order can be issued. This is a very useful control to allow direct cross referencing of Flow360 orders to purchase orders in your financial management system (FMS)
4. You can set a lower limit for the purchase order requirement detailed in (3) above. Orders with a total anticipated value that is lower then this figure will be exempt from the requirement for a client purchase order number. Set this limit to 0 to not allow any exemptions.
5. Set to Yes to exmpt internal orders (orders sent to internal maintenance or other site personnel) from the purchase order requirement.

Advance tab

The advance tab governs task displays, including settings for when warning flashes are triggered for tasks, helpdesk issues and works items.

(1) By default display tasks for next... - set the default interval to use when first showing a new tasks list. For day to day use you may only want to made aware of tasks that are due say in the next 3 or 6 months, so set this option accordingly. This does not limit your ability to use the filters to find tasks that fall outside of this range of course!

(2) Calculate task costs in lists - it is advised to set this to No for general use. When set to Yes, a recalculation of task one-off and repeat cosst will occur every time a tasks list os shown and this can lead to slow performance. You can always use the filters to find task costs and projections when you need to.

(3) Tasks flagged as upcoming - this is the point at which a task has a yellow flash.

(4) Tasks flagged as due - this is the point at which a task has an orange flash.

(5) Set warning on helpdesk & works - this is the point at which a works item or a helpdesk issue has a yellow flash.

(6) Set alert on helpdesk & works - this is the point at which a works itme or helpdesk issue has an orange flash.

(7) Only include priority .... - this setting controls which tasks are included in the start up message relating to due and overdue tasks. Setting this to 1 to onyl receive notification about priority 1 tasks. Set to 1-3 to receive notification about all tasks with priority 1, 2 or 3 and so on.

(8) Inflate energy costs option - this is used to inflate energy costs specifically when reporting on resource running cost projections (tyically for boilers say).

(9) Inflate task costs option - his is used to inflate task costs specifically when reporting on resource running cost projections.