PHR CRM - User contributions [en]

PHR Operations & Scheduling

2025-09-09T15:18:45Z

Guido.gastaldi: /* Internal Tasks */

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

==PHR Operations & Scheduling==

The Operations team at PHR is responsible for two types of scheduling:
# Internal Tasks
# External or Field employee Tasks

==Internal Tasks==
Operations will use [https://calendar.google.com/calendar/u/0?cid=Y19jNzZkY2I5NGJkMWQyOGQxZjliYzVkODk2YTIyNzk2NjNiY2ZmZjg5OWRkMDJlY2YwODdhZWExNjkzMTdmM2FhQGdyb3VwLmNhbGVuZGFyLmdvb2dsZS5jb20 Operations Team Calendar] to initially schedule the following as recurring events and reminders. They will then use the Pothole Repair CRM to set these up as tasks when the due date is close (within two weeks of the due date).
* '''Technician Onboarding and Training''': For details, visit the[http://18.207.158.143:8080/index.php/New_Technician/_Driver_Onboarding,_Training_and_Documentation Technician Onboarding and Training Section]
** Truck visual inspection and practical driving test for new technicians (to be scheduled within 1 week of joining)
** ELD and eTechnician App setup (to be scheduled within 1 week of joining)
** Online technician training (to be scheduled within 1 week of joining)
** Written Senior Technician exam (after 90 days and within 6 months of their onboarding and training)
* '''Annual Driving Tests''' (to be scheduled on one day within one week in January annually)
* '''DOT physical inspections''' (initial test on hire within first week, then scheduled prior to each subsequent expiration date) [http://18.207.158.143:8080/index.php/DOT_Physical Anual DOT Physical inspection]
* '''DOT vehicle inspections''' (to be scheduled annually during January/ February) [https://drive.google.com/file/d/1FbD0C1MR5pwhtyK0F7Pzp4COCRo19yjj/view?usp=drive_link DOT Inspection Form for Truck] and [https://drive.google.com/file/d/1pXpOYZHkBBnLuGwLT1bDhXWQ0sVhk7CT/view?usp=drive_link DOT Inspection Form for Trailer]
* '''Monthly Inventory and Truck/Trailer cleaning days''' (last working week of each month): For details, visit the[http://18.207.158.143:8080/index.php/Inventory_Management Inventory Management Section]
* '''Bi-Annual Inventory Audits''' (to be scheduled in January & June)
* '''Maintenance schedules''' for truck, trailer, and small machines (every 3 months- January, April, July and October) using [https://docs.google.com/spreadsheets/d/16CoIrFW1TULhmQXTp_2E0HxGA3dB-LKmMhbmSmi3vj4/edit the maintenance records]
* '''Job Site Quality Control Visits''' (to be scheduled at least once a month for each crew): Operations will create the task and schedule, considering Branch Manager’s proximity to client job location. Branch Manager will conduct the Quality Control Visit and complete the [https://docs.google.com/forms/d/e/1FAIpQLScud4EzotE3GN6bZGghB5CEyaEp63VkVEdW1xLNTET0viU0bg/viewform?usp=sharing Quality Assurance Visit Assessment Form]. Branch Manager will upload all data related to these visits to Google Drive.
* '''Asphalt Delivery:''' By managing the calendar, Operations can coordinate asphalt deliveries, equipment rentals, and manpower, ensuring projects remain on schedule. For this, we use to main vendors:

'''Laurel Sand & Gravel: '''
Phone: 301-776-3919
Address: 5401 Van Dusen Road, Laurel, MD 20707.
Call to schedule 50-60 tons one or two days before needed. The charge is to Barry’s card ending 7719

'''Sunbelt Rentals:'''
Phone: 240-492-1540
Address: 8400 Pennsylvania Avenue, Upper Marlboro, MD 20772.
Website: [https://www.sunbeltrentals.com/login/ Sunbelt Rentals]
User: crystal@potholerepair.com
PW: MiL0t8220
Call or place the equipment order directly through the website using the provided link

How to create a task in the CRM:
Once the user has logged into the CRM, at the top right, they can select "New Task" to open a new task.

[[File:Special task button.jpg|750px|thumb|center]]

They can name the special task, assign it to a team member, select the type of task from the dropdown and add other details. They click "Save" to save the task.

[[File:Special task creation.jpg|750px|thumb|center]]

The special task then shows up in the dispatch calendar and the user can click on it to check or modify details.
[[File:Special task calendar detail (1).jpg|750px|thumb|center]]

==External or Field employee Tasks:==
# Surveyor Inspections
# Technician Jobs

=== Survey Inspection Scheduling===
'''Three types of survey inspections:'''
* Regular- Regular inspections appear directly in the scheduling list and must be completed within 7 days. Operations team is not required to email or notify client when inspection will occur. Operations members receive high-urgency notifications on day 6.
* Walk with Clients- This survey item appears outlined in red for inspection scheduling only if WWC. Dispatch contacts clients '''immediately''' (no later than the same day) and schedules the inspection as per client preferences.
* PARC surveys- Auto generated by system and has to be scheduled within 2 weeks.

'''Daily schedule:''' Surveyors can do 10 surveys within a 5-hour driving time, and work for 5 random days from Sunday to Saturday. PARC and regular surveys take approximately 30 minutes each, while WWCs may take 1 hour or more. Large properties such as sports arenas, shopping malls etc. may take longer. CSR notes are embedded in the inspection task and must be read before inspecting and marking the lot.

'''Scheduling and building the route for surveys:'''
Dispatch considers various factors when designing and updating routes:

* Types of Inspection Surveys
Regular- assign time of 30- 60 minutes
WWC- assign a longer time of 60-90 minutes. When possible, operations is to assign only one or two WWC per day in order to maximize the total number of inspections performed daily. WWCs are scheduled in advance as per client preference. Surveyor contacts the client prior to arrival on site and confirms the appointment.
PARC surveys- assign time of 30 minutes

* Surveyors within the client region

* Drive time to and from survey/client locations
Use Google Maps for efficient route design and Drive Time calculator in CRM, to find the shortest driving time between client locations

* Weather considerations (avoiding rain, snow, wind)
Rain- On small lots, even if the paint washes away, the technician can still find the repairs. For large lots, do not schedule a survey if there is rain forecasted. Under active rain conditions, surveys cannot be completed. However, the surveyor can wait the rain out or move on to another client location where it is not raining that day.

Snow- If it starts snowing during the survey, the survey cannot be completed. Do not schedule a survey under snow conditions unless the client site has already been plowed. Operations to call the client a day before the survey and ensure that the lot has been plowed and can be marked.

Wind- Complete survey as normal, taking precautions to avoid paint splatter such as cardboard guards, paint wheels, handheld paint applicators etc.

* Sales pressure
PHR tries to accommodate sales (and clients) and complete surveys within a timely manner. So, if there is a request to complete a survey earlier than scheduled, operations will try to rearrange the schedule and accommodate the client if possible, either by sending out an additional surveyor or team member.

* Time
Surveyors can do 10 surveys per day. The number of surveys can vary depending on the type of survey, extent of damage and client location. PARC surveys can take less time than a WWC. Client locations can be spread out. Lots can be bigger than planned or have more damage than anticipated.

* Property type: Surveyors can choose where to begin, and how to plan their survey inspections during the day, as long as the surveys are not WWCs and don't interfere with a client’s specific request or conflict with CSR's notes for the survey.

On rare occasions, surveyors may be asked to complete jobs outside of our normal areas of operation, requiring special permission/approval from management (Terry).

===Approval and Dispatch===
* Customer approves and signs the proposal, sending it back to CSR. CSR adds necessary written authorization documents and checks and/or modifies product table to ensure work reflected in system matches work specifically authorized by client. CSR then ensures that the COI has been ordered (or is in place) and changes the status of the proposal to "Authorized by Client" to advance the work order to the Operations team.
* Operations team checks the job into the scheduling system by verifying all approvals and proposals are complete, authorized by the client, and the system properly reflects the work authorized (price on the paperwork matches the price on the actual dispatch). For details, please visit the [http://18.207.158.143:8080/index.php/Dispatch#Dispatch_Online_Feed Dispatches to check in Section].
* Once the job is checked in, Operations team is to schedule the jobs in the Dispatch calendar and then click on the dispatch number to send the customized email to the client.

[[File:Scheduled dispatch detail.jpg|750px|thumb|center]]

For the following situations, Operations sends a customized confirmation email to the client (using the correct template) and provides the scheduling details:
**Fixed or Emergency jobs
**Rescheduled jobs
**Pending jobs
**Partially completed jobs

[[File:Dispatch email templates.jpg|750px|thumb|center]]

All fields (from, to, cc, subject and email body) are editable and are to be correctly customized by the Operations team before sending.

===Job Scheduling===
Dispatch reviews specifications and schedules the job.
'''4 types of jobs/ dispatches:'''
* Priority/ Emergency job: '''Emergency jobs MUST BE completed in 72 hours or less''', incurring extra costs for potential route disruption.
* Regular job: Must be completed within 2 weeks of approval.
* Fixed Date jobs: Scheduled well in advance, providing clients with advance notice based on their preferences. MAY exceed the two week limit for job completion based on clients preference and need to provide advance notice of the scheduled work.
* Cold weather jobs: In temperatures below 30 degrees, each Thermal Repair (TR) takes much longer, approx. 45 minutes to 1.5 hours. The cold weather plan involves providing clients with a temporary patch during winter, and the PHR team returns in spring for a permanent fix. Clients are billed for the temporary repair, with no payment due for the final repair. Photos of the damage, temporary repair, and final repair are provided to the client. Cold weather repairs are expedited, with a 60 TR job taking only a few hours, as opposed to the normal 2-2.5 days. If the temperature rises above 40 degrees or if work is slow, technicians switch to thermal repairs, adjusting the schedule accordingly. You can read more about the process here. CWP repairs ALSO REQUIRE a second dispatch and second invoice showing completed final repairs. These springtime second round repairs must be worked into spring routes efficiently.

In an 8-hour shift, tech teams complete 25-30 TRs within 4 hours of driving time. Unloading, starting machines, and cleaning/packing equipment can take 30 minutes for each job. So the Operations team must pay attention to both the number of TRs scheduled and the # of jobs scheduled. Technicians receive job details in the E-TECHNICIAN app.

When the job is completed (closed in E-TECHNICIAN app), Customer, Operations, and CSR receive a completion notification, with link to after pictures

'''Scheduling and building the route for technician jobs:'''
Operations team should build the job schedule, keeping in mind the nature of the client, when the client location would be least busy while respecting the dispatch notes.

Operations team should review schedules proactively and several times daily to ensure best possible routing, avoid bad weather by shifting crews to different areas, work in nearby jobs, etc.

Dispatch considers various factors when designing and updating routes for technician jobs:
* Types of Repairs
Emergency repair- assign time of 60 minutes for 4 TRs. Emergency repairs take priority and the operation team MUST accommodate the client.
Regular repair- assign time of 60 minutes for 4 TRs
Wheel Rut repairs- assign time of 60 minutes for 4 TRs.
Fixed Type repair- assign time of 60 minutes for 4 TRs. Fixed job types are scheduled in advance for a specific date as per client preferences and the operation team generally tries to accommodate the client.
Cold Weather repairs- assign time of 30 minutes for 4 TRs.

* Technicians within the client region.

* Drive time to and from client locations
Use Google Maps for efficient route design and Drive Time calculator in CRM, to find the shortest driving time between client locations

* Weather considerations (avoiding rain, snow, wind)
Rain- Do not schedule a repair if there is continuous rain forecasted. Under active rain conditions, repairs cannot be completed. Technicians can work under light rain conditions but they should stop and notify operations if the rain continues, puddles form or they are working in a flow path where water cannot be prevented from entering the repair or on an inclined site where there is water run off etc.

Snow- If it starts snowing during the repair, technicians can complete that one repair and then stop. Operations should not schedule a repair under continuous snow conditions. Operations to call the client a day before a scheduled repair and ensure that the lot has been plowed and repaired if there was recent snow activity.

Wind- Complete the repairs as normal, using wind blinds to keep the IR hot and functional.

* Sales pressure
PHR tries to accommodate sales (and clients) and complete repairs within a timely manner. So, if there is a request to complete a repair earlier than scheduled, operations will revisit the schedule and try to accommodate the client by sending out an additional technician team.

