Contractor Resources

At times, tasks are performed by contractors, rather than an agency's own employees. Lucity's Work program enables users to add Contractors to Work Order Tasks, and through this relationship, track contractor time and costs.

A Work Order Task's Contractors grid lets users associate contractors with that work activity. If the corresponding Task Setup record lists default Contractors for the activity, the system automatically adds those individuals or companies to the Task's Contractors grid whenever the Task is included on a Work Order.

In the Work Orders > Tasks grid, click the button to expand the Task record to which you want to add a contractor.
Select the Contractors grid and click the button. The Contractors form appears.
Use the Resource pick-list to select a contractor (required).
Enter a Group Number if you intend to group the contractor with other resources on the task.
Enter the number of Units the Contractor spent on the task. Adjust the Unit of Measure if necessary.
Complete other fields as desired.
Click the button to save the record. The selected Contractor now appears in the Task's Contractor grid.

In the Work Orders module, click the to expand the desired Work Order record.
In the Tasks grid, select one or more Task records to which you want to add contractors.
Click the Toolkit in the Tasks grid and select the Add Multiple Contractors | Selected Record(s) tool. The following pop-up appears:
Click the Resource picklist. A pop-up similar to the following appears:
- The list initially displays Associated options of Contractors with the same Category as the Work Task. Select Show All to view Contractors associated with a different Category.
- Use the Page arrows to navigate to additional pages of Contractors to select from.
Use the checkboxes to select one or more Contractors.
Click Select. The window returns to the original Toolkit pop-up.
If known enter the Units that the Contractor(s) worked.
- To automatically calculate the Units value:
  - Mark the Auto Calculate Units box. The Units field becomes read-only, and the system calculates the Units value based on the Res Start Time and Rest End Time.
  Note: This field is checked automatically when the "Default Auto Calculate Units to True for Toolkits" Work Option is enabled.
  
  More about auto-calculating Units
- To manually enter the Units value:
  - Enter the time spent on the Task in the Units field.
Enter the Date on which the work was performed and the Res Start Time and Res End Time.
Click OK. The selected contractor records are added and populated with the entered information.


Contractor Grid Record FieldsContractor*		Serves as the user-defined, unique ID for the outside person or company.. The list of Contractors comes from the Work > Administration > Work Flow Setup > Contractors Setup module.
Alt Description		Provides a secondary description of the contractor.
Department		Identifies the section of the organization associated with the contractor.
Division		Identifies the subsection of the organization associated with the contractor.
Class		Distinguishes the contractor using agency-defined criteria.
Group Number		Assigns the contractor to a particular group of selected Task Resource records. For example, the Group Number field can be used to group an Employee with the Contractor whose work they oversee.
Account #		Indicates the reference number for the general account billed for the work that's being done. The system can be configured to handle account numbers in various formats. The format dictates how users complete this field. More information about Account Number formats If this field is left empty and the "Populate empty WO Resource Acct# w/Task" Work Option is enabled, the system copies the Account # on the Task record here.
Proj No - Acct	Indicates the reference number for a specific project account that should be billed for the contractor's work on a task. An agency can configure Lucity to handle project numbers in various formats. The configuration determines how users complete this field. More information about Project Account Number formats The system automatically applies the Task's Proj No - Acct value to related Resource records if the Resource's Project Number Account # field is left empty and the "Populate empty WO Resource Acct# w/Task" Work Option is enabled.