Mobility Handbook Subcontractors - broadspectrum.com · Mobility Handbook SUBCONTRACTORS Revision:...

Mobility Handbook

SUBCONTRACTORS

Revision: 3 © Broadspectrum Limited 2016 January 2016

Not to be reproduced in whole or in part without permission

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Mobility Handbook

Subcontractors

Mobility Handbook

SUBCONTRACTORS




Table of Contents 1 Broadspectrum mobility ................................................................................................................ 3

1.1 What is mobility? ........................................................................................................................3

1.2 What are the minimum specifications? ................................................................................3

1.3 How do I set up my device? ...................................................................................................4

1.4 Who can I ask for help? ...........................................................................................................4

2 THE WORK ORDER APP .................................................................................................................... 5

2.1 Accepting and Rejecting Work ..............................................................................................5

2.2 Viewing a Service Order ..........................................................................................................7

2.3 Viewing Related Documents ..................................................................................................9

2.4 Adding a Document.................................................................................................................9

2.5 Updating the Service Product Status.................................................................................. 10

3 THE CLAIMS APP ............................................................................................................................ 12

3.1 Making a Claim ...................................................................................................................... 12

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1 BROADSPECTRUM MOBILITY

1.1 What is mobility?

As part of our recent system upgrade, we have introduced a range of new applications for our

employees, subcontractor’s, vendors and supervisors. These applications allow a wide range of

actions to be taken on a range of different mobile devices and from basically anywhere you may

be working – these actions are then in real time uploaded in to the core system, providing live

updates from the field.

The new mobility solution is intended to assist you by allowing you to immediately and easily

update you work orders or claims without having to return to your office, or contact us by phone

or e-mail. There are a number of new options available that will assist you in keeping us informed

as you progress through your order – reducing any potential follow up calls, and ensuring we make

the whole work order management process as simple and efficient as possible.

Depending on the your role; you will receive one, some or all of the available applications – below

is a table that explains each role and the applications that they will be assigned:

ROLE APPS AVAILABLE

EMPLOYEE

WORK ORDERS CONFIRMATION

SUPERVISOR

AUDIT WORK ORDERS CONFIRMATION AND CLAIM DISPLAY

WORK ORDER MANAGER

WORK ORDER MANAGER

SUBCONTRACTOR

CLAIMS WORK ORDERS

VENDOR

CLAIMS WORK ORDERS VENDOR INVOICES

CUSTOMER / CLIENT

ASSET MAINTENANCE (2016) WORK ORDER HISTORY (2016/17)

1.2 What are the minimum specifications?

The new solution is multi-device capable, meaning it can be used on a wide range of devices

including mobile phones, tablets and personal computers.

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The minimum specifications are as per the below:

OPERATING SYSTEM OPERATING SYSTEM TYPE OPERATING SYSTEM VERSION

APPLE OS iPhone and iPad 7.x 8.x

ANDROID Phone and tablet 4.1 – 4.4

WINDOWS PHONE Phone 8.1 GDR1

BLACKBERRY Phone Z10 / Z30 10.x

MICROSOFT WINDOWS

Desktop Microsoft Windows 7 and above Running:

IE 9.x1 and above; or

Latest version of Google Chrome; or

Mozilla Firefox latest RRC2 / latest ESR

APPLE MAC OSX Desktop OSX 10.9 OSX 10.10 Running the latest version of Safari

1.3 How do I set up my device?

Please create a bookmark on your device and ensure that it refers specifically to the link below:

https://mobile.broadspectrum.com/sap/bc/ui5_ui5/ui2/ushell/shells/abap/FioriLaunchpad.html

1.4 Who can I ask for help?

For any assistance with using these applications, you should contact the Subcontractor

Administrator or Manager for your contract.

https://mobile.broadspectrum.com/sap/bc/ui5_ui5/ui2/ushell/shells/abap/FioriLaunchpad.html

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2 THE WORK ORDER APP

One new feature of the system is that you will now receive a notification e-

mail or SMS (text) message asking you to “Accept” work.

You will also have the option to “Reject” work.

2.1 Accepting and Rejecting Work

1 | Message received via text or e-mail with job details and a link to the Work Order application, the status of the service order will be DISPATCHED: EMAIL TEXT/SMS

2 | You may be required to enter your log-in details – these will be the same username and password that you use to log-in to Windows.

3 | Click on the link in the text or e-mail to open the application and click on Accept or Reject. COMPUTER OR TABLET MOBILE

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4 | If you accept the work order, the system will automatically change the status of the work order to ACKNOWLEDGED and you will be able to view the order in more detail by logging back in to the Work Order App. If you reject the work order, the system will also request you to provide the reason for rejection. The options in your list may differ depending on the contract you are working on. To select a reason, click or tap on the downwards arrow in the box that says “Enter Reason”, then tap on the most accurate option from the list that appears – note that the rejection of work (for specific reasons) may affect your Rating & Ranking score negatively – this will only occur where you have a signed agreement to cover the trade and region that the order is located. PC/TABLET MOBILE

Once done, the order will be removed from your name, moved in to REJECTED and following this will be dispatched to the next contractor. Your name is excluded from any further automatic allocations once you have rejected it.