* Time
Technicians can complete 25 - 30 TRs per day. The number of repairs that technicians can complete can vary depending on the drive time between client locations, traffic jams, type of repair, type of lot, extent of damage, location of repairs and delays caused due to water pooling, too much traffic in limited spaces, cars parked on the repair, at client’s request to leave the property, etc.

* Property type (General Guidelines):
Operations team should follow [https://drive.google.com/file/d/12RQWyRzqu8_XW0Rs1TzX205AGJBh1N3f/view?usp=drive_link Dispatch Job Type & Scheduling Guidelines] while scheduling job for technicians.

'''Please note: The following timelines are guidelines and not hard and fast rules. The PHR team can be there earlier or later than below times to complete their scheduled repairs and should always maintain a respectful, non-disruptive presence while working. '''

**Apartments - M-F, recommended start time 9 with departure by 4. Do not schedule for weekend or earlier start time unless specifically approved or requested by the PM.
**Shopping Center/ Mall/ Strip Mall - M-F with earliest possible start time, avoid scheduling for Saturday but Sunday early morning is ok. Be especially careful of scheduling during the Christmas shopping season.
**Office Building/ Office Park - Almost any day of the week can work, weekends are ideal in most cases. Scheduling may be best with an early or late start depending on location of repairs and management preferences.
**Auto Dealership/ Car Sales Lot – Be certain repairs are not in flow-path of water from on-site car wash process - when they are, coordinate schedule to avoid any time the car wash will be in use. Avoid weekend and holiday schedule unless lot will be closed. Generally, a start time as early as possible Monday through Friday is best for these clients.
**Church- These property types can be done during the week, usually any time of day is fine. Should the church have a day care or school the job will need to be scheduled outside of to accommodate their preference.
**Federal/State/Local Government - Government facilities vary greatly from schools to office buildings, courthouses, fire stations and more. Generally, they must be scheduled to avoid peak use times - schools during very early morning so we are done before children arrive, late afternoon so we arrive after children are gone, or weekends when no children are there. Each type of property under the Government banner must be scheduled to minimize disruption to the clients and make it as easy as possible for technicians to provide repairs.
**Financial Institutions/Banks – Early in the morning before drive-through or site opens as these are typically small, tight lots. Weekends and/or minor holidays when they are closed (Check hours on-line) are also a good option.
**Restaurants – Avoid mealtimes based on the type of restaurant. If they do not serve breakfast, mornings are great. Check hours online, schedule between mealtime peaks or after closing.
**Gas Station - Avoid morning and afternoon commute times. Schedule early or mid-day. If there are several gas stations in nearby locations, planning one overnight schedule is often a good option.
**Golf Course - Avoid weekends and most work holidays. Very early start is generally best. Check course hours online and coordinate with on-site staff.
**HOA/ OA/ Civic Association - M-F 9 to 4 unless client requests alternative arrangement.
**Hotel/ Motel - M-F 11 - 4 unless client requests alternative arrangement.
**Industrial/ Factory/ Warehouse - Weekends are generally best for these clients, but some facilities are slow at various times during the week and may be scheduled based upon input from the client.
**Medical Facility/Hospital - Early mornings are often the best choice for many hospitals and medical buildings. Depending on the type of facility, they may be closed on specific days and/or hours. If 24/7 schedule, early mornings or late afternoons are generally best.
**Mobile Home Park - M-F, recommended start time 9 with departure by 4. Do not schedule for weekend or earlier start time unless specifically approved or requested by the PM.
**Mom & Pop (Various small & independent) Business - Schedule for the least busy and disruptive time possible for the specific type of business operation.
**Retail Chain or Franchise - Generally early morning works best for retail-oriented businesses, except for restaurants.
**School or College - Try to avoid scheduling while class is in session. Schedule for early morning before students arrive, late afternoon after students depart or weekends when students and teachers are not present at all.
**Storage Facility – M-F middle of the day tends to work well for these businesses.
**Trade Association/ Non-Profit - In most cases, these can be scheduled almost anytime unless they have special circumstances or requests.

'''Technicians have to follow the schedule. Any deviation should be reported to Operations''' and technicians have to wait for further instructions. If the job is incomplete, techs are not allowed to leave the site without talking to Operations.

Operations team MUST MONITOR the LIVE ONLINE feed in the dispatch dash to ensure proper progress across all teams and all sites. If a job is more than 30 minutes behind, ops team should call the technician team proactively to resolve whatever issue has prevented timely start or pace of job.

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

Inventory Management

2025-09-09T15:17:55Z

Guido.gastaldi: /* Master Warehouse Inventory */

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

=Introduction=

Effective inventory management is a critical component of ensuring operational efficiency and customer satisfaction. This wiki page outlines a comprehensive four-step inventory management process, including inventory checks, record updates, ordering, and receiving. The process involves various teams, from branch managers and technicians to the operations and admin teams, each playing a crucial role in maintaining accurate inventory levels.

==Inventory Checks==
====Inventory Overview and Scheduling====

'''Scheduling''': The Operations Team will schedule
* '''For each yard: a regular monthly inventory checks- yard and truck on the same day'''. If the monthly inventory check date is in conflict with an emergency job, then the monthly inventory check will be rescheduled to another convenient date within the week. The Branch Manager and the Technician will conduct these inventory checks together, so both must be scheduled via the CRM task system.

* '''A monthly task for the surveyor''' to call the branch manager about their current inventory status and needs in their car.

* '''A monthly task for the HQ''' to inventory the master warehouse.

'''Process:'''
Operations team schedules the monthly inventory checks for the truck, surveyor vehicles, yard and warehouse. Branch Managers conduct truck, surveyor vehicle and yard stock checks at their respective locations and fill in the printed out sheets [[Employees PHR Inventory Mastersheet 2023]]. Branch managers then email the completed and final inventory sheets to the Operations Team. Operations team will then update inventory records, place orders to replenish yard inventories and follow up with branch managers to ensure they receive the orders in time. Operations team will follow up with branch managers to ensure that the inventory process is completed in time and to satisfaction.

HQ Personnel: Conduct the master warehouse inventory using a printout of the [http://18.207.158.143:8080/index.php/Employees_PHR_Inventory_Mastersheet_2023 Employees PHR Inventory Mastersheet 2023] and email the final completed sheet to Operations.

====Truck Inventory====

'''Planning:''' Technicians use the eTechnician App to view their jobs and ensure they have enough inventory for the upcoming week (including special attention items such as risers).

'''Utilization:''' Technicians use the eTechnician App to input usage during the week. Operations monitors the incoming data from the app and notifies the Branch Manager immediately to replenish or replace the required inventory on the truck (excluding repair materials such as asphalt, tack and propane).

'''Monthly Checks:''' Technicians completed scheduled monthly inventory checks with branch managers.

====Yard Inventory====

'''Planning:''' Branch managers plan yard inventory for the month ahead. At all times, branch managers work with Operations to ensure that they have enough inventory for the next two months.

'''Utilization:''' Items are provided to technicians and surveyors during the month as needed.

'''Monthly Checks:''' At the end of the month, branch managers fill out printed inventory sheets and submit them to the Operations Team via email.

====Surveyor Inventory====

'''Planning:''' The surveyor checks inventory before and after every trip to ensure he has what he needs for the week ahead.

'''Monthly Reporting:''' Surveyors are scheduled to call branch managers and inform branch managers about their usage at the end of each month.

'''Refill:''' Branch managers refill surveyor inventory for the upcoming month when the surveyor next visits the yard.

====Master Warehouse Inventory====

'''Planning:''' HQ oversees master warehouse inventory to ensure that the warehouse has what the company needs for the next 6 months ahead.

'''Monthly Checks:''' HQ designates monthly inventory checks for the master warehouse and submits the information to Operations via email.

== Updating Records ==
Using the printouts sent to them by the Branch Managers, Operations Team will update and validate the Monthly inventory checks, using the [[PHR Inventory Calculation Sheets]].

Operations will then order items to replenish stock and have the orders directly shipped to the respective yards.

== Ordering Process ==
====Ordering Responsibilities====

'''Operations Team:''' Places orders for yard, truck, and surveyor supplies, makes payment, and has the items directly shipped to the respective yard. Uses the [[Operations: PHR Inventory Mastersheet 2023]] to find the right items.

'''Admin Team:''' Places orders and processes payments for capital equipment.

'''Payment Process:''' Varied payment methods as per the vendor, including credit cards, Paypal, accounts, and line of credit.

====Purchase Order Policies====

'''Adherence:''' Items exceeding $800 in cost require a PO. The [[purchase order policy]] emphasizes the importance of selecting vendors based on the optimal combination of: price, delivery capabilities, quality, past performance, service capabilities, ease of ordering, and payment.

'''Vendor Relationships:''' Operations Team ensures that the [http://18.207.158.143:8080/index.php/Vendor_Mastersheet Vendor Mastersheet] is updated regularly and uses it to build strong vendor relationships.

== Receiving ==

'''Quality Assurance Checks:''' Branch managers and HQ check orders for quality, accuracy, and completeness. If the branch manager doesn’t receive the required order within 2 weeks, they should contact the operations team immediately.

'''Reporting Issues:''' Branch Managers and HQ should immediately contact the operations team for any problems with the orders.

==Conclusion==

This comprehensive inventory management process involves collaboration between various teams, utilizing technology, and adhering to strict policies. Regular checks, accurate record-keeping, and efficient ordering and receiving processes contribute to maintaining optimal inventory levels and ensuring smooth business operations.

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

Inventory Management

2025-09-09T13:14:58Z

Guido.gastaldi: /* Master Warehouse Inventory */

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

=Introduction=

Effective inventory management is a critical component of ensuring operational efficiency and customer satisfaction. This wiki page outlines a comprehensive four-step inventory management process, including inventory checks, record updates, ordering, and receiving. The process involves various teams, from branch managers and technicians to the operations and admin teams, each playing a crucial role in maintaining accurate inventory levels.

==Inventory Checks==
====Inventory Overview and Scheduling====

'''Scheduling''': The Operations Team will schedule
* '''For each yard: a regular monthly inventory checks- yard and truck on the same day'''. If the monthly inventory check date is in conflict with an emergency job, then the monthly inventory check will be rescheduled to another convenient date within the week. The Branch Manager and the Technician will conduct these inventory checks together, so both must be scheduled via the CRM task system.

* '''A monthly task for the surveyor''' to call the branch manager about their current inventory status and needs in their car.

* '''A monthly task for the HQ''' to inventory the master warehouse.

'''Process:'''
Operations team schedules the monthly inventory checks for the truck, surveyor vehicles, yard and warehouse. Branch Managers conduct truck, surveyor vehicle and yard stock checks at their respective locations and fill in the printed out sheets [[Employees PHR Inventory Mastersheet 2023]]. Branch managers then email the completed and final inventory sheets to the Operations Team. Operations team will then update inventory records, place orders to replenish yard inventories and follow up with branch managers to ensure they receive the orders in time. Operations team will follow up with branch managers to ensure that the inventory process is completed in time and to satisfaction.

HQ Personnel: Conduct the master warehouse inventory using a printout of the [http://18.207.158.143:8080/index.php/Employees_PHR_Inventory_Mastersheet_2023 Employees PHR Inventory Mastersheet 2023] and email the final completed sheet to Operations.

====Truck Inventory====

'''Planning:''' Technicians use the eTechnician App to view their jobs and ensure they have enough inventory for the upcoming week (including special attention items such as risers).

'''Utilization:''' Technicians use the eTechnician App to input usage during the week. Operations monitors the incoming data from the app and notifies the Branch Manager immediately to replenish or replace the required inventory on the truck (excluding repair materials such as asphalt, tack and propane).

'''Monthly Checks:''' Technicians completed scheduled monthly inventory checks with branch managers.

====Yard Inventory====

'''Planning:''' Branch managers plan yard inventory for the month ahead. At all times, branch managers work with Operations to ensure that they have enough inventory for the next two months.

'''Utilization:''' Items are provided to technicians and surveyors during the month as needed.

'''Monthly Checks:''' At the end of the month, branch managers fill out printed inventory sheets and submit them to the Operations Team via email.

