This video describes current Multi-Day Job functionality. We cover relevant Company Settings, creating a Multi-Day Job, and Dispatch Board operations, Below the video, you will find a full transcript with section timestamps.
Hello. In this video we’ll go over how to setup and use Multi-Day Jobs on the Dispatch Board. In Service Autopilot when you set up jobs, Multi-Day Jobs will automatically be scheduled based on the maximum man hours per day, the number of people on the job, and the budgeted hours for the job. The system will automatically create the job for multiple days if it’s a job that can’t be done within the allotted time for one day and the number of people on the job. You’ll be able to see the revenue earned each day based on the time that you work that day and you’ll be able to see both your daily time variance and running time variance as well. The time variance for the entire job based on what you did that day. Finally, it will automatically calculate the number of budgeted hours that you need for each day based on total budgeted hours for the job and the time worked on the previous days.
[1:04] Let’s look at how to set this up. The first thing you’ll need to do is make sure your company settings are set up correct. What you’ll do is go to Settings, and Company Information. Under “Settings”, you’ll scroll down and see where it says Maximum Man Hours per Day? Enter a number here. Think of this number as what is the most that one Resource should be working in a day. This might be 8 or 10 or 12. What this will actually do is control how long a work day is for an individual team and then how many budgeted hours to allocate on a given day for a Multi-Day Job. For example, if you have 20 budgeted hours with 2 people on the job and they each have 10 Maximum Man Hours per Day, that means it’s just a one-day job. If you have 20 budgeted hours for the job but each Resource or the maximum hours per day is 8, that’s going to be a two-day job because they can each only work 16 hours a day total. Four hours budgeted will need to go to the next day so that’s a two-day job. That’s how the system will work. That’s why it’s important to have the correct Maximum Man Hours per Day.
[2:26] The Multi-day Include Days is going to be what days you typically work. What the system will do is, let’s say you schedule a day on Friday or a job on Friday and Saturday and Sunday are not included, if it’s a three-day job it will get scheduled for Friday, Monday, and Tuesday and skip Sunday and Saturday. The system will skip those days by default if you have them unchecked. If you do work Saturdays typically you may want to go ahead and check that box. One thing to note is both of these settings can be changed when you create individual jobs. These are just the default settings. You’ll want to save the changes and let’s go to an actual client’s account page to create a job.
[3:11] I’m going to go over here and add a job. Now, any of our primary types of jobs – Recurring, One Time, Waiting List, or Package jobs could be made into Multi-Day jobs depending on the budgeted hours. For the sake of this example, I’m just going to do a One Time Job here. One thing I want to point out here before we enter the details of the job, let’s go over to details here and I want to show you here that you can change the settings we just looked at at the company level on the job here - the Maximum Man Hours per Day or the Multi-Day Include Days. If I know that if I’m going to, for example, work Saturday for this job I can select it here and maybe if we want to get this job done really quickly we could increase the number of hours per day that our employees can work on this job.
[4:06] Let me go back here to the job and let’s enter in the details. Enter a Service. Because it’s a One Time job, the start date, let’s say it starts this Friday. The Resource Assignment, I’m going to assign it to a project team here that we have set up. You’ll notice as soon as I assigned it, it caused the team size to change from one to two. That will be what the default team size is. It will change that number here. If it wasn’t assigned to any team you could leave it blank. You don’t have to assign it here. This team size number here will be what controls the number of days the job gets scheduled for as well as the budgeted hours. Watch how this works. If I, for example, knew that this was going to be, let’s say a 40 hour job and I tab through, it’s going to change the number of days here to three because with the 40 hour job a maximum number of days we can work per person, which is eight, it’s going to need to be three days for us to complete the work. The system is going to do that calculation automatically, so you won’t actually be able to edit this number here. Just go ahead and increase the rate as well to $4000, just for the sake of demonstration here. Now when we save it will be scheduled as a three-day job. One thing to note here is that for planning purposes you can manually change the team size field. If it is assigned to a team it will default to the number of employees on that team by default. Let’s say there are no default assignments, that number will just stay one. Or, for example, you don’t assign the job the team size will also be one. For planning the number of days and budgeted hours per day it’s beneficial to have an accurate estimated team size. Again, you can change that number manually to reflect the actual team size or estimated team size. I’ll go ahead and save this. Now, let’s take a look at how this will work on the DB.
