Main Tasks and Sub Tasks

An agency establishes its broad list of Tasks in the Work > Administration > Work Flow Setup > Task Setup module. Task Classification fields on the on the Task Setup record determine whether each Task should appear in the Main Task and/or Sub Task picklists on Work Orders and PMs.

Depending on how a particular Task is classified, you can add a Task to a Work Order or PM three ways: 1) as a Main Task, 2) as a Sub Task, or 3) as both a Main and a Sub Task. The sections below explain how Main Tasks and Sub Tasks function in the Work program.

Main Task

The Main Task field on a Work Order or PM form identifies the primary action required to complete the Work Order or PM. The Main Task is critical: It defines what needs to be done, and often, who is responsible for the work.

When a user selects a Task as a Main Task on a Work Order or PM, Lucity automatically populates certain Work Order/PM fields using information carried over from the related Task Setup record. For example, the Task Setup record for a Task called "Plant Tree" might automatically assign the work to the Parks Department, predict a standard number of Est Labor Hours and call for Supervisor Mike Smith to oversee the work.

Example:

Main Task: Plant Tree

There are scenarios in which it makes sense to identify only the Main Task on a Work Order or PM; for example, when the job is very simple and there is no need to specify or track different parts of the work. Many agencies, however, find it beneficial to add Sub Tasks to a Work Order.
 

Sub Tasks

Work activities that appear in a Work Order or PM's Tasks grid are considered Sub Tasks. Sub Tasks allow an agency to tie Resources to the work and thereby track work hours and work costs for each Task. What's more, Sub Tasks can be directly linked to Assets on the Work Order or PM, so that an agency can determine how much time and money it spends working on a particular Asset.

When a user adds a record to the Task grid on a Work Order or a PM, Lucity automatically populates certain fields on the Task form. This data is carried over from the related Task Setup record. For example, the Task Setup record for a Task called "Install streetlamp" might automatically assign the work to a particular Task Crew, apply a specific Account #, and call for Supervisor Mike Smith from the Utilities department to oversee the work.

Example:

Main Task: Install streetlamp

Sub Tasks: Perform utility locate

Dig hole

Connect power

Install base/pole

Perform inspection

More information about the Work Order > Tasks grid

More information about the PM > Tasks grid

Defining default Sub Tasks for a Main Task

Certain Tasks may always involve certain Sub Tasks. To streamline the process of creating those records, Lucity's Task Setup module allows an agency to associate default Sub Tasks with a Task. Then, when a user selects that Task as a Main Task, Lucity automatically adds the Sub Tasks to the Work Order or PM's Tasks grid.

More information about defining default Sub Tasks in Task Setup

Tasks used as both Main and Sub Tasks

At times, you may want to add the Main Task on a Work Order or PM to the record's Tasks grid. Doing so would allow you to track Resource hours and costs for that Task.

Example:

Main Task: Install streetlamp

Sub Tasks: Install streetlamp

 
There are two ways to apply a task as both the Main Task and a Sub-Task on a Work Order:

1. Add the Task to its own Task Setup > Sub-Task grid. When you use this method, the Task also appears as a Sub-Task every time it is used as a Main Task on a Work Order.
   
   OR
   1. If you have not already, create the primary Task Setup record.
      1. In the Work > Administration > Work Flow Setup> Task Setup module, click the button. The Setup Task form appears.
      2. Enter a Task code and Task Text to uniquely identify the work activity (required).
      3. Indicate whether this Task is currently an Active Task.
      4. Use the check boxes to indicate whether this Task should be available as an option on:
         • Work Orders and/or PMs.
         • the Timesheet.
         • the Daily Work Inspection module.
      5. If the Work Order Enabled or PM Enabled boxes are checked mark whether the task can be used as a Main Task and/or Sub Task.
      6. Fill out other fields as necessary.
      7. Click the button to save the record. The new Task Setup record now appears in the grid.

   2. Click the to expand the that Task Setup record.
   3. In the Sub Tasks grid, click the Add button. The Sub-Tasks form appears.
   4. Select the same Task from the pop-up menu.
   5. Click OK.
   6. Complete the other form fields as desired. These default values will be carried over to any Work Order that lists this Task as the Work Order's Main Task.
      1. Add values to the Task Default Fields, if desired.
      2. Enter time and cost values in the Estimate Fields, if desired.
   7. Save and close the record. The Task now appears in its own Sub-Tasks grid.

2. Run the Add Main toolkit in the Work Order's Task toolbar. When you use this method, the Task also appears as a Sub-Task only on the selected Work Order.
   1. In the Work Orders module, click the button to expand the desired Work Order.
   2. In the Tasks grid, click the button and select Add Main Task. The toolkit runs and adds the Main Task on the Work Order to the Tasks grid.