====Surveyor Inventory====

'''Planning:''' The surveyor checks inventory before and after every trip to ensure he has what he needs for the week ahead.

'''Monthly Reporting:''' Surveyors are scheduled to call branch managers and inform branch managers about their usage at the end of each month.

'''Refill:''' Branch managers refill surveyor inventory for the upcoming month when the surveyor next visits the yard.

====Master Warehouse Inventory====

'''Planning:''' HQ oversees master warehouse inventory to ensure that the warehouse has what the company needs for the next 6 months ahead.

'''Monthly Checks:''' HQ designates monthly inventory checks for the master warehouse and submits the information to Operations via email.

'''Asphalt Delivery:''' By managing the calendar, Operations can coordinate asphalt deliveries, equipment rentals, and manpower, ensuring projects remain on schedule. For this, we use to main vendors:

'''Laurel Sand & Gravel: '''
Phone: 301-776-3919
Address: 5401 Van Dusen Road, Laurel, MD 20707.
Call to schedule 50-60 tons one or two days before needed. The charge is to Barry’s card ending 7719

'''Sunbelt Rentals:'''
Phone: 240-492-1540
Address: 8400 Pennsylvania Avenue, Upper Marlboro, MD 20772.
Website: [https://www.sunbeltrentals.com/login/ Sunbelt Rentals]
User: crystal@potholerepair.com
PW: MiL0t8220
Call or place the equipment order directly through the website using the provided link

== Updating Records ==
Using the printouts sent to them by the Branch Managers, Operations Team will update and validate the Monthly inventory checks, using the [[PHR Inventory Calculation Sheets]].

Operations will then order items to replenish stock and have the orders directly shipped to the respective yards.

== Ordering Process ==
====Ordering Responsibilities====

'''Operations Team:''' Places orders for yard, truck, and surveyor supplies, makes payment, and has the items directly shipped to the respective yard. Uses the [[Operations: PHR Inventory Mastersheet 2023]] to find the right items.

'''Admin Team:''' Places orders and processes payments for capital equipment.

'''Payment Process:''' Varied payment methods as per the vendor, including credit cards, Paypal, accounts, and line of credit.

====Purchase Order Policies====

'''Adherence:''' Items exceeding $800 in cost require a PO. The [[purchase order policy]] emphasizes the importance of selecting vendors based on the optimal combination of: price, delivery capabilities, quality, past performance, service capabilities, ease of ordering, and payment.

'''Vendor Relationships:''' Operations Team ensures that the [http://18.207.158.143:8080/index.php/Vendor_Mastersheet Vendor Mastersheet] is updated regularly and uses it to build strong vendor relationships.

== Receiving ==

'''Quality Assurance Checks:''' Branch managers and HQ check orders for quality, accuracy, and completeness. If the branch manager doesn’t receive the required order within 2 weeks, they should contact the operations team immediately.

'''Reporting Issues:''' Branch Managers and HQ should immediately contact the operations team for any problems with the orders.

==Conclusion==

This comprehensive inventory management process involves collaboration between various teams, utilizing technology, and adhering to strict policies. Regular checks, accurate record-keeping, and efficient ordering and receiving processes contribute to maintaining optimal inventory levels and ensuring smooth business operations.

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

Inventory Management

2025-09-09T13:14:14Z

Guido.gastaldi: /* Master Warehouse Inventory */

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

=Introduction=

Effective inventory management is a critical component of ensuring operational efficiency and customer satisfaction. This wiki page outlines a comprehensive four-step inventory management process, including inventory checks, record updates, ordering, and receiving. The process involves various teams, from branch managers and technicians to the operations and admin teams, each playing a crucial role in maintaining accurate inventory levels.

==Inventory Checks==
====Inventory Overview and Scheduling====

'''Scheduling''': The Operations Team will schedule
* '''For each yard: a regular monthly inventory checks- yard and truck on the same day'''. If the monthly inventory check date is in conflict with an emergency job, then the monthly inventory check will be rescheduled to another convenient date within the week. The Branch Manager and the Technician will conduct these inventory checks together, so both must be scheduled via the CRM task system.

* '''A monthly task for the surveyor''' to call the branch manager about their current inventory status and needs in their car.

* '''A monthly task for the HQ''' to inventory the master warehouse.

'''Process:'''
Operations team schedules the monthly inventory checks for the truck, surveyor vehicles, yard and warehouse. Branch Managers conduct truck, surveyor vehicle and yard stock checks at their respective locations and fill in the printed out sheets [[Employees PHR Inventory Mastersheet 2023]]. Branch managers then email the completed and final inventory sheets to the Operations Team. Operations team will then update inventory records, place orders to replenish yard inventories and follow up with branch managers to ensure they receive the orders in time. Operations team will follow up with branch managers to ensure that the inventory process is completed in time and to satisfaction.

HQ Personnel: Conduct the master warehouse inventory using a printout of the [http://18.207.158.143:8080/index.php/Employees_PHR_Inventory_Mastersheet_2023 Employees PHR Inventory Mastersheet 2023] and email the final completed sheet to Operations.

====Truck Inventory====

'''Planning:''' Technicians use the eTechnician App to view their jobs and ensure they have enough inventory for the upcoming week (including special attention items such as risers).

'''Utilization:''' Technicians use the eTechnician App to input usage during the week. Operations monitors the incoming data from the app and notifies the Branch Manager immediately to replenish or replace the required inventory on the truck (excluding repair materials such as asphalt, tack and propane).

'''Monthly Checks:''' Technicians completed scheduled monthly inventory checks with branch managers.

====Yard Inventory====

'''Planning:''' Branch managers plan yard inventory for the month ahead. At all times, branch managers work with Operations to ensure that they have enough inventory for the next two months.

'''Utilization:''' Items are provided to technicians and surveyors during the month as needed.

'''Monthly Checks:''' At the end of the month, branch managers fill out printed inventory sheets and submit them to the Operations Team via email.

====Surveyor Inventory====

'''Planning:''' The surveyor checks inventory before and after every trip to ensure he has what he needs for the week ahead.

'''Monthly Reporting:''' Surveyors are scheduled to call branch managers and inform branch managers about their usage at the end of each month.

'''Refill:''' Branch managers refill surveyor inventory for the upcoming month when the surveyor next visits the yard.

====Master Warehouse Inventory====

'''Planning:''' HQ oversees master warehouse inventory to ensure that the warehouse has what the company needs for the next 6 months ahead.

'''Monthly Checks:''' HQ designates monthly inventory checks for the master warehouse and submits the information to Operations via email.

'''Asphalt Delivery:'''By managing the calendar, Operations can coordinate asphalt deliveries, equipment rentals, and manpower, ensuring projects remain on schedule. For this, we use to main vendors:

'''Laurel Sand & Gravel: '''
Phone: 301-776-3919
Address: 5401 Van Dusen Road, Laurel, MD 20707.
Call to schedule 50-60 tons one or two days before needed. The charge is to Barry’s card ending 7719

'''Sunbelt Rentals:'''
Phone: 240-492-1540
Address: 8400 Pennsylvania Avenue, Upper Marlboro, MD 20772.
Website: [https://www.sunbeltrentals.com/login/ Sunbelt Rentals]
User: crystal@potholerepair.com
PW: MiL0t8220
Call or place the equipment order directly through the website using the provided link

== Updating Records ==
Using the printouts sent to them by the Branch Managers, Operations Team will update and validate the Monthly inventory checks, using the [[PHR Inventory Calculation Sheets]].

Operations will then order items to replenish stock and have the orders directly shipped to the respective yards.

== Ordering Process ==
====Ordering Responsibilities====

'''Operations Team:''' Places orders for yard, truck, and surveyor supplies, makes payment, and has the items directly shipped to the respective yard. Uses the [[Operations: PHR Inventory Mastersheet 2023]] to find the right items.

'''Admin Team:''' Places orders and processes payments for capital equipment.

'''Payment Process:''' Varied payment methods as per the vendor, including credit cards, Paypal, accounts, and line of credit.

====Purchase Order Policies====

'''Adherence:''' Items exceeding $800 in cost require a PO. The [[purchase order policy]] emphasizes the importance of selecting vendors based on the optimal combination of: price, delivery capabilities, quality, past performance, service capabilities, ease of ordering, and payment.

'''Vendor Relationships:''' Operations Team ensures that the [http://18.207.158.143:8080/index.php/Vendor_Mastersheet Vendor Mastersheet] is updated regularly and uses it to build strong vendor relationships.

== Receiving ==

'''Quality Assurance Checks:''' Branch managers and HQ check orders for quality, accuracy, and completeness. If the branch manager doesn’t receive the required order within 2 weeks, they should contact the operations team immediately.

'''Reporting Issues:''' Branch Managers and HQ should immediately contact the operations team for any problems with the orders.

==Conclusion==

This comprehensive inventory management process involves collaboration between various teams, utilizing technology, and adhering to strict policies. Regular checks, accurate record-keeping, and efficient ordering and receiving processes contribute to maintaining optimal inventory levels and ensuring smooth business operations.

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

Mobile applications

2025-01-27T15:34:28Z

Guido.gastaldi:

=Motive Support Line=

For any questions or issues with your Motive App, feel free to call the Motive Support Line at 855-434-3564

=Proposal Maker=

The Proposal Maker app works on the same concept as the Lead Generator App, using a ''wizard'' to guide the user step by step and avoid missing or skipping information.

The slight difference between them is that surveyors use this app to assess the damage and provide quotes and job requirements to fix the potholes in a property, such as size, amount of TRs, type of work and tools needed, etc. Surveyors use their access to see all the activities assigned to them, including the property type to visit and directions to do so.

The series of images below display each section with brief descriptions
Below is the main screen where the surveyors can see all assigned activities and filter them by date.

[[File:Screenshot 2024-09-05-12-19-20-638 com.pothole.etechnician.jpg|250px|thumb|center]]

They can access more options by hitting the sandwich menu at the top left corner.

[[File:Screenshot 20220805-054001 Proposal Maker.jpg|250px|center]]

For each task, they can directly contact the customer and the opportunity owner.

[[File:Photo 2024-09-12 16.32.42.jpg|250px|center|thumb]]

[[File:Photo 2024-09-12 16.40.28.jpg|250px|center]]

They can see more information about the opportunity, use the GPS to navigate the property, or complete the opportunity.

[[File:Screenshot 2024-09-05-12-20-00-959 com.google.android.apps.maps.jpg|250px|thumb|center]]

[[File:Screenshot 2024-09-05-12-20-13-372 com.pothole.etechnician.jpg|250px|thumb|center|3]]

If needed, the surveyors can also add more repairs, PH damage, or External Damage where the damage needs to be repaired by one of our partners.

[[File:Screenshot 2024-09-05-12-21-20-799 com.pothole.etechnician.jpg|250px|thumb|center]]

If they were to add more repairs, they first need to take a ''before picture'' of the damage.

[[File:Screenshot 2024-09-05-12-21-36-157 com.pothole.etechnician.jpg|250px|thumb|center]]

[[File:Screenshot 2024-09-05-12-22-53-084 com.android.camera.jpg|250px|thumb|center]]

After taking the picture, they have to set the estimated amount of TRs (Thermal Repairs) they think will be needed to fix that damage.

[[File:Screenshot 2024-09-05-12-23-09-804 com.pothole.etechnician.jpg|250px|thumb|center]]

In the next step, the surveyor has to set the specific pothole location, the more accurate, the better.

[[File:Screenshot 2024-09-05-12-23-34-539 com.pothole.etechnician.jpg|250px|thumb|center]]

Then they must specify whether the technicians will need to take any extra tools or materials, and finally add notes to the job.

[[File:Screenshot 2024-09-05-12-24-30-635 com.pothole.etechnician.jpg|250px|thumb|center]]

Finally, once they have closed it, the system will ask the technician to confirm having read the task notes, add notes to the opportunity, and finish the task.

[[File:Screenshot 2024-09-05-12-24-38-294 com.pothole.etechnician.jpg|250px|thumb|center]]

The other option is to add or create an External Proposal for our partners. When the surveyor clicks on "External Damage," the app will show a pop-up window asking confirmation to proceed.

[[File:Screenshot_2024-09-05-12-21-20-799_com.pothole.etechnician.jpg|250px|thumb|center]]

The surveyor must upload a picture of the damage before choosing the product or required type of work.

