This topic provides an overview of the data other than actual hours that you can update to help you determine the data you want to maintain. This additional data includes trades, tools,parts, other costs, repair types, and cause types. For information on updating actual hours, see Updating Craftsperson Actual Hours.
Although optional, taking the time to accurately record the tools, parts, trades, and other costs will help you analyze the cost of work, your efficiency in managing work, and the resources required to accomplish it.
For example, if you often need to record additional parts and tools, perhaps you could improve up-front planning and scheduling; if you have a lot of unclassified other costs, perhaps better planning of parts is needed.
When updating, you can add new craftspersons using the Add New button. See Adding Data as You Work. For tools and parts, you can select from only the list of data you develop as background data. See Developing a Parts Inventory and Reserving Tools for Work Requests.
You update work before marking it as completed.
Updating tools, trades, parts, and other costs has the following benefits
The following table describes the information you need to update to generate specific reports:
| Report | Description | Information Needed on Update Form |
|
Archived Work Requests by Trade |
Count of the number of work requests for each trade by month. This enables you to asses which trades are being most heavily used, and can be used when planning your staffing. |
Trades can be entered when updating work . Note: You can also enter trades when estimating work. Estimating is an advanced feature. See Estimating Trades and Parts. |
| Parts Usage History | A bar chart showing the parts used each month. the bar is color coded to show the different parts used. This is a way to quickly assess your most frequently used parts. | You enter parts using the Define Part Inventory task. After entering parts, you can reserve them for specific requests. See Developing a Parts Inventory. |
| Tool Usage History | Shows the actual hours the tool was used by month. Knowing how much each tool is used helps you evaluate your tools inventory. | You enter tools using the Define Tools background data task. See Developing a Tools Inventory. |
| Additional Reports - These reports are available if you enter specific information when updating information for the work request as described in the Notes column. | ||
| Report | Description | Notes |
| Archived Work Requests by Division and Department | Count of closed work requests for each division and department by month for the selected year | You must associate work requests with a division and department.You can do this by entering this information when updating the request information, or when submitting the work request by selecting a requestor who is associated with a division or department. See Tracking Work by Division and Department. |
| Archived Work Requests by Repair Type | Count of closed work requests by repair type. |
You define repair types using the Define Repair Types task under Background Process section of the Quick-Start home page. You then enter repair types as part of updating the work request. Repair Types define common resolutions to problems, such as cleaning, replacing, and moving. By entering repair types you are able to asses the amount of work you have for each repair type. |
| Archived Work Requests by Cause Type | Count of closed work requests by cause type |
You define cause types using the Define Cause Types task under Background Process section of the Quick-Start home page. Cause types are broad categories, such as vandalism, wear, user error, new installation, lack of preventive maintenance, or accident that help you assess the amount of work for each cause type. When you update work requests, you can select the cause type for a specific work request. |
| Archived Work Requests by Account | Count of closed work requests by account. |
You can associate an account with a work request when you update information for the request. Accounts enable you to charge costs to accounts rather than the components of the organizational hierarchy, such as divisions or departments. For example, suppose your company needs to track the maintenance costs related to an expansion project involving many divisions in the company. To charge the costs to the project's budget, you can establish an account for the project. You can then review your closed work by account for each month in a selected year. See Define Accounts. |