Jobs

A job can be created against maintenance calls and PPM (planned preventative maintenance) Active Tasks.

For maintenance, jobs are used to specify the work required to complete an order against a call, or where works required can be carried out by an internal workforce without needing to involve a contractor. There may be multiple jobs associated with each call. Typically, a job is raised when an internal workforce is required to carry out the work or an internal staff member is gathering quotes (conversely, an order is raised when an external contractor is required).

A job is created from a PPM Active Task if it is going to be undertaken by an internal labour team.

Use K2 to:

Adding or Editing a Job

To add or edit a job, do one of the following:

Search for and open the relevant job.
Click the New Job option in the Tasks panel:
- When a PPM Active Task, Condition, Maintenance Request or Portering Request record is open
- When the Job Allocation screen is open
- When the Maintenance Overview screen is open

The Job Editor is displayed.

Edit the details, if required.

The fields on the Job Editor are described in the following table:

This field…	Holds this information...
Number	A unique job number. This can either be entered or populated automatically, depending on the Job Auto Unique Number setting in System Options (accessed by navigating to Tools > System Options and then clicking the System Options button).
External Reference	A reference from another system, if required.
Job Status	The job status. This can be populated from the K2 Mobile app. These can be defined in Job Status Reference Data (accessed by navigating to Maintenance > Job).
Trade	The job's trade. These can be defined in Trade Reference Data (accessed by navigating to Functions > Core > Reference Data > Core).
Description	A description of the job.
Work Carried Out	A description of the work carried out. This can be populated from the K2 Mobile app.
Feedback	Operative feedback on the job. This can be populated from the K2 Mobile app.
Start Date	The start date of the job. This is populated automatically but can be edited.
End Time	The end date of the job.
Material	The estimated material cost.
Labour	The estimated labour cost.
Plant	The estimated plant cost.
Total	The estimated material cost. This is calculated based on the Material, Labour and Plant fields.
Contract	The related contract. This is populated automatically if the PPM Task is linked to a maintenance contract. This may be mandatory depending on the Maintenance Contract Mandatory setting in System Options (accessed by navigating to Tools > System Options and then clicking the System Options button).
Contractor	The contractor taking out the job. This is populated automatically if the PPM Task is linked to a maintenance contract.

Add any Job items or Cost Codes, as required.
Click Save.

Adding or Editing Job Items

To add or edit a job item:

Search for and open the relevant job.
The Job Editor is displayed.
Click the Add Item button in the Job Items section.

Alternatively, double-click an existing job record.
The Edit Job Item window is displayed.

Enter or edit the relevant details on the Job Item tab.

The fields on the Job Item tab are described in the following table:

This field…	Holds this information...
Job Item Status	The status of the job item. This is to identify whether a specific PPM Instruction has been completed. These can be defined in Job Item Status Reference Data (accessed by navigating to Maintenance > Job).
Rate	The rate item, if the cost of the Job Item is being generated from a Schedule of Rates (SoR). These can be defined in Rate Types Reference Data (accessed by navigating to Functions > Schedule of Rates > SOR).
Description	A description of the rate. This is populated automatically but can be overridden.
Quantity	The quantity of the job item. These can be defined in Measurement Unit Types Reference Data (accessed by navigating to Functions > Core > Reference Data > Core).
Unit Price	The price per unit of the job item.
Total	The total cost. This is calculated automatically and cannot be amended.

Click OK.

Adding or Editing Cost Codes

If the job was generated from a PPM Active Task, the cost code is assigned to the job automatically based on the PPM Active Task.

To manually add or edit cost codes:

Search for and open the relevant job.
The Job Editor is displayed.
Click the Add Cost Code button in the Cost Codes section.

Alternatively, double-click an existing cost code record.
The Cost Code Editor window is displayed.

Enter or edit the relevant details.

The fields on the Cost Code Editor are described in the following table:

This field…	Holds this information...
Is Revenue	Whether the cost code is revenue.
Is Capital	Whether the cost code is capital.
Account Code	The account code. Select from the drop-down list. These can be defined in the Chart of Accounts Reference Data (accessed by navigating to Finance > Finance).
Cost Code	The cost code. Click the Edit button to display the Part 1 and Part 2 fields, where you can enter the parts of the cost code.
Cost Centre	The cost centre. Select from the drop-down list. These can be defined in Cost Centre Reference Data (accessed by navigating to Functions > Core > Reference Data > Core).
Total Cost	The total cost.

Other Tasks/Associated Items:

Requesting Stock for a Job

To request stock for a job:

Click the Request Stock option in the Tasks panel.

The Request Stock window is displayed.

Enter the relevant details.

The fields on the Request Stock window are described in the following table:

This field…	Holds this information...
Select	The required stock. Click the Select button and select the relevant item.
Description	A description of the item. This is populated automatically.
Code Cost	The cost of an individual item. This is populated automatically.
Permanent Issue	Whether the item is to be permanently issued.
Expected Return Date	The date that the item is expected to be returned. This is only enabled if the Permanent Issue check box is deselected.
Store	The store that contains the item.
Bin	The store bin that contains the item.
Quantity In Bin	The number of items in the store bin.
Quantity	The number of items required.
Total Price	The total price of the items.

Click OK.

Emailing the Job Report to an Agency

To send an email of the job report to an agency:

Click the Email Job Report to Agency option in the Tasks panel:

The Select Agency to Email window is displayed.

Select the relevant record and then click OK.

Managing Material Costs

To manage material costs:

Click the New Material Cost option in the Tasks panel.

Alternatively, click the Material Cost(s) option in the Associated Items panel and then double-click an existing record to open it.