[[File:Screenshot 2024-09-05-12-21-36-157 com.pothole.etechnician.jpg|250px|thumb|center]]

Finally, the wizard will ask the surveyor to add any notes.

[[File:Screenshot_2024-09-05-12-24-38-294_com.pothole.etechnician.jpg|250px|thumb|center]]

And a pop-up window will ask for confirmation to close the proposal.

[[File:Screenshot 2024-09-05-12-25-43-437 com.pothole.etechnician.jpg|250px|thumb|center]]

[[File:Screenshot 2024-09-05-12-26-14-093 com.pothole.etechnician.jpg|250px|thumb|center]]

[[File:Screenshot 2024-09-05-12-26-50-759 com.pothole.etechnician.jpg|250px|thumb|center]]

=eTechnician 2.0=

[https://crm.potholerepair.com/appStore/ Download it here]

Our technicians use this app for two main purposes:

To check-in, to upload their time card, the truck inspection, and inventory.
To access all jobs, dispatches, and surveys assigned to them
This application is solely for our employees' use and not for external users.

[[File:Imagen numero 1.png|250px|center]]

From the main screen, our technicians can view both the Dispatches and Surveys assigned.

[[File:Imagen numero 2.png|250px|center]]

They can access more options by hitting the sandwich menu at the top left corner.

[[File:Imagen numero 3.png|250px|center]]

The "upload receipt" option allows them to upload any bill or expense they might have as part of their duties; this way, all expenses can be kept and tracked in one place.
When they hit "upload receipt," the app will open up the camera to take a picture of it.

[[File:4Upload Receipt.png|250px|center]]

To be able to start the working day, the technicians will need to upload the necessary daily documents.

[[File:6Daily Docs Alert.png|250px|center]]

They will need to do so by clicking on the camera button.

[[File:5Daily Docs.png|250px|center]]

After completing all of the necessary documents, an alert will pop-up.

[[File:7Daily Docs Completion.png|250px|center]]

By clicking on the job, the user can see the details of it. The user icon with a star on the side shows the team leader for the job, and clicking on it will show the whole crew.

[[File:8Job detail.png|250px|center]]

When a technician clicks on "start," the system will send an email to the customer and to the owner of the opportunity to notify them the repair is in process. The system also allows Headquarters to track progress using a live feed regarding the job progression.

[[File:9Start Job.png|250px|center]]

[[File:9Start job 2.png|250px|center]]

After confirming the operation, the system will also remind the technicians to log out from their vehicles.

[[File:10Driver Logout.png|250px|center]]

Technicians can see all details regarding the job, see the surveyor's notes, and call either the owner or the surveyor. Using buttons, they can
* Navigate to the pothole
* Take a picture after fixing the damage
* Reschedule the item if they could not finish it at that time due to unexpected reasons.
At the end of the screen, there are more options to either add a new repair, reschedule the job or view the map.

[[File:11Inside thejob details.png|250px|center]]

When clocking on 'Take Pic' button, it will let you select to open the camera, or select a picture from the gallery.

[[File:12Take Picture.jpg|250px|center]]

After taking the picture, the system will open a window to set the number of TRs needed to fix the pothole and specify the type of repair they performed.

[[File:13Set TRs.jpg|250px|center]]

The process to add further repairs is very similar: Technicians need to click "add new," take a picture of the damage, set the estimated amount of TRs to be used, and set the location of the pothole. After they have added all the new additional repairs and clicked on "finish," the system will notify the account manager to get approvals. If approved, the technicians should fix those additionals repairs before leaving the property.

[[File:14Additional repairs.png|250px|center]]

After they have completed all the items within the dispatch, they will automatically be redirected to this screen to add the last notes for the dispatch.

[[File:15Ending notes.png|250px|center]]

Once the job is complete, they can finally close the dispatch and confirm completion.

[[File:16End job.png|250px|center]]

Now that the technicians are done, the app will prevent them from logging into their vehicle before driving to the next property.

=ELD and HOS=

PotholeRepair DOT# 2506097

Logbook – Motive

You can find the app both for [https://apps.apple.com/us/app/motive-driver/id706401738 IOS] and [[INSERT LINK|Android]]

HOS Motive Drivers App - [https://helpcenter.gomotive.com/hc/en-us/articles/6475129978909--New-Drivers-Start-Here-Getting-Started-with-Motive-for-Drivers Motive Drivers App User Guide]

HOS Motive for drivers - [https://helpcenter.gomotive.com/hc/article_attachments/6541249835805 Drivers instruction manual]

'''Motive for Fleet Admin'''

[https://helpcenter.gomotive.com/hc/en-us/articles/6348627756701--New-Fleet-Admins-Start-Here-Getting-Started-with-Motive-for-Fleet-Admin Getting Started with Motive for Fleet Admin]

'''Motive Drivers App Walkthrough'''

https://vimeo.com/879340128

'''Motive Help Center'''

[https://helpcenter.gomotive.com/hc/en-us Motive Help Center]

=Quick Access=

*[[RPH]]
*[[Lead]]
*[[Accounts]]
*[[Contacts]]
*[[Opportunity]]
*[[Dispatch]]
*[[Invoices and Payroll]]
*[[External Portals]]
*[[Back-end Processes]]

New Technician/ Driver Onboarding, Training and Documentation

2024-12-10T20:41:13Z

Guido.gastaldi: /* ELD training for logging hours, monitored through GPS */

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

===New Technician/ Driver Onboarding and Documentation===

When a new technician is onboarded, Admin sends them a [https://drive.google.com/file/d/1joMOWEgQvLC2TNBXR02osi1vfre-CyB8/view?usp=drive_link welcome email] with onboarding instructions.

* DOT-mandated physical exam for drivers
Technician after completing the [https://drive.google.com/file/d/1HPf8KLtzUKh9LXHcRG1xI6ncLNXsDMGZ/view?usp=drive_link Concentra Health Form Authorization], undergoes the health exam conducted by Concentra (or equivalent). Upon completion, the technician receives a DOT Certification card that authorizes them to drive. Technician is to submit a copy of the DOT Certification card to the Branch Manager/ Admin (adminteam@potholerepair.com) directly. The original card must be carried along with driver's license when operating the company trucks. Admin tracks the DOT physical expiration dates for all technicians and notifies Operations to schedule tasks in the Operations Calendar for timely renewals.

* '''Online technician training''' (to be scheduled within week 1 of joining): Admin will schedule the online training and once the exam is completed, Admin will send completion certificate/diploma to Branch Manager to present to new tech.

====New technician training and examinations scheduled by Operations====

* '''Visual inspection of the truck and practical Driving Test with trailer''' (to be scheduled within week 1 of joining): Operations will schedule the exams and the Branch Manager will administer them. Once completed, the Branch Manager will collect the final exam results, share a copy with Admin who will add them to the employee's personnel file.

Visual inspection: Check and test lights, horns, reversal sounds, mirrors, using the [https://drive.google.com/file/d/1ZN30VX_mVoDIbsiOu7zUC113vLEWCXG0/view?usp=drive_link Safety Inspection Checklist]

Practical driving test: 15 mile drive minimum, making turns- left, right and u turn, merging, driving lanes, park vehicle in different directions, always reverse with spotter. Defined, consistent Hand signals. [https://drive.google.com/file/d/16dDIae-Qu9mKrGZYh24JKVA9PawYbFeV/view?usp=drive_link Drive Test Form]

* '''ELD and eTechnician App setup''' (to be scheduled within week 1 of joining): The Branch Manager has to ensure that the ELD App is installed on the company tablet with the Operations team’s assistance, if needed. Operations team will provide the technician with the ELD App login details. Instructions on installation, set up and operation of the app are provided further below.

* '''Written Senior Tech Exam''' (to be scheduled after 90 days and within 6 months of their onboarding and training): Operations will schedule the [https://drive.google.com/file/d/1LCLfuQk4Vl5H1gvWKBLMC4ZxQNausOgF/view?usp=drive_link Senior Technician Exam] and the Branch Manager will administer it. Once completed, the Branch Manager will collect the final exam results, share a copy with Admin who will add them to the employee's personnel file.

====ELD training for logging hours, monitored through GPS====
PHR policy and DOT mandate whenever the tech operates the truck, they have to log into the ELD. GPS on each truck will monitor the driver’s performance and when they violate the rules, a notification goes to Operations and the driver will be reprimanded. Driving infractions may result in suspension or termination and should be avoided by operating the vehicle in a safety oriented and defensive manner.

'''While on the job, all technicians should ensure they’re logged in the ELD app installed in the truck and with the correct status (ON, OFF, DRIVING, SB) at all times.'''

Each time a new technician is hired, the Operations team is responsible for assisting them with:

* Installation of the app
Links to install the SP LogBook App are available for [Insert Link Android] and [https://apps.apple.com/us/app/motive-driver/id706401738 iPhone]. The Branch Manager has to ensure that the ELD App is installed on the company tablet or the driver's phone with the Operations team’s assistance, if needed. The device has to be on the truck at all times.

* Log in instructions- Username and password
Once the technician receives his DOT certification, the Operations team will create an account for them using the Motive website.

[[File:Motive Drivers.png|750px|thumb|center]]

The user will select the "Driver" and "Add driver" tabs, fill out the required details including the password and click on "save" to create the account.
[[File:Add Driver.png|750px|thumb|center]]

The Operations will enable the technician to log into the app assigning him a username and a password.

* Operating instructions- [https://vimeo.com/1001269801 Step by step video]]

* Monitor Asset Details such as Odometer and trip reports through GPS using the Motive website: The user can select the "Vehicles" tab under "Fleet view" to retrieve a list of all assets owned by PHR. The user can then click on the vehicle's name to see each asset's details.

[[File:Motive Vehicles.png|750px|thumb|center]]

[[File:Vehicle details.png|750px|thumb|center]]

For any questions or concerns, feel free to visit the [https://helpcenter.gomotive.com/hc/en-us Motive Help Center] where you can find all the necessary information about the Motive app.

====Forms and Documentation====
Technicians need to access and store these forms and documentation in the truck at all times.
* Driver: Physical DOT card, Driving License to be carried by the driver at all times.
* Truck: DOT Inspection Card visible and inside the truck, Registration, Insurance Card, [https://drive.google.com/file/d/1G99hYyQX2CwmM482gSjJTfF-NLJmplbE/view?usp=drive_link Accident Forms], [https://drive.google.com/file/d/1ohEN6XRm8Q5KMzv1g6ZJYsfXo9TVROJH/view?usp=drive_link Incident Report Form], ELD Log records, Clearly displayed DOT number on the outside of the truck
* Trailer: Registration, Insurance Card, Inspection Card visible outside the trailer

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

File:Vehicle details.png

2024-12-10T20:36:04Z

Guido.gastaldi:

Vehicle details section

File:Motive Vehicles.png

2024-12-10T20:35:42Z

Guido.gastaldi:

Motive vehicles section

File:Add Driver.png

2024-12-10T20:21:25Z

Guido.gastaldi:

Add driver section

File:Motive Drivers.png

2024-12-10T20:16:03Z

Guido.gastaldi:

Motive drivers section

Mobile applications

2024-12-10T20:05:54Z

Guido.gastaldi: /* ELD and HOS */

=Proposal Maker=

The Proposal Maker app works on the same concept as the Lead Generator App, using a ''wizard'' to guide the user step by step and avoid missing or skipping information.

The slight difference between them is that surveyors use this app to assess the damage and provide quotes and job requirements to fix the potholes in a property, such as size, amount of TRs, type of work and tools needed, etc. Surveyors use their access to see all the activities assigned to them, including the property type to visit and directions to do so.

The series of images below display each section with brief descriptions
Below is the main screen where the surveyors can see all assigned activities and filter them by date.

[[File:Screenshot 2024-09-05-12-19-20-638 com.pothole.etechnician.jpg|250px|thumb|center]]

They can access more options by hitting the sandwich menu at the top left corner.

[[File:Screenshot 20220805-054001 Proposal Maker.jpg|250px|center]]

For each task, they can directly contact the customer and the opportunity owner.

