Lucity's Work Flow Setup modules enable an agency to configure information that is regularly incorporated into its Work Orders, Requests and PM/Templates. How these modules are populated will largely control how Work records are populated and how they flow through the organization. Work Flow Setup items provide the following to your work system:
Structure - The Work Flow Setup records are linked together to make it easier for users to fill out work records.
Example: The organization has 200 employees in the system, but only 10 of them work on Trees. The 10 Employee records are all linked to the TreesCategory record. When creating a Work Order, the administrator sets the Category to Trees. Then when they add Employees to the Work Order, the system will only show them the 10 employees that are associated to the Trees category.
Automation - The Work Flow Setup records can be configured so that when used they will populate other information on the work order and trigger special functions to happen.
Example: Denise Brady is always assigned as the supervisor for work orders involving tree trimming. There may be one supervisor that is always assigned responsibility for a specific task.
Relationships
Categories - Answer the question of what, in general, the work is for. Categories form the general framework for the system as all work falls into a category configured in the system. All other work flow setup items link back to a category.
Other levels of Work Flow Setup provide more specific information about the who, what and why of the work and introduce automation into the work system.
Tasks - Classifies the work that is being done.
Problems - Lists common issues that need to be resolved.
Causes - Lists general conditions or events that make the work necessary.
Crews - Groups together Employees, Equipment, Materials, Fluids, and Contractors into functional work units.
Employees - Lists all of the manpower resources available to do work.
Equipment - Lists all of the equipment resources available to do work.
Material - Lists all of the consumable items available for use to complete work.
Material Kits - Groups together Materials that are commonly used together.
Fluids - Lists all of the consumable fluids available for use to complete work.
Contractors - Lists outside entities available to do work.
Once all of the Work Flow Setup items are created, they should be assigned to the appropriate Categories.
Once this process is complete, when a user creates a Work Request, Work Order, etc., and a Category is selected, all of the other lists of Work Flow Setup items are narrowed down to the items that are related to the selected Category.