The Edit Material Cost window is displayed.

Enter or edit the relevant details.

The fields on the Edit Material Cost window are described in the following table:

This field…	Holds this information...
Comment	Any comments to record what was purchased.
Purchased By	The person who purchased the material.
Category	The category of material. These can be defined in Material Category Reference Data (accessed by navigating to Maintenance > Job).
Supplier	The supplier. The drop-down list is populated with agencies with the Is Supplier check box selected.
Transaction Date	The date of the transaction.
Material Cost	The cost of the material.

Click OK.

Adding or Editing Work Permits

Permits to work are records created from a job or order to ensure that the appropriate risk assessment and control measures have been put in place to ensure a safe working environment.

To add or edit a work permit:

Click the New Permit To Work option in the Tasks panel.

Alternatively, click the Permit(s) To Work option in the Associated Items panel to display the Permit To Work List, and then double-click an existing record to open it.

The Permit To Work window is displayed.

Enter or edit the relevant details.

The fields on the Permit To Work window are described in the following table:

This field…	Holds this information...
Reference Number	The permit reference number. This is either populated automatically or a free-text field depending on the Permit To Work Auto Unique Number option in System Options (under Job).
Project Name	The name of the project or job being undertaken. This field is mandatory.
Working Environment Operational	Whether the area that the permit applies to is operational.
Work Types	The type(s) of work to be undertaken. Select the relevant check box(es). These can be defined in Permit To Work - Work Type Reference Data (accessed by navigating to Functions > Core > Reference Data > Core).
Work Description	A description of the project or job to be undertaken. This field is mandatory.
Date From	The date that the permit applies from.
Date To	The date that the permit applies to.
Duration Type	The duration that the work permits apply for. These can be defined in Permit To Work - Duration Type Reference Data (accessed by navigating to Functions > Core > Reference Data > Core).
Number of Persons Authorised	The number of people authorised to work on the job as part of the permit to work.
Isolation Method	Details of any isolation methods employed.
Extra Precautions	Details of any further precautions required.
Keys Issued	Whether keys are to be issued as part of the permit-to-work procedure.
Keys Issued Date	The date that the keys were issued.
Keys Description	A description of the keys.
Recipient's Telephone Number	The recipient of the key's phone number.
Keys Returned	Whether the keys have been returned.
Keys Returned Date	The date that the keys were returned.
Authorised	Whether the permit to work is authorised.
Authorised Date	The date that the permit was authorised.
Authorised By	The person who authorised the permit.
Receipted	Whether the permit to work is receipted.
Receipted Date	The date that the permit was receipted.
Receipted By	The person who receipted the permit.

Click OK.

Assigning a Job to Direct Labour

You can assign individual Jobs to Direct Labour from a job record.

You can also assign jobs to operatives en masse using the Job Allocation screen.

To assign a job to an operative:

Click the Send to Direct Labour option in the Tasks panel.

The Select Contact window is displayed.

The Direct Labour are displayed in the order in which they are likely to undertake the job. That is:
Supervisors (that is: those in bold) with the correct trade
- Direct Labour with the correct trade and location
- Direct Labour with the correct trade and are available
- Direct Labour with the correct trade and is not available
- All other Direct Labour

Direct Labour in grey is unavailable, as defined in the Employee Calendar.

Click OK.

A confirmation message is displayed.

View All Working Hours for a Job

Once at least one job time record has been recorded against a job record, the Time Recording(s) option is displayed in the Associated Items panel.

Click this option to display the Time Recording List screen.

The fields on the Time Recording List screen are described in the following table:

This field…	Holds this information...
Start Date	The start date of the work.
End Date	The end date of the work.
Direct Labour	The direct labour operative.
Action Type	The type of activity being undertaken.
Recorded Time	The recorded time is in minutes.
Approved Time	The time that has been approved, either by a user with a role with the TimeApproval permission or automatically (based on the Timesheet Administrator setting in User Options, accessed by navigating to Tools > User Options). If the time record spans across two labour rate bands, one of which is automatically approved, then only part of the 'Recorded Time' will be 'Approved Time'.
Recorded Labour Cost	The cost of the Recorded Time record, is based on the Labour Rate Band and Labour Rate.
Approved Labour Cost	The cost of the Approved Time record is based on the Labour Rate Band and Labour Rate.

Double-click a record to display its details and edit it, if required. Refer to Record Working Hours for further information.

Record Working Hours

Once a job has been assigned to an operative, you can record times against it.

Time records can be configured to be automatically recorded using K2 Mobile.

To record job times:

Click the New Time Recording option in the Tasks panel.

Alternatively, click the Time Recording(s) option in the Associated Items panel to display the Time Recording List screen, and then double-click an existing record to open it.
The Job Time Recording window is displayed.

Enter or edit the relevant details.

The fields on the Job Time Recording are described in the following table:

This field…	Holds this information...
Direct Labour	The operative who carried out the work. Select from the drop-down list. This field only displays operatives who are assigned to the job. Refer to Job Allocation for further information.
Activity Type	The type of activity being undertaken. These can be defined in Job Status Reference Data (accessed by navigating to Maintenance > Job).
Start Date	The start date of the work.
Duration	The duration of the work. This field is only enabled if 'Time Working' is selected from the Activity Type field.
End Date	The end date of the work. This is populated automatically based on the Start Date and Duration fields. This field is only enabled if 'Time Working' is selected from the Activity Type field.

Click OK.

Managing Job Reference Data

Refer to Jobs Reference Data and Core Reference Data for further information.

Managing Job Notes

Refer to Managing Notes for further information.

Managing Job Attributes

Refer to Using Attribute Manager for further information.

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