[[File:Photo 2024-09-12 16.32.42.jpg|250px|center|thumb]]

[[File:Photo 2024-09-12 16.40.28.jpg|250px|center]]

They can see more information about the opportunity, use the GPS to navigate the property, or complete the opportunity.

[[File:Screenshot 2024-09-05-12-20-00-959 com.google.android.apps.maps.jpg|250px|thumb|center]]

[[File:Screenshot 2024-09-05-12-20-13-372 com.pothole.etechnician.jpg|250px|thumb|center|3]]

If needed, the surveyors can also add more repairs, PH damage, or External Damage where the damage needs to be repaired by one of our partners.

[[File:Screenshot 2024-09-05-12-21-20-799 com.pothole.etechnician.jpg|250px|thumb|center]]

If they were to add more repairs, they first need to take a ''before picture'' of the damage.

[[File:Screenshot 2024-09-05-12-21-36-157 com.pothole.etechnician.jpg|250px|thumb|center]]

[[File:Screenshot 2024-09-05-12-22-53-084 com.android.camera.jpg|250px|thumb|center]]

After taking the picture, they have to set the estimated amount of TRs (Thermal Repairs) they think will be needed to fix that damage.

[[File:Screenshot 2024-09-05-12-23-09-804 com.pothole.etechnician.jpg|250px|thumb|center]]

In the next step, the surveyor has to set the specific pothole location, the more accurate, the better.

[[File:Screenshot 2024-09-05-12-23-34-539 com.pothole.etechnician.jpg|250px|thumb|center]]

Then they must specify whether the technicians will need to take any extra tools or materials, and finally add notes to the job.

[[File:Screenshot 2024-09-05-12-24-30-635 com.pothole.etechnician.jpg|250px|thumb|center]]

Finally, once they have closed it, the system will ask the technician to confirm having read the task notes, add notes to the opportunity, and finish the task.

[[File:Screenshot 2024-09-05-12-24-38-294 com.pothole.etechnician.jpg|250px|thumb|center]]

The other option is to add or create an External Proposal for our partners. When the surveyor clicks on "External Damage," the app will show a pop-up window asking confirmation to proceed.

[[File:Screenshot_2024-09-05-12-21-20-799_com.pothole.etechnician.jpg|250px|thumb|center]]

The surveyor must upload a picture of the damage before choosing the product or required type of work.

[[File:Screenshot 2024-09-05-12-21-36-157 com.pothole.etechnician.jpg|250px|thumb|center]]

Finally, the wizard will ask the surveyor to add any notes.

[[File:Screenshot_2024-09-05-12-24-38-294_com.pothole.etechnician.jpg|250px|thumb|center]]

And a pop-up window will ask for confirmation to close the proposal.

[[File:Screenshot 2024-09-05-12-25-43-437 com.pothole.etechnician.jpg|250px|thumb|center]]

[[File:Screenshot 2024-09-05-12-26-14-093 com.pothole.etechnician.jpg|250px|thumb|center]]

[[File:Screenshot 2024-09-05-12-26-50-759 com.pothole.etechnician.jpg|250px|thumb|center]]

=eTechnician 2.0=

[https://crm.potholerepair.com/appStore/ Download it here]

Our technicians use this app for two main purposes:

To check-in, to upload their time card, the truck inspection, and inventory.
To access all jobs, dispatches, and surveys assigned to them
This application is solely for our employees' use and not for external users.

[[File:Imagen numero 1.png|250px|center]]

From the main screen, our technicians can view both the Dispatches and Surveys assigned.

[[File:Imagen numero 2.png|250px|center]]

They can access more options by hitting the sandwich menu at the top left corner.

[[File:Imagen numero 3.png|250px|center]]

The "upload receipt" option allows them to upload any bill or expense they might have as part of their duties; this way, all expenses can be kept and tracked in one place.
When they hit "upload receipt," the app will open up the camera to take a picture of it.

[[File:4Upload Receipt.png|250px|center]]

To be able to start the working day, the technicians will need to upload the necessary daily documents.

[[File:6Daily Docs Alert.png|250px|center]]

They will need to do so by clicking on the camera button.

[[File:5Daily Docs.png|250px|center]]

After completing all of the necessary documents, an alert will pop-up.

[[File:7Daily Docs Completion.png|250px|center]]

By clicking on the job, the user can see the details of it. The user icon with a star on the side shows the team leader for the job, and clicking on it will show the whole crew.

[[File:8Job detail.png|250px|center]]

When a technician clicks on "start," the system will send an email to the customer and to the owner of the opportunity to notify them the repair is in process. The system also allows Headquarters to track progress using a live feed regarding the job progression.

[[File:9Start Job.png|250px|center]]

[[File:9Start job 2.png|250px|center]]

After confirming the operation, the system will also remind the technicians to log out from their vehicles.

[[File:10Driver Logout.png|250px|center]]

Technicians can see all details regarding the job, see the surveyor's notes, and call either the owner or the surveyor. Using buttons, they can
* Navigate to the pothole
* Take a picture after fixing the damage
* Reschedule the item if they could not finish it at that time due to unexpected reasons.
At the end of the screen, there are more options to either add a new repair, reschedule the job or view the map.

[[File:11Inside thejob details.png|250px|center]]

When clocking on 'Take Pic' button, it will let you select to open the camera, or select a picture from the gallery.

[[File:12Take Picture.jpg|250px|center]]

After taking the picture, the system will open a window to set the number of TRs needed to fix the pothole and specify the type of repair they performed.

[[File:13Set TRs.jpg|250px|center]]

The process to add further repairs is very similar: Technicians need to click "add new," take a picture of the damage, set the estimated amount of TRs to be used, and set the location of the pothole. After they have added all the new additional repairs and clicked on "finish," the system will notify the account manager to get approvals. If approved, the technicians should fix those additionals repairs before leaving the property.

[[File:14Additional repairs.png|250px|center]]

After they have completed all the items within the dispatch, they will automatically be redirected to this screen to add the last notes for the dispatch.

[[File:15Ending notes.png|250px|center]]

Once the job is complete, they can finally close the dispatch and confirm completion.

[[File:16End job.png|250px|center]]

Now that the technicians are done, the app will prevent them from logging into their vehicle before driving to the next property.

=ELD and HOS=

PotholeRepair DOT# 2506097

Logbook – Motive

You can find the app both for [https://apps.apple.com/us/app/motive-driver/id706401738 IOS] and [[INSERT LINK|Android]]

HOS Motive Drivers App - [https://helpcenter.gomotive.com/hc/en-us/articles/6475129978909--New-Drivers-Start-Here-Getting-Started-with-Motive-for-Drivers Motive Drivers App User Guide]

HOS Motive for drivers - [https://helpcenter.gomotive.com/hc/article_attachments/6541249835805 Drivers instruction manual]

'''Motive for Fleet Admin'''

[https://helpcenter.gomotive.com/hc/en-us/articles/6348627756701--New-Fleet-Admins-Start-Here-Getting-Started-with-Motive-for-Fleet-Admin Getting Started with Motive for Fleet Admin]

'''Motive Drivers App Walkthrough'''

https://vimeo.com/879340128

'''Motive Help Center'''

[https://helpcenter.gomotive.com/hc/en-us Motive Help Center]

=Quick Access=

*[[RPH]]
*[[Lead]]
*[[Accounts]]
*[[Contacts]]
*[[Opportunity]]
*[[Dispatch]]
*[[Invoices and Payroll]]
*[[External Portals]]
*[[Back-end Processes]]

Mobile applications

2024-12-10T19:54:30Z

Guido.gastaldi: /* ELD and HOS */

=Proposal Maker=

The Proposal Maker app works on the same concept as the Lead Generator App, using a ''wizard'' to guide the user step by step and avoid missing or skipping information.

The slight difference between them is that surveyors use this app to assess the damage and provide quotes and job requirements to fix the potholes in a property, such as size, amount of TRs, type of work and tools needed, etc. Surveyors use their access to see all the activities assigned to them, including the property type to visit and directions to do so.

The series of images below display each section with brief descriptions
Below is the main screen where the surveyors can see all assigned activities and filter them by date.

[[File:Screenshot 2024-09-05-12-19-20-638 com.pothole.etechnician.jpg|250px|thumb|center]]

They can access more options by hitting the sandwich menu at the top left corner.

[[File:Screenshot 20220805-054001 Proposal Maker.jpg|250px|center]]

For each task, they can directly contact the customer and the opportunity owner.

[[File:Photo 2024-09-12 16.32.42.jpg|250px|center|thumb]]

[[File:Photo 2024-09-12 16.40.28.jpg|250px|center]]

They can see more information about the opportunity, use the GPS to navigate the property, or complete the opportunity.

[[File:Screenshot 2024-09-05-12-20-00-959 com.google.android.apps.maps.jpg|250px|thumb|center]]

[[File:Screenshot 2024-09-05-12-20-13-372 com.pothole.etechnician.jpg|250px|thumb|center|3]]

If needed, the surveyors can also add more repairs, PH damage, or External Damage where the damage needs to be repaired by one of our partners.

[[File:Screenshot 2024-09-05-12-21-20-799 com.pothole.etechnician.jpg|250px|thumb|center]]

If they were to add more repairs, they first need to take a ''before picture'' of the damage.

[[File:Screenshot 2024-09-05-12-21-36-157 com.pothole.etechnician.jpg|250px|thumb|center]]

[[File:Screenshot 2024-09-05-12-22-53-084 com.android.camera.jpg|250px|thumb|center]]

After taking the picture, they have to set the estimated amount of TRs (Thermal Repairs) they think will be needed to fix that damage.

[[File:Screenshot 2024-09-05-12-23-09-804 com.pothole.etechnician.jpg|250px|thumb|center]]

In the next step, the surveyor has to set the specific pothole location, the more accurate, the better.

[[File:Screenshot 2024-09-05-12-23-34-539 com.pothole.etechnician.jpg|250px|thumb|center]]

Then they must specify whether the technicians will need to take any extra tools or materials, and finally add notes to the job.

[[File:Screenshot 2024-09-05-12-24-30-635 com.pothole.etechnician.jpg|250px|thumb|center]]

Finally, once they have closed it, the system will ask the technician to confirm having read the task notes, add notes to the opportunity, and finish the task.

[[File:Screenshot 2024-09-05-12-24-38-294 com.pothole.etechnician.jpg|250px|thumb|center]]

The other option is to add or create an External Proposal for our partners. When the surveyor clicks on "External Damage," the app will show a pop-up window asking confirmation to proceed.

[[File:Screenshot_2024-09-05-12-21-20-799_com.pothole.etechnician.jpg|250px|thumb|center]]

The surveyor must upload a picture of the damage before choosing the product or required type of work.

[[File:Screenshot 2024-09-05-12-21-36-157 com.pothole.etechnician.jpg|250px|thumb|center]]

Finally, the wizard will ask the surveyor to add any notes.

[[File:Screenshot_2024-09-05-12-24-38-294_com.pothole.etechnician.jpg|250px|thumb|center]]

And a pop-up window will ask for confirmation to close the proposal.

[[File:Screenshot 2024-09-05-12-25-43-437 com.pothole.etechnician.jpg|250px|thumb|center]]

[[File:Screenshot 2024-09-05-12-26-14-093 com.pothole.etechnician.jpg|250px|thumb|center]]

[[File:Screenshot 2024-09-05-12-26-50-759 com.pothole.etechnician.jpg|250px|thumb|center]]

=eTechnician 2.0=

[https://crm.potholerepair.com/appStore/ Download it here]

Our technicians use this app for two main purposes:

To check-in, to upload their time card, the truck inspection, and inventory.
To access all jobs, dispatches, and surveys assigned to them
This application is solely for our employees' use and not for external users.

[[File:Imagen numero 1.png|250px|center]]

From the main screen, our technicians can view both the Dispatches and Surveys assigned.

[[File:Imagen numero 2.png|250px|center]]

They can access more options by hitting the sandwich menu at the top left corner.

[[File:Imagen numero 3.png|250px|center]]

The "upload receipt" option allows them to upload any bill or expense they might have as part of their duties; this way, all expenses can be kept and tracked in one place.
When they hit "upload receipt," the app will open up the camera to take a picture of it.

[[File:4Upload Receipt.png|250px|center]]

To be able to start the working day, the technicians will need to upload the necessary daily documents.

