DIGGING INTO THE DUDE

PRESENTED BY:TJ IMBERGER, APRP, CPSI

WITHOUT GETTING BURRIED!

EVERYONE HAS A TOOLBOX

As Administrators, our tools consist of:

Personnel Facilities Budgets Equipment Software

Do you know how to use all the

tools in your tool box?

Do you know what features you have?

What tool do you use?

Do you sometimes feel like you’re using the

wrong tool?

LETS START EXPLORING

DIGGING INTO THE

DUDE

THINK BIG… INTEGRATE MULTIPLE DEPARTMENTS INTO THE

SAME “DUDE”

BEFORE YOU BEGIN

THINK ABOUT THE FUTURE

ESTABLISH LOCAL PROTOCALS

DEFINE YOUR STATUSES“NEW REQUEST”= NOT YET SEEN“WORK IN PROGRESS” = HAS BEEN SEEN“FORWARDED”= TO A SUPERVISOR’S ATTENTION

ESTABLISH LOCAL PROTOCALS

AREA NUMBER PUBLIC WORKS = ADDRESS NUMBER ANIMAL CONTROL = CASE #

REQUEST DESCRIPTIONOUR CUSTOMER/CITIZEN INFORMATIONALWAYS HERE (NAME, ADDRESS, PHONE, ETC.) NOTE: CONTACT INFORMATION USED DESIGNATE OUR USERS ONLY

BUDGET INFORMATION IS MANDATORY

ACTION IS REQUIRED IN ALL INSTANCES

“COMPLETED” CAN BE UTILIZED BY ANYONE ON THE SYSTEM

“CLOSED” CAN ONLY BE ISSUED BY A DEPARTMENT HEADCOMMISSIONERS CANNOT SEND REQUESTS TO DEPARTMENT HEADS

PURPOSE CODESPURPOSE CODES ARE USED TO

DISTINGUISH DEPARTMENTS

MANAGE YOUR ROLES

DO NOT BE AFRAID TO GIVE YOURPERSONNEL THE APPROPRIATE ROLE.

ALLOW THEM THE ABILITY TO

USE THE SYSTEM.

EQUIPMENT REPORTING OPTIONS

UTILIZING “EQUIPMENT” AND “EQUIPMENT USAGE” REPORT OPTIONS:

TRACK: MAINTENANCE RECORDS/COST FUEL COST EQUIPMENT INFORMATION SUCH AS MILEAGE,

HOURS, ETC.

HOWEVER, THE OPTIONS DO NOT RECORD ACTUAL HOURLY USAGE RATES WITHIN THE TRANSACTION PORTION OF THE W.O. I.D.

SOLUTION CREATE A SUPPLIER FILE FOR EACH PIECE OF EQUIPMENT

THAT CONTAINS THE HOURLY RATE TO CHARGE.

DISASTER REPORTING

FEMA BASED ASSIGN FEMA CODES TO EQUIPMENT

AS A SUPPLIER EXPORT WORK ORDER REPORT AND

TRANSACTION REPORT INTO EXCEL SPREADSHEETS

CREATE CUSTOM PIVOT TABLES- ORGANIZED BY EMPLOYEE AND CATEGORY

FEMA CATEGORIES ARE LISTED AS “CUSTOM CATEGORIES”

ENTERING EQUIPMENT USAGE

AS A PURCHASE TRANSACTION

NOTE: ALWAYS PLACE DEPARTMENT # BEFORE VEHICLE #

BUDGET INFORMATION

CRAFTS: UTILIZED TO ASSIST IN DESIGNING DEPARTMENT TASKS BY USING TWO OPTIONS:

OPTION 1: USE THE PREDETERMINED TASK AS INTENDED BY THE DUDE

OPTION 2: USE ONE TASK AS PRECURSOR FOR ADDITIONAL BUDGET CODES, IE: ROADS & STREETS

PROJECTSUTILIZE “PROJECT”

DESIGNATION TO AND REPORT ON INDIVIDUAL AND SPECIFIC USES YOU WANT TO RECORD

EXAMPLES

STREET OR NOT A STREET

STEP 1: LOCATION = STREETSSTEP 2: BLDG/UNIT= STREET NAMES

WHAT IF THE STREET DOES NOT HAVE A STREET NAME YET?

LIST AS A LOCATION IN RELATION TO THE SUBDIVISION

LOCATION= SUN CITY BLDG/UNIT= POD 38

WATER METERSUSE JOURNAL NOTES FOR- CALL

BEFORE YOU DIG LOCATE INFORMATION

CREATE AN “EQUIPMENT” LISTING FOR THE METER WHICH ALLOWS YOU TO:

LINK INTO A W.O. I.D. TRACK WARRANTY PURCHASE PRICE, MANUFACTURER, ETC. VIEW WORK ORDER HISTORY

AREA NUMBER= ADDRESSSUBMIT/ATTACH A PICTURE OF

COMPLETED INSTALL AND SITE WORKADD “WM” BEFORE THE METER SERIAL

# AS THE EQUIPMENT NAME. ALLOWS FOR EASY LOOK-UP

REPORTING ON A NON-INVENTORY

ITEM PROBLEM: REPORTING ON THE AMOUNT OF BAGS OF TRASH AND TIRES PICKED UP BY PUBLIC WORKS ON A MONTHLY BASIS

ISSUES: CANNOT ESTABLISH AS AN INVENTORY ITEM, IS NOT A PURCHASED ITEM TO RECORD IN PURCHASE TRANSACTION, IS NOT AN “ISSUED ITEM”