[6:22] I’m going to go over and click on the Friday here because that’s the day we scheduled it for. You’ll notice we have a Multi-Day job here. The reason we can tell it’s a Multi-Day job is this little icon here with the pin that indicates it’s a Multi-Day job. There are a couple of differences in the columns here for Multi-Day jobs that I want to point out. What I’m going to do is, under columns, we have a couple of different columns - the Remaining column, Budgeted Hours, Actual column which is the actual hours or actual time worked, the Variance column, and the Amount. If I’m looking at a Multi-Day job it’s probably a good idea to check on all of those boxes. For the sake of this example, I’ve actually created a view that has the Multi-Day information columns already saved to that view. This might be a good idea if you’re going to do a lot of MD jobs and you want to be looking at this information you might create a different view for yourself for that. I’ve also included the project work filter here so I can see jobs for that service. I have this one job here. What I want to do is just explain some of the differences here with how this job is going to behave and how it’s going to work from an operational perspective and how these columns are slightly different.
[7:56] The remaining column is going to be how many hours are left on the job based on the budgeted hours and the actual time worked. As you log time on this job, that number’s going to go down. The budgeted hours is not going to be the total budgeted hours for the job, rather, it’s going to be the budgeted hours for this day. Remember we had a maximum man hours of eight and two men on the job. What that means is then two times eight is 16 so that’s how many budgeted hours gets allocated for this day. The actual hours is going to be the actual time that you log. If you have let’s say two people and they work for seven hours, the actual time here will be 14 – two times seven. The variance is going to be the difference between the actual and the budgeted for the day – that’s the top number. The bottom number is basically the variance for the entire project. On the first day, these two numbers will be the same but as soon as you log time, the variance on the bottom will show your budgeted as of that date based on what the total budgeted hours is. This will make a little more sense as we log time on this.
[9:16] The other thing that I have here is I’ve got the Close Out Day columns open so I can actually enter in some time. Also, it’ll show the number of men. Number of Men is going to first be whatever’s on the crew-level here for that day. Then, once you log time what it will do is it will show the actual number of people that log time on the job. Maybe we budgeted or we estimated we have two or three people there, whenever we log time, it might only show that one person was there because one person clocked in. Over to the right you’ll see we have the rate and amount. Because this is flat rate, the rate’s just going to show the flat rate but the amount will actually show your daily amount based on the budgeted hours. I’ve made it easy to see here. Because we had 40 hours of work and it’s a $4000 job, each hour is basically going to be worth $100. Because we had 16 budgeted hours for this day, the amount is going to be 1600, but as we log time the amount will shift based on the actual time that was worked. The budget is that we’re making so many dollars this day but if we work more or less time we’d make more or less money this day on the job.
[10:41] Let’s just see how this works from an operational standpoint. Before I actually log time here, what I’m going to do is just show you what all the job instances will look like. Let’s go to resource. I’m just going to filter by that one project team. I’m going to go ahead and look at all the days here for this Multi-Day job. We’ve got three occurrences. You’ll notice here, the way that the system has allocated the budgeted hours is that we have 16 on the first day, 16 on the next day, and then eight on the final day. It’s not a full day but it’s another schedule day. How this will work is, as you log time each day depending on when you were over or under it will adjust the budgeted hours for the next day. Let’s go ahead and log some time on the first day here. Add the default assignments. Let’s say we worked from eight to five here. Watch what happened there. We actually logged nine hours per day per person. The variance, we were actually over. We worked more on this job and what this did was it actually decrease the number of hours that we have on the last day because we’ve already worked those hours on the first day. The budgeted hours go down on that last day because we worked a little bit more. You’ll also notice over to the right that the amount for the day went up because we worked more on that day so the amount of revenue, in theory, that was earned on the project for that day is a little more based on the budgeted time at first and then it switches over to the actual time once you do log time.
[12:36] The other thing you’ll notice is that we have the regular Variance and the Running Variance. The Running Variance is, as of this day, we’re two over on the job and we’re two over for this day so that’s how to read that Variance column. I’ll go ahead here and log some more time just to show you how it changes. Now, you’ll notice that it shifts again. We log 18 hours on that day and now the total time that we can take on this last day is four. Before we look at that last day let’s take a look at the job details because you’ll also notice that you have some additional information. If you click on the Service there, as soon as you have a job as a Multi-Day job it’s going to show you some Multi-Day statistics on the entire job. We have the number of days here, the remaining hours which you can also see that on the Dispatch Board, and the remaining revenue to be earned on the Multi-Day job based on what you’ve already worked. At the beginning of the job, this would have been 4000 because we haven’t logged any time but now that we’ve logged many hours on this job, it’s down to 400 dollars remaining revenue. I just wanted to show you that this gives you some more statistics on this Multi-Day job.