[[File:6Daily Docs Alert.png|250px|center]]

They will need to do so by clicking on the camera button.

[[File:5Daily Docs.png|250px|center]]

After completing all of the necessary documents, an alert will pop-up.

[[File:7Daily Docs Completion.png|250px|center]]

By clicking on the job, the user can see the details of it. The user icon with a star on the side shows the team leader for the job, and clicking on it will show the whole crew.

[[File:8Job detail.png|250px|center]]

When a technician clicks on "start," the system will send an email to the customer and to the owner of the opportunity to notify them the repair is in process. The system also allows Headquarters to track progress using a live feed regarding the job progression.

[[File:9Start Job.png|250px|center]]

[[File:9Start job 2.png|250px|center]]

After confirming the operation, the system will also remind the technicians to log out from their vehicles.

[[File:10Driver Logout.png|250px|center]]

Technicians can see all details regarding the job, see the surveyor's notes, and call either the owner or the surveyor. Using buttons, they can
* Navigate to the pothole
* Take a picture after fixing the damage
* Reschedule the item if they could not finish it at that time due to unexpected reasons.
At the end of the screen, there are more options to either add a new repair, reschedule the job or view the map.

[[File:11Inside thejob details.png|250px|center]]

When clocking on 'Take Pic' button, it will let you select to open the camera, or select a picture from the gallery.

[[File:12Take Picture.jpg|250px|center]]

After taking the picture, the system will open a window to set the number of TRs needed to fix the pothole and specify the type of repair they performed.

[[File:13Set TRs.jpg|250px|center]]

The process to add further repairs is very similar: Technicians need to click "add new," take a picture of the damage, set the estimated amount of TRs to be used, and set the location of the pothole. After they have added all the new additional repairs and clicked on "finish," the system will notify the account manager to get approvals. If approved, the technicians should fix those additionals repairs before leaving the property.

[[File:14Additional repairs.png|250px|center]]

After they have completed all the items within the dispatch, they will automatically be redirected to this screen to add the last notes for the dispatch.

[[File:15Ending notes.png|250px|center]]

Once the job is complete, they can finally close the dispatch and confirm completion.

[[File:16End job.png|250px|center]]

Now that the technicians are done, the app will prevent them from logging into their vehicle before driving to the next property.

=ELD and HOS=

PotholeRepair DOT# 2506097

Logbook – Motive

'''Available both for Android and IOS (Drivers app)'''

HOS Motive Drivers App - [https://helpcenter.gomotive.com/hc/en-us/articles/6475129978909--New-Drivers-Start-Here-Getting-Started-with-Motive-for-Drivers Motive Drivers App User Guide]

HOS Motive for drivers - [https://helpcenter.gomotive.com/hc/article_attachments/6541249835805 Drivers instruction manual]

'''Motive for Fleet Admin'''

[https://helpcenter.gomotive.com/hc/en-us/articles/6348627756701--New-Fleet-Admins-Start-Here-Getting-Started-with-Motive-for-Fleet-Admin Getting Started with Motive for Fleet Admin]

'''Motive Drivers App Walkthrough'''

https://vimeo.com/879340128

'''Motive Help Center'''

[https://helpcenter.gomotive.com/hc/en-us Motive Help Center]

=Quick Access=

*[[RPH]]
*[[Lead]]
*[[Accounts]]
*[[Contacts]]
*[[Opportunity]]
*[[Dispatch]]
*[[Invoices and Payroll]]
*[[External Portals]]
*[[Back-end Processes]]

Maintenance: Truck, Trailer & Small Machines

2024-11-06T14:30:24Z

Guido.gastaldi: /* Roller */

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

=Comprehensive Maintenance for Truck, Trailer and Small Machines=

=== Types of Maintenance===
==== Preventive Maintenance ====
Proactive maintenance to identify and address potential issues before they become major problems. Benefits include:
* Less unexpected downtime
* Improved fuel economy
* Enhanced safety
* Higher one-call job completion rates
* Reduced repair costs
* Improved company reputation
* Increased truck lifespan

====Demand Maintenance====
Performed as needed, either for sudden breakdowns or during independent inspections. Examples include a roller breaks down at the yard and is repaired or replaced instantly or a trailer is at the mechanic's shop and the brakes are worn down, leading to replacement.
* Trigger: Identified during ad-hoc inspections or when a part breaks, requiring immediate replacement or repair to ensure continuous operation.

====Crisis Maintenance ====
Emergency maintenance required when preventive and demand maintenance are neglected, resulting in a breakdown. Examples include the asphalt heater's wheel breaking off due to wear & tear at a job site, resulting in delays or an unfinished job.
* Response: Immediate replacement or repair of equipment to ensure job completion.

'''Technicians should use the [http://18.207.158.143:8080/index.php/Troubleshooting Troubleshooting] presentation to identify and troubleshoot common problems faced while working with rollers, tar kettles & torches, asphalt heaters and asphalt cookers.'''

=== Truck and Trailer Cleaning & Inspection Schedule:===
Operations team schedules monthly a "Truck Day" across the yards, where the Technician and Branch Manager take responsibility for
* cleaning the truck
* completing a thorough visual inspection of the truck, trailer & small machines and
* completing inventory management on the same day.

'''All missing or broken items (on the truck, trailer or small machines) MUST be repaired, replenished or replaced, after reporting it to the Branch Manager.'''

Truck inspection list: Technicians can include the following as part of their visual inspections.
* Main Technical Inspection
* Fluid & Oil Inspection
* Brake Inspection
* Light Inspection
* Wheel & Rim Inspection
* Interior Inspection
* Windshield, Back Windows & Mirror Inspection

Note: Detailed sub-points for each category are listed in the [[Truck Maintenance Logs]]. This list is a useful guide while scheduling regular preventative maintenance visits at our preferred auto service provider.

=== Scheduled Maintenance and Logs===
==== Trucks====
* Operations team schedules future maintenance, confirms it has been performed, and Admin tracks past maintenance.
* Operations team tracks truck mileage via GPS and schedules regular truck maintenance as part of technician’s jobs for the week.
* Technician, assigned to maintenance/ repair, drops off the vehicle at the licensed vendor shop.
* The technician picking up the vehicle collects and submits the receipt/ paper work to their Branch Manager/ Admin.
* Branch Manager submit receipts of completed maintenance to Admin and Operations via email.
* Operations updates [http://18.207.158.143:8080/index.php/Truck_Maintenance_Logs the maintenance logs] maintained for both truck and trailer maintenance.
* Operations schedules yearly inspections (during January/ February) where technicians will take the trucks to licensed vendors/mechanics for DOT compliance. [https://drive.google.com/file/d/1FbD0C1MR5pwhtyK0F7Pzp4COCRo19yjj/view?usp=drive_link DOT Inspection Form for Truck] is to be completed

====Trailers====
* Operations schedules Trailer maintenance visits to a licensed mechanic shop every 3 months: Check all wheel bearings, lights/ springs/ tires and plus any parts needed at the time of service. Repack all wheel bearings at least once a year.
* Operations schedules yearly inspections (during January/ February) where technicians will take the trailers to licensed vendors/mechanics for inspecting moving parts, DOT compliance, lights, brakes, axles, tires, and more. [https://drive.google.com/file/d/1pXpOYZHkBBnLuGwLT1bDhXWQ0sVhk7CT/view?usp=drive_link DOT Inspection Form for Trailer] is to be completed.

====Roller====
Technicians should complete the following preventative maintenance procedures regularly to ensure optimum performance.
* Check oil levels before every use. Replace oil after 1 month and after 6 months.
* Check air filters before every use. Clean every 6 months.
* Clean sediment bowl every 6 months
* Check spark plugs after 6 months and replace them every year.
* Check & adjust idling every year.
* Valve cleaning once a year.
* Clean the fuel tank & filter every 6 months.
* Check fuel pipe every two years, replace if necesary.
* Fuel Treatment (added every time the technician fills the 5 gallon can): Mix the regular unleaded fuel with Sta-Bil fuel stabilizer (1 ounce stabilizer per 2.5 gallons of fuel) within the 5 gallon gas tank and then fill it into the roller.

====Tar Kettle & Torch====
* Technicians should use limonene cleaning fluid to only clean tar kettle out every 60 days: Heat up the tar kettle and remove all the tar. Once the tank is empty, add limonene to the flow pipe and let it sit overnight. The next day, drain the limonene, add the bucket of tar back into the kettle until it melts and is ready for the next job.

====Asphalt Heater (IR) ====
* Technician to conduct a thorough visual inspections including but not limited to
**IR wheels, blankets & regulator for breakage
**Leaking Propane tanks for leakage,
**Loose screws and bolts,
**Clogged/ broken pipes, gauges and hoses, frame, welds,
**Clogged venturi and orifices,
**Fittings for bends and breaks due to wear & tear.

Repair/ replace all worn out items immediately and inform the branch manager.

====Asphalt Recycler (Cooker)====
* Technician to conduct a thorough visual inspections including but not limited to
**Blankets & regulator for breakage
**Leaking Propane tanks for leakage,
**Loose screws and bolts,
**Clogged/ broken pipes, gauges and hoses, frame, welds,
**Clogged venturi and orifices,
**Fittings for bends and breaks due to wear & tear.

Repair/ replace all worn out items immediately and inform the branch manager.
* Technicians are to clean the recycler out everyday at the end of the job.

===Vendor Records===
* Technician/ Branch Manager submit receipts of completed maintenance to Admin and notifies Operations.
* Operations updates [http://18.207.158.143:8080/index.php/Truck_Maintenance_Logs the maintenance logs] for all vehicles (trucks and trailers).
* Admin shares the DOT related documentation & records with Kelmar for compliance.

This comprehensive approach to truck maintenance ensures not only the longevity and safety of vehicles but also compliance with regulatory requirements and efficient record-keeping. Automated technologies further enhance coordination and streamline maintenance processes for increased operational efficiency.

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

Vendor Mastersheet

2024-10-16T17:52:42Z

Guido.gastaldi:

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

== Vendor Mastersheet==

When field employees run out of materials or face equipment issues, they can call the Operations team to find the nearest mechanic, service center or store to replenish or repair items and continue with the job at hand. Operations team can use the '''[https://docs.google.com/spreadsheets/d/1aVKvBv1ftsTiGkGkROB942tJJda4wmAtJNY-fVox7RM/edit?usp=sharing Vendor Mastersheet]''' to find the most optimum vendor by location and service provided. The Vendor mastersheet workbook has three sheets:

'''Dashboard'''- Depending the location of the crew and the service they are looking for, Operations will select the nearest location (yard) and the service from the dropdowns in cell C2 and C3. The list below will auto-populate depending on the selections the user makes. Operations should choose a "preferred" partner over "secondary" and "road based".

'''Vendor Mastersheet'''- Contains a list of all existing vendors that Pothole Repair works with. Operations will use this tab to add new vendors or update existing vendor details by adding required vendor information. For the "Priority" dropdown, choose "Preferred" for preferred vendors who are the company's first choice and close to the yard, "Secondary" for secondary vendors close to the yard and "Road based" for vendors who offer services away from the yard.

'''Dropdowns'''- Contains a list of dropdowns that are used within the workbook. This tab can be ignored.