SOLUTION: CREATE A SUPPLIER FOR THE ITEMS YOU WANT TO RECORD

STEPS IN CREATING A TRASH BAG/TIRE

SUPPLIER1. ADD NEW SUPPLIER

2. CREATE AN “ORGANIZATION NAME”

3. SKIP THROUGH DEPARTMENTS,

WEBSITE, CONTACTS & NOTES

4. ZERO OUT PAYMENT/BILLING SECTION

5. NOW YOU ARE READY TO ENTER THE

TRASH BAG PICK UP AS A

TRANSACTION

.

TRASH BAG TRANSACTION

PROCESS1. REMEMBER YOUR PROTOCALS “ACTION”, “PURPOSE”,

“CRAFT”, “CLASSIFICATION”, AND “TYPE” USED FOR SEARCHABLES LATER

2. SELECT “PURCHASE TRANSACTION” FROM THE TRANSACTION SECTION

3. TYPE= MATERIALS

4. SUPPLIER= “TRASH BAG PICK UP”

5. DESCRIPTION= DESCRIPTION

6. QUANTITY= AMOUNT OF BAGS PICKED UP

7. COST EACH= $0.00

8. THIS NOW ASSIGNS THE QUANTITY OF BAGS PICKED UP TO THE SUPPLIER “TRASH BAG”

REPORTING TRASH BAGS

NOTE: A SUPPLIER REPORT DOES NOT ALLOW THE FUNCTION TO SAVE AS A “SAVED ACTIONS” A REPORT

1. SELECT “TRANSACTIONS” REPORTING• THIS WILL ALLOW A “SAVED ACTION” TO BE

GENERATED

2. GO TO “SAVED ACTIONS” – SELECT THE REPORT & “EDIT” THE SCHEDULE

3. YOU HAVE NOW DEVELOPED A SCHEDULED DELIVERABLE BASED ON YOUR DUE DATE OF NEEDS

SAVED ACTION SUGGESTIONS

FOR MORE DETAILED AND COMPLEX REPORTING, SAVE REPORTS IN EXCEL

HAVE “THE DUDE” REPORT DELIVERED TO ONE STAFF MEMBER- THE REPORT CAN THEN BE ADJUSTED AND DISTRIBUTED ACCORDINGLY

.

STATE MANDATED PESTICIDE REPORTINGBASIC PROTOCALS BLDG/UNIT= AREA OF THE FACILITY REQUEST DESCRIPTIONS= SPRAY , APPLY,

BROADCAST

PURPOSE= PARKS & REC CRAFT= PEST CONTROL OUTDOORS CLASSIFICATION= /*PARKS TYPE= PESTICIDE APPLICATIONS ACTION TAKEN= AREA DESCRIPTION: SIZE OF

AREA, PROBLEM CONTROLLED, RATE OF APPLICATION, NOTES

STATE MANDATED PESTICIDE REPORTING NEW ISSUE= SELECT PRODUCT OUT OF

INVENTORY COST & MEASURE PREDETERMINED AT TIME OF

INVENTORY RECEIVING

NOTE: WE USE A NUMBER CODE ATTACHED TO THE CHEMICAL NAME TO DETERMINE WHAT INVENTORY BATCH TO SELECT FROM, IE: (73014)= JULY 30, 2014

PESTICIDE REPORTING

METHOD 1: TYPES REPORTS:

CLASSIFICATION= *PARKS TYPE= PESTICIDIE APPLICATION RESULTS CAN BE COMPLETED AS A

DETAIL/EXCEL OPTIONTHIS WILL ALLOW FOR A TRANSACTION DESCRIPTION TO BE INCLUDED IN THE REPORT. THE TRANSACTION DESCRIPTION INCLUDES INFORMATION SUCH AS THE CHEMICAL NAMES.

PESTICIDE REPORTING

METHOD 2: ISSUES REPORT:

ALLOWS FOR PRODUCT DESCRIPTION BUT MAY LACK MORE DETAILS

PESTICIDE REPORTING

METHOD 3: “WORK ORDER”

REPORT: DOES NOT GIVE A GREAT

TRANSACTION DETAIL THAT YOU MAY BE LOOKING FOR

DIVISION OF DEPARTMENTS

WHENEVER POSSIBLE, ASSIGN USERS BY CRAFTS AS THE FIRST LINE OF DIVISION, IE: SINGLE CRAFT DEPARTMENTS INCLUDE:

ANIMAL CONTROL WASTE WATER WATER IT/TECHNOLOGY COMMUNICATIONS

WHENEVER POSSIBLE SORT BY EXCLUSIVE LOCATIONS, IE: FLEET (OUR PUBLIC WORKS GARAGE)

EXPANDING THE DUDE:

OPPORTUNITIES & SOLUTIONS

REMEMBER…IT’S YOUR SYSTEM!

THE POSSIBILITIES ARE ENDLESS, NEVER STOP

DIGGING

Presented By: TJ ImbergerPowerPoint By: Lauren Brown