The fields described below have special functions. For a complete list of available fields, see the Lucity Data Dictionary.
ID Fields
Task*
Serves as the user-defined, unique ID for the assigned activity.
An agency establishes its list of Tasks in the Work > Administration > Work Flow Setup > Task Setup module.
By default, this picklist displays the Tasks associated with the Work Order's Category. You may, however, opt to Show All records.
If you have the Ability to Associate permission, a prompt appears when you close the record asking if you would like to associate the selected Task with the Work OrderCategory.
Seq No
States the order in which the tasks should be completed.
Task Crew
Identifies a group of employees assigned to work on the task.
The list of Supervisors represents records in the Work > Administration > Work Flow Setup > Employee Setup module that have the Supervisor field marked.
By default, the list only shows employees associated with the Work Order's Category.
If the Account # field is left empty and the Populate Empty WO Acct# w/Main# option is enabled, the system populates this field with the Account # on the Work Order.
The system automatically applies the Task's Account # values to related Resource records if the Resource's Account # field is left empty and the Populate empty WO Resource Acct# w/Task option is enabled.
Proj No - Acct
Indicates the reference number for a specific project account that should be billed for the work task.
An agency can configure Lucity to handle project numbers in various formats. The configuration determines how users complete this field.
If the Project No - Acct field is left empty and the Populate empty WO Acct# w/Main# option is enabled, the system populates this field with the Project Number Account # on the Work Order.
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 option is enabled.
* Required.
Scheduling Fields
Task Start Date
Task End Time
Identifies the date/time that work on the task will begin or began.
> Populate with Task Start Date - Sets the Task End Date = Task Start Date.
Required End Date
Indicates that the Task End Date field must be filled out before the Work Order can be closed.
The Required End Date field is typically not displayed; instead, it is usually carried over automatically from the Task Setup record.
Status
Describes the current condition (e.g., active, in progress, complete) of the work activity.
If the Required Status field is marked, the Status field must be filled out before the Work Order can be closed.
Required Status
Indicates that the Task's Status must be filled out before the Work Order can be closed.
The Required Status field is typically not displayed; instead, it is usually carried over automatically from the Task Setup record.
Task Cost Fields
The Cost fields on a Task record display the estimated, actual and summarized costs for that work activity. Users can enter Task costs manually, or the system can populate the figures using cost data from Resources related to a Task. These figures then are factored into the Work Order's summary cost calculations.
Estimated Cost fields enable an agency to approximate the amount of time and the resource costs required to complete the task. Typically, these estimates are carried over from the Task Setup record.
Use Est Resource Cost.
Instructs the system to populate the estimate fields with the sum of the corresponding estimate fields from all records in the Task's Resources grids (Employees, Equipment, Materials, Fluids, Contractors). When left unchecked, users can update the estimate fields manually.
When this option is enabled, the estimate fields are read-only.
Labor Hours Est
Indicates the estimated amount of employee hours required to complete the task.
Labor Cost Est
Indicates the estimated cost for the employee resources needed to complete the task.
The ability to view this field is secured by the Allow View of Secured Fields permission. If a user does not have this permission, the field displays symbols (*"***.#*").
Equipment Cost Est
Specifies the estimated cost of the equipment to be used to complete the task.
Contractor Cost Est
Specifies the estimated cost of contractors to be hired to complete the task.
Material Cost Est
Specifies the estimated cost of materials required to complete the task.
Fluid Cost Est
Specifies the estimated cost of fluids required to complete the task.
Misc. Cost Est
Displays the estimated cost of any miscellaneous items (i.e., taxes, permit fees, etc.) required to complete the task.
Total Cost Est
Computes the estimated costs for completing the task. Automatically calculated as:
Est Labor Cost + Est Equipment Cost + Est Contractor Cost + Est Material Cost + Est Fluid Cost + Est Misc Cost = Total Cost Est
Actual Costs
Actual Cost fields enable agencies to document the real amount of time and cost it took to complete the task.