Template used:
'''[https://docs.google.com/spreadsheets/d/1My0rRHUK1MacQNmwR2e2Qxjonjpq815-0wrOpsGp2Io/edit#gid=1866346512 Vendor Mastersheet]'''

PHR Operations & Scheduling

2024-09-23T16:44:51Z

Guido.gastaldi:

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

==PHR Operations & Scheduling==

The Operations team at PHR is responsible for two types of scheduling:
# Internal Tasks
# External or Field employee Tasks

==Internal Tasks==
Operations will use [https://calendar.google.com/calendar/u/0?cid=Y19jNzZkY2I5NGJkMWQyOGQxZjliYzVkODk2YTIyNzk2NjNiY2ZmZjg5OWRkMDJlY2YwODdhZWExNjkzMTdmM2FhQGdyb3VwLmNhbGVuZGFyLmdvb2dsZS5jb20 Operations Team Calendar] to initially schedule the following as recurring events and reminders. They will then use the Pothole Repair CRM to set these up as tasks when the due date is close (within two weeks of the due date).
* '''Technician Onboarding and Training''': For details, visit the[http://18.207.158.143:8080/index.php/New_Technician/_Driver_Onboarding,_Training_and_Documentation Technician Onboarding and Training Section]
** Truck visual inspection and practical driving test for new technicians (to be scheduled within 1 week of joining)
** ELD and eTechnician App setup (to be scheduled within 1 week of joining)
** Online technician training (to be scheduled within 1 week of joining)
** Written Senior Technician exam (after 90 days and within 6 months of their onboarding and training)
* '''Annual Driving Tests''' (to be scheduled on one day within one week in January annually)
* '''DOT physical inspections''' (initial test on hire within first week, then scheduled prior to each subsequent expiration date) [http://18.207.158.143:8080/index.php/DOT_Physical Anual DOT Physical inspection]
* '''DOT vehicle inspections''' (to be scheduled annually during January/ February) [https://drive.google.com/file/d/1FbD0C1MR5pwhtyK0F7Pzp4COCRo19yjj/view?usp=drive_link DOT Inspection Form for Truck] and [https://drive.google.com/file/d/1pXpOYZHkBBnLuGwLT1bDhXWQ0sVhk7CT/view?usp=drive_link DOT Inspection Form for Trailer]
* '''Monthly Inventory and Truck/Trailer cleaning days''' (last working week of each month): For details, visit the[http://18.207.158.143:8080/index.php/Inventory_Management Inventory Management Section]
* '''Bi-Annual Inventory Audits''' (to be scheduled in January & June)
* '''Maintenance schedules''' for truck, trailer, and small machines (every 3 months- January, April, July and October) using [https://docs.google.com/spreadsheets/d/16CoIrFW1TULhmQXTp_2E0HxGA3dB-LKmMhbmSmi3vj4/edit the maintenance records]
* '''Job Site Quality Control Visits''' (to be scheduled at least once a month for each crew): Operations will create the task and schedule, considering Branch Manager’s proximity to client job location. Branch Manager will conduct the Quality Control Visit and complete the [https://docs.google.com/forms/d/e/1FAIpQLScud4EzotE3GN6bZGghB5CEyaEp63VkVEdW1xLNTET0viU0bg/viewform?usp=sharing Quality Assurance Visit Assessment Form]. Branch Manager will upload all data related to these visits to Google Drive.

How to create a task in the CRM:
Once the user has logged into the CRM, at the top right, they can select "New Task" to open a new task.

[[File:Special task button.jpg|750px|thumb|center]]

They can name the special task, assign it to a team member, select the type of task from the dropdown and add other details. They click "Save" to save the task.

[[File:Special task creation.jpg|750px|thumb|center]]

The special task then shows up in the dispatch calendar and the user can click on it to check or modify details.
[[File:Special task calendar detail (1).jpg|750px|thumb|center]]

==External or Field employee Tasks:==
# Surveyor Inspections
# Technician Jobs

=== Survey Inspection Scheduling===
'''Three types of survey inspections:'''
* Regular- Regular inspections appear directly in the scheduling list and must be completed within 7 days. Operations team is not required to email or notify client when inspection will occur. Operations members receive high-urgency notifications on day 6.
* Walk with Clients- This survey item appears outlined in red for inspection scheduling only if WWC. Dispatch contacts clients '''immediately''' (no later than the same day) and schedules the inspection as per client preferences.
* PARC surveys- Auto generated by system and has to be scheduled within 2 weeks.

'''Daily schedule:''' Surveyors can do 10 surveys within a 5-hour driving time, and work for 5 random days from Sunday to Saturday. PARC and regular surveys take approximately 30 minutes each, while WWCs may take 1 hour or more. Large properties such as sports arenas, shopping malls etc. may take longer. CSR notes are embedded in the inspection task and must be read before inspecting and marking the lot.

'''Scheduling and building the route for surveys:'''
Dispatch considers various factors when designing and updating routes:

* Types of Inspection Surveys
Regular- assign time of 30- 60 minutes
WWC- assign a longer time of 60-90 minutes. When possible, operations is to assign only one or two WWC per day in order to maximize the total number of inspections performed daily. WWCs are scheduled in advance as per client preference. Surveyor contacts the client prior to arrival on site and confirms the appointment.
PARC surveys- assign time of 30 minutes

* Surveyors within the client region

* Drive time to and from survey/client locations
Use Google Maps for efficient route design and Drive Time calculator in CRM, to find the shortest driving time between client locations

* Weather considerations (avoiding rain, snow, wind)
Rain- On small lots, even if the paint washes away, the technician can still find the repairs. For large lots, do not schedule a survey if there is rain forecasted. Under active rain conditions, surveys cannot be completed. However, the surveyor can wait the rain out or move on to another client location where it is not raining that day.

Snow- If it starts snowing during the survey, the survey cannot be completed. Do not schedule a survey under snow conditions unless the client site has already been plowed. Operations to call the client a day before the survey and ensure that the lot has been plowed and can be marked.

Wind- Complete survey as normal, taking precautions to avoid paint splatter such as cardboard guards, paint wheels, handheld paint applicators etc.

* Sales pressure
PHR tries to accommodate sales (and clients) and complete surveys within a timely manner. So, if there is a request to complete a survey earlier than scheduled, operations will try to rearrange the schedule and accommodate the client if possible, either by sending out an additional surveyor or team member.

* Time
Surveyors can do 10 surveys per day. The number of surveys can vary depending on the type of survey, extent of damage and client location. PARC surveys can take less time than a WWC. Client locations can be spread out. Lots can be bigger than planned or have more damage than anticipated.

* Property type: Surveyors can choose where to begin, and how to plan their survey inspections during the day, as long as the surveys are not WWCs and don't interfere with a client’s specific request or conflict with CSR's notes for the survey.

On rare occasions, surveyors may be asked to complete jobs outside of our normal areas of operation, requiring special permission/approval from management (Terry).

===Approval and Dispatch===
* Customer approves and signs the proposal, sending it back to CSR. CSR adds necessary written authorization documents and checks and/or modifies product table to ensure work reflected in system matches work specifically authorized by client. CSR then ensures that the COI has been ordered (or is in place) and changes the status of the proposal to "Authorized by Client" to advance the work order to the Operations team.
* Operations team checks the job into the scheduling system by verifying all approvals and proposals are complete, authorized by the client, and the system properly reflects the work authorized (price on the paperwork matches the price on the actual dispatch). For details, please visit the [http://18.207.158.143:8080/index.php/Dispatch#Dispatch_Online_Feed Dispatches to check in Section].
* Once the job is checked in, Operations team is to schedule the jobs in the Dispatch calendar and then click on the dispatch number to send the customized email to the client.

[[File:Scheduled dispatch detail.jpg|750px|thumb|center]]

For the following situations, Operations sends a customized confirmation email to the client (using the correct template) and provides the scheduling details:
**Fixed or Emergency jobs
**Rescheduled jobs
**Pending jobs
**Partially completed jobs

[[File:Dispatch email templates.jpg|750px|thumb|center]]

All fields (from, to, cc, subject and email body) are editable and are to be correctly customized by the Operations team before sending.

===Job Scheduling===
Dispatch reviews specifications and schedules the job.
'''4 types of jobs/ dispatches:'''
* Priority/ Emergency job: '''Emergency jobs MUST BE completed in 72 hours or less''', incurring extra costs for potential route disruption.
* Regular job: Must be completed within 2 weeks of approval.
* Fixed Date jobs: Scheduled well in advance, providing clients with advance notice based on their preferences. MAY exceed the two week limit for job completion based on clients preference and need to provide advance notice of the scheduled work.
* Cold weather jobs: In temperatures below 30 degrees, each Thermal Repair (TR) takes much longer, approx. 45 minutes to 1.5 hours. The cold weather plan involves providing clients with a temporary patch during winter, and the PHR team returns in spring for a permanent fix. Clients are billed for the temporary repair, with no payment due for the final repair. Photos of the damage, temporary repair, and final repair are provided to the client. Cold weather repairs are expedited, with a 60 TR job taking only a few hours, as opposed to the normal 2-2.5 days. If the temperature rises above 40 degrees or if work is slow, technicians switch to thermal repairs, adjusting the schedule accordingly. You can read more about the process here. CWP repairs ALSO REQUIRE a second dispatch and second invoice showing completed final repairs. These springtime second round repairs must be worked into spring routes efficiently.

In an 8-hour shift, tech teams complete 25-30 TRs within 4 hours of driving time. Unloading, starting machines, and cleaning/packing equipment can take 30 minutes for each job. So the Operations team must pay attention to both the number of TRs scheduled and the # of jobs scheduled. Technicians receive job details in the E-TECHNICIAN app.

When the job is completed (closed in E-TECHNICIAN app), Customer, Operations, and CSR receive a completion notification, with link to after pictures

'''Scheduling and building the route for technician jobs:'''
Operations team should build the job schedule, keeping in mind the nature of the client, when the client location would be least busy while respecting the dispatch notes.

Operations team should review schedules proactively and several times daily to ensure best possible routing, avoid bad weather by shifting crews to different areas, work in nearby jobs, etc.

Dispatch considers various factors when designing and updating routes for technician jobs:
* Types of Repairs
Emergency repair- assign time of 60 minutes for 4 TRs. Emergency repairs take priority and the operation team MUST accommodate the client.
Regular repair- assign time of 60 minutes for 4 TRs
Wheel Rut repairs- assign time of 60 minutes for 4 TRs.
Fixed Type repair- assign time of 60 minutes for 4 TRs. Fixed job types are scheduled in advance for a specific date as per client preferences and the operation team generally tries to accommodate the client.
Cold Weather repairs- assign time of 30 minutes for 4 TRs.

* Technicians within the client region.

* Drive time to and from client locations
Use Google Maps for efficient route design and Drive Time calculator in CRM, to find the shortest driving time between client locations

* Weather considerations (avoiding rain, snow, wind)
Rain- Do not schedule a repair if there is continuous rain forecasted. Under active rain conditions, repairs cannot be completed. Technicians can work under light rain conditions but they should stop and notify operations if the rain continues, puddles form or they are working in a flow path where water cannot be prevented from entering the repair or on an inclined site where there is water run off etc.

Snow- If it starts snowing during the repair, technicians can complete that one repair and then stop. Operations should not schedule a repair under continuous snow conditions. Operations to call the client a day before a scheduled repair and ensure that the lot has been plowed and repaired if there was recent snow activity.

Wind- Complete the repairs as normal, using wind blinds to keep the IR hot and functional.

* Sales pressure
PHR tries to accommodate sales (and clients) and complete repairs within a timely manner. So, if there is a request to complete a repair earlier than scheduled, operations will revisit the schedule and try to accommodate the client by sending out an additional technician team.

* Time
Technicians can complete 25 - 30 TRs per day. The number of repairs that technicians can complete can vary depending on the drive time between client locations, traffic jams, type of repair, type of lot, extent of damage, location of repairs and delays caused due to water pooling, too much traffic in limited spaces, cars parked on the repair, at client’s request to leave the property, etc.

* Property type (General Guidelines):
Operations team should follow [https://drive.google.com/file/d/12RQWyRzqu8_XW0Rs1TzX205AGJBh1N3f/view?usp=drive_link Dispatch Job Type & Scheduling Guidelines] while scheduling job for technicians.