[14:11] Now, let’s say back to this scenario, we’re going to go ahead and log some more time. Let’s say that on the next day, we did another eight hours but just for one resource. Or, that was nine hours. We have nine hours actual, we only budgeted four. That means we have a remaining negative amount that we have on this project. We’ve worked more than the budgeted hours. That doesn’t change the amount that’s allocated. You will notice that as we’re doing everything the total budgeted hours for each day, because it was changing, this total budgeted hours isn’t necessarily going to match. If you look at all the days, it’s not going to match the total that you have at the job level but once you job cost this at the end it will match. In other words, it will be job costed as if you had 40 budgeted hours allocated. It’s just that because the job budgeted hours on each day is changing, based on what you worked, this number might not reflect the total. Don’t necessarily read that as the budgeted hours if you’re looking at this kind of view where you’ve got just this job showing don’t read this as the total budgeted hours for the entire job because it’s going to constantly be updating the budgeted hours based on what you actually worked. You’ll notice that each day is going to give us the running variance as well as the daily variance. The running variance of the second day was four hours. Because we were four hours over and then this day we’re five hours over. It’s going to show us the variance on each day.
[16:00] A couple of other things - let’s say, for example, that we wanted to, for whatever reason, extend the job. Maybe we didn’t finish the job for the day, we could click on the job go to actions and extend the Multi-Day job. This will allow us to extend it by a day here. Let’s go ahead and pick a bigger date range so we can see it. You’ll notice because we’re out of budgeted hours it’s not going to allocate any budgeted hours to this last day. It would allocate budgeted hours if we had some left to allocate. Let’s say, for example, we were behind on the project so the number of budgeted hours here was greater than the amount that we could work for that day then it would go ahead and allocate more to that last day, depending on the scenario and how this is playing out with a real job and actually logging time.
[16:55] One other thing here, if you do need to move a Multi-Day job. If I needed to move this, all these occurrences, a day forward I would have to be very careful and basically do those one at a time. I would have to click on one, for example, and go to edit jobs move it here to the next day which would actually be the Monday. You could move it like that and update. I would have to do that for all of the occurrences to move them forward one day. While this may be inconvenient if you’re doing One Time jobs, If these are actually created as Waiting List jobs, all you would have to do at that point is click on the job, go to actions and move them back to the Waiting List. Really just one of the job occurrences, click on it move it back to the Waiting List and then from the Waiting List dispatch it whenever the job was needing to be done. If you have a scenario where you don’t know exactly when you’re going to start that job, it’s a little bit up in the air, you may want to go ahead and create it as a Waiting List job. That way if it doesn’t start on that date you can simply move it back and move it forward with ease. You don’t have to worry about moving all the occurrences. That’s one of the advantages of doing the Waiting List jobs for these longer jobs, these Multi-Day jobs.
[18:21] Finally, let’s talk about completing jobs. In this scenario, it would’ve been dispatched in the sense that we probably would be logging time from the mobile so they’d be dispatched. One thing about Multi-Day jobs is they all work together so if I cancel dispatch on one, I do it on all of them. A Multi-Day job is one job with different occurrences. They all work together. Let’s go ahead and dispatch again. Let’s say that we needed to complete this. Whether you complete it from the mobile or you’re doing it from the dispatch board here. Go to actions complete. It’s going to say you’re marking Multi-Day jobs as complete please specify the date you completed these jobs. In this case, I want to be specific about when we completed them because let’s say that I go and say that it was completed on the fourth. What that will do is it will actually delete the occurrences except for the one on the fourth. It doesn’t delete the time records but you don’t see all the data in the columns because it’s just going to have that one line item on the fourth. In this case, I’m probably going to say that we completed the job on the eighth because that is the last day we logged time. Go ahead and complete. You’ll notice it keeps those three occurrences but it deleted the one that was on the ninth because we said we completed it on the eighth. Now, at least I still have the data on the Dispatch Board if I wanted to come back and say hey how did we do on that project I would be able to see that. If we were to go to Invoices and look for that Invoice you would see that you have one Invoice with this one line item. It wouldn’t show the multiple days but it would be that one line item for that job that we completed. It would be job costed as if it were completed as one job, one service, it’s just that it was scheduled for multiple days. That’s Multi-Day jobs in Service Autopilot, how they get created, how they operate on the Dispatch Board. It’s a great scheduling tool in Service Autopilot. It gives you some really good data when you’re trying to evaluate the status of a job in terms of the budgeted time and the revenue per day.