The Work module contains Planning and Budgeting modules allowing you to define your fiscal year, estimated budget, and asset maintenance tasks within each area of your department. These modules link to Work Orders so that you can track actual costs of labor and materials as well as compare your costs to the estimated budget amount.
Here, we've defined the typical work flow process used to define a fiscal year, create a department, and plan work tasks. Follow the steps below to utilize these modules in the Planning and Budgeting record set. For detailed information, follow the links below:
First, you'll need to turn on the "Integration with Planning Modules" option in Work Options. This option appears on the General Options tab.
In the Header, link your Department to the Fiscal Year you just created.
On the Status tab, indicate the division, sub-division, area, and sub-area associated with your department. You can also use this tab to modify Working Days per Month (which are initially carried over from the related Fiscal Year record).
In the Header, select a Task from the pick list and link your Task to the Fiscal Year you created earlier.
In the Setup tab, you can choose to associate your planned task with a Work Category. Then, associate your Task with the Department, Division, Sub-Division, Area, and Sub-Area you used in the Department record.
In the Setup tab, the system will fill in the Asset field if you selected an Inventory category above. If the Category you selected has a designated field to Sum or Count in the Work Flow Setup, Categories module, you can calculate the Units of Asset by pressing F5. Otherwise, you can manually enter Units of Asset. Then, enter the Conversion Factor, Units of Measure, Daily Quantity, Number of Crews Available, and Crew Hours per Day. The Crew Days Needed and Min Crew Days will be calculated by the system.
In the Resources tab, include all of the resources needed to complete one crew day's worth of work on the planned task. You can associate employees, equipment, materials, etc.
If you are not able to select specific employee or equipment resources from the list, check the Work Flow Setup, Classification module. For each classification you would like to add as a resource in your planned task, you'll need to select a class type. You'll then need to enter each employee's availability in that module. Once you have set up the employee resource availability in the Classifications module and assigned employee resources to the Planned Task module, the selected classifications will be automatically added to the Departments module, Availability tab.
In order for a classification to be automatically populated in the Department's Availability tab, the resource in that classification must be assigned to the Department AND to any Tasks associated with that Department. If the classifications don't appear in the grid, right click in the grid and select Populate Classifications.
In the Quantity tab, indicate how much work you want done on the Task on a per-month basis.
Once you have added all resources necessary to complete the task, setup information, and quantity information, the estimated Labor Days to complete the task and the estimated work Costs for this task will be calculated.
After you've created Fiscal Year, Department, and Planned Task records in the Planning and Budgeting modules, you can create work orders containing your recently created Planned Task. In order for costs to be calculated, make sure the following fields are filled in to match the data you've used in the Planning and Budgeting modules:
In the Work Order Header, select the Category and Main Task that were used in your Planned Task record.
If you did not identify a Category in the Planned Task record, any Category can be selected.
Make sure the Department, Division, Sub-Division, etc. is filled in on the Work Order Location tab. These must match the Department and Division information entered in the Planning and Budgeting modules.
These dates must be within the Fiscal Year in order to be calculated as part of the actual costs in the Planning and Budgeting modules.
Next, you'll need to associate resources with the Work Order Task so that the system can calculate costs. Use the Work Order Resources grid to complete this step.
Save and Close the record.
Now, you can run the Toolkit Cost Calculations. These perform cost updates allowing you to track how much money was spent in the fiscal year on planned tasks, how much of the budget has been expended, and how much of the budget remains. You can perform these Toolkit calculations at any time; however, we recommend that they are performed in the order below:
In the Planned Task module Toolkit, execute the "Match Work Order Tasks" function. If you identified a Category in the Planned Task, the system will find all completed work orders with this sub-task that have the matching category, department, and fiscal year. If you did not identify a Category, the system will find all completed work orders with this sub-task that match the department and fiscal year (regardless of Category). Then, execute the "Perform Cost Update" function. The system will total the actual amount, labor days, and costs of the tasks from the previous step. The results will be displayed on the Quantity, Labor Days, and Costs tabs.
Next, run the Toolkit functions in the Department module. You'll first execute the "Perform Cost Update" function to update the actual and estimated costs on the Costs tab as well as the actual and estimated labor days on the Labor Days tab. Then, execute the "Recalculate Fiscal Year Totals" function. This makes sure that the actual cost calculations on the Cost tab are in synch and accurate. The actual costs and labor days are based on Work Orders completed by this Department, in this Fiscal Year.
Finally, run the remaining Toolkit function in the Fiscal Year module. Execute the "Recalculate Fiscal Year Totals" function. This tool recalculates your total estimated and actual costs as well as makes sure that the calculations on the General tab are in synch.
Note: These Toolkit functions allow you to update your calculations on-demand; however, these calculations are also run each night by the Lucity PM Service.