'''Please note: The following timelines are guidelines and not hard and fast rules. The PHR team can be there earlier or later than below times to complete their scheduled repairs and should always maintain a respectful, non-disruptive presence while working. '''

**Apartments - M-F, recommended start time 9 with departure by 4. Do not schedule for weekend or earlier start time unless specifically approved or requested by the PM.
**Shopping Center/ Mall/ Strip Mall - M-F with earliest possible start time, avoid scheduling for Saturday but Sunday early morning is ok. Be especially careful of scheduling during the Christmas shopping season.
**Office Building/ Office Park - Almost any day of the week can work, weekends are ideal in most cases. Scheduling may be best with an early or late start depending on location of repairs and management preferences.
**Auto Dealership/ Car Sales Lot – Be certain repairs are not in flow-path of water from on-site car wash process - when they are, coordinate schedule to avoid any time the car wash will be in use. Avoid weekend and holiday schedule unless lot will be closed. Generally, a start time as early as possible Monday through Friday is best for these clients.
**Church- These property types can be done during the week, usually any time of day is fine. Should the church have a day care or school the job will need to be scheduled outside of to accommodate their preference.
**Federal/State/Local Government - Government facilities vary greatly from schools to office buildings, courthouses, fire stations and more. Generally, they must be scheduled to avoid peak use times - schools during very early morning so we are done before children arrive, late afternoon so we arrive after children are gone, or weekends when no children are there. Each type of property under the Government banner must be scheduled to minimize disruption to the clients and make it as easy as possible for technicians to provide repairs.
**Financial Institutions/Banks – Early in the morning before drive-through or site opens as these are typically small, tight lots. Weekends and/or minor holidays when they are closed (Check hours on-line) are also a good option.
**Restaurants – Avoid mealtimes based on the type of restaurant. If they do not serve breakfast, mornings are great. Check hours online, schedule between mealtime peaks or after closing.
**Gas Station - Avoid morning and afternoon commute times. Schedule early or mid-day. If there are several gas stations in nearby locations, planning one overnight schedule is often a good option.
**Golf Course - Avoid weekends and most work holidays. Very early start is generally best. Check course hours online and coordinate with on-site staff.
**HOA/ OA/ Civic Association - M-F 9 to 4 unless client requests alternative arrangement.
**Hotel/ Motel - M-F 11 - 4 unless client requests alternative arrangement.
**Industrial/ Factory/ Warehouse - Weekends are generally best for these clients, but some facilities are slow at various times during the week and may be scheduled based upon input from the client.
**Medical Facility/Hospital - Early mornings are often the best choice for many hospitals and medical buildings. Depending on the type of facility, they may be closed on specific days and/or hours. If 24/7 schedule, early mornings or late afternoons are generally best.
**Mobile Home Park - M-F, recommended start time 9 with departure by 4. Do not schedule for weekend or earlier start time unless specifically approved or requested by the PM.
**Mom & Pop (Various small & independent) Business - Schedule for the least busy and disruptive time possible for the specific type of business operation.
**Retail Chain or Franchise - Generally early morning works best for retail-oriented businesses, except for restaurants.
**School or College - Try to avoid scheduling while class is in session. Schedule for early morning before students arrive, late afternoon after students depart or weekends when students and teachers are not present at all.
**Storage Facility – M-F middle of the day tends to work well for these businesses.
**Trade Association/ Non-Profit - In most cases, these can be scheduled almost anytime unless they have special circumstances or requests.

'''Technicians have to follow the schedule. Any deviation should be reported to Operations''' and technicians have to wait for further instructions. If the job is incomplete, techs are not allowed to leave the site without talking to Operations.

Operations team MUST MONITOR the LIVE ONLINE feed in the dispatch dash to ensure proper progress across all teams and all sites. If a job is more than 30 minutes behind, ops team should call the technician team proactively to resolve whatever issue has prevented timely start or pace of job.

Use [http://18.207.158.143:8080/index.php/Operations Operations] to go back to the Main Operations Page

Mobile applications

2024-08-21T10:35:34Z

Guido.gastaldi: /* eTechnician 2.0 */

=Lead generator=
External users, who are limited to using some parts of the CRM through special configuration, can use the Lead Generator application to generate or retrieve new customers' information. Fully linked to Google, the app is easy to log into and provides geolocation services.

''Hunters,'' through a license granted to them by the company, can search for new clients. They look for new potholes, register them in the system using the application, and receive payment for each successful client.

Each time a hunter creates a Lead, they get an email notification to keep track of all records they have created. Pothole Repairs runs weekly reports to verify the number of leads and conversions made by our hunters, for which they are paid.

Very similar to the RPH creation process of the CRM, the app has a ''wizard'' that guides the user step by step to avoid skipping any actions. Please find below a series of images showing each section with brief descriptions.

[[File:Portada.png|500px|thumb|centre|App Portrait Picture]]

The users can access more options by clicking on the sandwich menu at the top left corner.

[[File:Menu.png|500px|thumb|centre|Menu]]

Before creating a new lead, the app will connect to the GPS to automatically geolocate the potholes.

[[File:Start.png|500px|thumb|centre|Conecting to GPS]]

If the app cannot retrieve the location automatically, then the user will manually set it by dragging the pin to the actual location.

[[File:Set location.png|500px|thumb|centre|Set PH damage location]]

Once the location is determined, the user can take two pictures
* the pothole image
* a picture of the entrance or commercial sign with the company's information to easily identify or match the pothole to the site.

[[File:4 LG.png|500px|thumb|center|Confirm Location]]

After taking the pictures, the app will ask to provide a company name.

[[File:5.png|500px|thumb|center|Provide company name]]

And it will also ask to provide more information and a leasing name.

[[File:6Leasing.png|500px|thumb|center|Leasing pic]]

Finally, the user verifies all information and clicks on "create it."

[[File:7Create Lead.png|500px|thumb|center|Create Lead]]

The user has successfully created the new Lead.

[[File:8Lead Saved.png|500px|thumb|center|Lead Saved]]

=Proposal Maker=

The Proposal Maker app works on the same concept as the Lead Generator App, using a ''wizard'' to guide the user step by step and avoid missing or skipping information.

The slight difference between them is that surveyors use this app to assess the damage and provide quotes and job requirements to fix the potholes in a property, such as size, amount of TRs, type of work and tools needed, etc. Surveyors use their access to see all the activities assigned to them, including the property type to visit and directions to do so.

The series of images below display each section with brief descriptions
Below is the main screen where the surveyors can see all assigned activities and filter them by date.

[[File:PM-1.png|500px|thumb|center]]

They can access more options by hitting the sandwich menu at the top left corner.

[[File:Screenshot 20220805-054001 Proposal Maker.jpg|250px|center]]

For each task, they can directly contact the customer and the opportunity owner.

[[File:PM-3.png|500px|center|Send an e-mail to the customer]]

[[File:PM-2.png|500px|center|Call the customer]]

[[File:PM-4.png|500px|center|Call opp owner]]

They can see more information about the opportunity, use the GPS to navigate the property, or complete the opportunity.

[[File:PM-5.png|500px|thumb|center|See more info]]

[[File:PM-6.png|500px|thumb|center|Navigate to property]]

[[File:PM-7.png|500px|thumb|center|Complete Opp]]

[[File:PM-8.png|500px|thumb|center|Complete Opp]]

If needed, the surveyors can also add more repairs, PH damage, or External Damage where the damage needs to be repaired by one of our partners.

[[File:PM-9.png|500px|thumb|center|Add more repairs]]

If they were to add more repairs, they first need to take a ''before picture'' of the damage.

[[File:PM-10.png|500px|thumb|center]]

After taking the picture, they have to set the estimated amount of TRs (Thermal Repairs) they think will be needed to fix that damage.

[[File:PM-11.png|500px|thumb|center]]

In the next step, the surveyor has to set the specific pothole location, the more accurate, the better.

[[File:PM-12.png|500px|thumb|center]]

[[File:PM-13.png|500px|thumb|center]]

Then they must specify whether the technicians will need to take any extra tools or materials, and finally add notes to the job.

[[File:PM-14.png|500px|thumb|center]]

Finally, once they have closed it, the system will ask the technician to confirm having read the task notes, add notes to the opportunity, and finish the task.

[[File:PM-15.png|500px|thumb|center]]

[[File:PM-16.png|500px|thumb|center]]

[[File:PM-17.png|500px|thumb|center]]

The other option is to add or create an External Proposal for our partners. When the surveyor clicks on "External Damage," the app will show a pop-up window asking confirmation to proceed.

[[File:PM-18.png|500px|thumb|center]]

The surveyor must upload a picture of the damage before choosing the product or required type of work.

[[File:PM-19.png|500px|thumb|center]]

Finally, the wizard will ask the surveyor to add any notes.

[[File:PM-20.png|500px|thumb|center]]

And a pop-up window will ask for confirmation to close the proposal.

[[File:PM-21.png|500px|thumb|center]]

=eTechnician 2.0=

[https://crm.potholerepair.com/appStore/ Download it here]

Our technicians use this app for two main purposes:

To check-in, to upload their time card, the truck inspection, and inventory.
To access all jobs, dispatches, and surveys assigned to them
This application is solely for our employees' use and not for external users.

[[File:Imagen numero 1.png|250px|center]]

From the main screen, our technicians can view both the Dispatches and Surveys assigned.

[[File:Imagen numero 2.png|250px|center]]

They can access more options by hitting the sandwich menu at the top left corner.

[[File:Imagen numero 3.png|250px|center]]

The "upload receipt" option allows them to upload any bill or expense they might have as part of their duties; this way, all expenses can be kept and tracked in one place.
When they hit "upload receipt," the app will open up the camera to take a picture of it.

[[File:4Upload Receipt.png|250px|center]]

To be able to start the working day, the technicians will need to upload the necessary daily documents.

[[File:6Daily Docs Alert.png|250px|center]]

They will need to do so by clicking on the camera button.

[[File:5Daily Docs.png|250px|center]]

After completing all of the necessary documents, an alert will pop-up.

[[File:7Daily Docs Completion.png|250px|center]]

By clicking on the job, the user can see the details of it. The user icon with a star on the side shows the team leader for the job, and clicking on it will show the whole crew.

[[File:8Job detail.png|250px|center]]

When a technician clicks on "start," the system will send an email to the customer and to the owner of the opportunity to notify them the repair is in process. The system also allows Headquarters to track progress using a live feed regarding the job progression.

[[File:9Start Job.png|250px|center]]

[[File:9Start job 2.png|250px|center]]

After confirming the operation, the system will also remind the technicians to log out from their vehicles.

[[File:10Driver Logout.png|250px|center]]

Technicians can see all details regarding the job, see the surveyor's notes, and call either the owner or the surveyor. Using buttons, they can
* Navigate to the pothole
* Take a picture after fixing the damage
* Reschedule the item if they could not finish it at that time due to unexpected reasons.
At the end of the screen, there are more options to either add a new repair, reschedule the job or view the map.

[[File:11Inside thejob details.png|250px|center]]

When clocking on 'Take Pic' button, it will let you select to open the camera, or select a picture from the gallery.

[[File:12Take Picture.jpg|250px|center]]

After taking the picture, the system will open a window to set the number of TRs needed to fix the pothole and specify the type of repair they performed.

[[File:13Set TRs.jpg|250px|center]]

The process to add further repairs is very similar: Technicians need to click "add new," take a picture of the damage, set the estimated amount of TRs to be used, and set the location of the pothole. After they have added all the new additional repairs and clicked on "finish," the system will notify the account manager to get approvals. If approved, the technicians should fix those additionals repairs before leaving the property.

[[File:14Additional repairs.png|250px|center]]

After they have completed all the items within the dispatch, they will automatically be redirected to this screen to add the last notes for the dispatch.

[[File:15Ending notes.png|250px|center]]

Once the job is complete, they can finally close the dispatch and confirm completion.

[[File:16End job.png|250px|center]]

Now that the technicians are done, the app will prevent them from logging into their vehicle before driving to the next property.

=ELD and HOS=

PotholeRepair DOT# 2506097

Logbook – SPLogbook

Hours of Service - [https://support.intellishift.com/hc/en-us/articles/360040966534-Using-the-Hours-of-Service-Application Logbook App User Guide]

Hours of Service - [https://youtu.be/--IUb2hvzxg Operator Training Video]

SP Logbook for iOS: [https://apps.apple.com/us/app/sp-logbook/id1260958881 Click Here to Download]

SP Logbook for Android: https://play.google.com/store/apps/details?id=com.vehicletracking.sp_logbook&hl=en_US

Inspect training (Admin ONLY)

https://www.youtube.com/watch?v=lVCDHn4e9Fc

In the field training INSPECTION

https://www.youtube.com/watch?v=bt7Tx5pclMk

ELD - HOS Operating training video

https://www.youtube.com/watch?v=--IUb2hvzxg

=Quick Access=

*[[RPH]]
*[[Lead]]
*[[Accounts]]
*[[Contacts]]
*[[Opportunity]]
*[[Dispatch]]
*[[Invoices and Payroll]]
*[[External Portals]]
*[[Back-end Processes]]

User:Guido.gastaldi

2024-07-24T12:45:08Z

Guido.gastaldi: create user page