Use Actual Resource Costs
Instructs the system to populate the actual cost fields with the sum of the corresponding actual cost fields from all records in the Task's Resources grids (Employees, Equipment, Materials, Fluids, Contractors). When left unchecked, users can update the actual cost fields manually.
When this option is enabled, the actual cost fields are read-only.
Labor Hours Actual
Indicates the true amount of employee hours used to complete the task.
Labor Cost Actual
Indicates the true cost of employee resources used to complete the task.
The ability to view this field is secured by the Allow View of Secured Fields permission. If a user does not have this permission, the field displays symbols (*"***.#*").
Material Cost Actual
Records the true cost of materials used to complete the task.
Fluid Cost Actual
Records the true cost of fluids used to complete the task.
Equipment Cost Actual
Records the true cost of the equipment used to complete the task.
Contractor Cost Actual
Records the true cost of the contractor used to complete the task.
Misc. Cost Actual
Displays the true cost of any miscellaneous items used to complete the task.
Total Cost Actual
Computes the true cost of completing the task. Automatically calculated as:
Labor Cost Actual + Equipment Cost Actual + Contractor Cost Actual + Material Cost Actual + Fluid Cost Actual + Misc Cost Actual = Total Cost Actual
Cost Difference
The Cost Difference fields enable an agency to see the difference between its estimates and the actual figures for the completed task. This information can help an agency improve its planning and budgeting processes and assess how its crews are performing.
Labor Hour Diff
Computes the difference between Est Labor Hours and Actual Labor Hours. Automatically calculated as:
Labor Hours Est - Labor Hours Actual = Labor Hour Diff
Labor Cost Diff
Computes the difference between the Est Labor Cost and the Actual Labor Cost. Automatically calculated as:
Labor Cost Est - Labor Cost Actual = Labor Cost Diff
The ability to view this field is secured by the Allow View of Secured Fields permission. If a user does not have this permission, the field displays symbols (*"***.#*").
Material Cost Diff
Computes the difference between the Est Material Cost and the Actual Material Cost. Automatically calculated as:
Material Cost Est - Material Cost Actual = Material Cost Diff
Fluid Cost Diff
Computes the difference between the Est Fluid Cost and the Actual Fluid Cost. Automatically calculated as:
Fluid Cost Est - Fluid Cost Actual = Fluid Cost Diff
Equip Cost Diff
Computes the difference between the Est Equip Cost and the Actual Equip Cost. Automatically calculated as:
Equip Cost Est - Equip Cost Actual = Equip Cost Diff
Contractor Cost Diff
Computes the difference between the Est Contractor Cost and the Actual Contractor Cost. Automatically calculated as:
Contractor Cost Est - Contractor Cost Actual = Contractor Cost Diff
Misc. Cost Diff
Computes the difference between the Est Misc Cost and the Actual Misc Cost. Automatically calculated as:
Misc Cost Est - Misc Cost Actual = Misc Cost Diff
Total Cost Diff
Computes the difference between the Est Total Cost and the Actual Total Cost. Automatically calculated as:
Total Cost Est - Total Cost Actual = Total Cost Diff
Other Cost Fields
Unit of Measure
Defines the strategy used to measure work on this task.
For example, painting hydrants might be measured by each hydrant painted, while painting walls might be measured by the square foot.
If the related Task Setup record's Lock UOM option is enabled, the Unit of Measure field is read-only.
Unit Cost
States the user-defined cost for each unit of work.
# of Units
Indicates the number of units of assets that are associated with this task.
If the Lock Units field is not checked, the system automatically calculates the # of Units based on the following:
The Units field from each asset linked to the current task. The Asset > Units field is populated depending on how the Work Order's Category is configured.
Prevents the system from automatically calculating the # of Units field. This feature enables users to manually enter the # of Units without that value being overwritten by the system.
Unit Calc Method
Specifies how the # of Units value is calculated for the task based on the Work Quantity Calculations.
> Populate with Task Start Date - Sets the Task End Date = Task Start Date.
The ability to view this field is secured by the Allow View of Secured Fields permission. If a user does not have this permission, the field displays symbols (*"***.#*").