When Rejected requests reason

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2.2 Viewing a Service Order

Once you have acknowledged a service order; you will be able to view the orders (and service

products) that you have agreed to carry out from within the Work Orders app, you will be able

to view details from within the app itself, as well as on a .pdf version of the shop paper.

1 | You may need to open a new instance of the https://mobile.broadspectrum.com site; you will not be able search for an order from the acknowledgement screen.

2 | You may be required to enter your log-in details – these will be the same username and password that you use to log-in to Windows.

3 | Once you’ve logged in – click on the Works Orders tile to open the app.

The Work Orders App Tile

4 | Depending on your device, you will see either a list of work orders (mobile), or a list of work orders with additional information on the left hand side (pc or tablet):

PC/TABLET MOBILE

5 | To see more detail on the order, simply click or tap on the order you would like more information on (on a mobile, tap on the “Operations” section to open up further information, then scroll down the screen further to see information about the service master):

https://mobile.broadspectrum.com/

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In addition, new functionality means that you will be also able to see any documents included

with the work (such as a permit or diagram) at the time it was dispatched. If a document is

added later, you will be able to view it just seconds after its attached to the order.

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2.3 Viewing Related Documents

With mobility, you can now view documents related to the order from within the service order on

the app; every order will contain the .pdf version of the shop paper but you could also find reports,

diagrams, permits etc. in this section. No more messy paperwork; all the required documents will

be there on your phone, tablet or PC.

1 | To open the document, click or tap on the order number. 2 | Click on the attachments tab 3 | Click on the hyperlink.

2.4 Adding a Document

To add a document, follow steps 1 and 2 above, then:

1 | Click on the + icon 2 | If there is a required document the system will provide you with the type of document

that is required. 3 | Browse for the document that you wish to upload to the system (note: for iOS users –

only Photos from the Camera Roll can be uploaded on your device; for all other file types you will need to use another device)

4 | Click Ok

Click on the hyperlink to open

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2.5 Updating the Service Product Status

The Work Orders app allows you to update the status of your work orders in real-time, it is

suggested that you change statuses on your work orders as they occur – this reduces your

administration in the long-term and also means that we do not have to contact you by phone

to see where a job is at.

Importantly; failure to update job statues on time will lead to you receiving Jeopardy alerts;

these are text or email message sent at varying times throughout an orders lifecycle when there

is likelihood that an SLA is going to be breached. These vary from contract to contract, along

with their time and frequency.

To update a work orders status:

1 | Once you have found the order you need to amend, click or tap on it.

2 | To update the status of the order; click on the arrow in the box to select from a drop down menu of possible statuses:

3 | If applicable, you may also need to enter a reason (ie. when rejecting or placing on hold).

To do so, just click on the arrow in this box to choose from a list of possible reasons; choose the one that is most applicable. Note that some reasons will have a negative impact on your Rating & Ranking score – you may want to discuss this further with a represtantive of your contract.

4 | Then enter the date and time for that status (ie. if you were on-site an hour before the call,

this is the time you should enter (not the current time):

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5 | Enter any applicable comments by clicking on the button. Note: You can’t reverse a status, if you need to do so – you will need to contact the work order administrator for your contract or if your contract utilises the National Contact Centre, they will also be able to assist in reversing the status for you.

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3 THE CLAIMS APP

The Claims App is where you submit a claim for completed work attaching supporting

documentation

3.1 Making a Claim

1 | Note that an order will not appear in this app until it has been updated to COMPLETED

status in the Work Order app. You may run the Claims App from your PC or Smartphone.

Executing it from your PC is sometimes easier if there is a need to upload any mandatory

documentation. We have a video tutorial which runs through an example of making a

claim however for a printable example, please refer to the below screen by screen

example of making a claim.

Step 1: Open the Claims Link by clicking on the Claims tile on the home page.

You can see that you are in the right place by the claims and confirmations tab at the top of the

screen. The list of completed work orders are listed on the left of the screen with details for the

work order highlighted on the right.

Tip: If you are in the Works Order App you

can access the home page easily by

clicking on the home page icon on

the top left of the screen.

Your

name

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Step 2: Please click on the work order on

the left you wish to claim. The work order

will show on the right handside of your

screen.

Step 3: Scroll down on the right handside

to the bottom of the page. You will see

an item line ‘10’. Click on this line item

which will enable you to commence the

claim and see the screen below.

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Step 4: Click on the ‘+’ sign to the bottom

left on the screen.

Step 5: Please enter a short description of

the job. Use the description on the work

order if correct.

Enter a reference relevant to yourself, for

example your Invoice number.

Step 6: Then click on the line item ‘10’

again to see the screen below.

Step 7: Scroll down on the right handside

to the bottom of the page. So you can

see ‘Qty To Add’ , ‘Gross Price’ and

‘Confirm Text’ – see below.

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Step 8:

In ‘Qty to Add’ - Enter the time spent on

the job or enter ‘1’ if you have a variable

pricing arrangement with us

In ‘*Gross Price’ - Enter the labour cost of

the job exclusive of GST if you have a

variable pricing arrangement with us

otherwise the price shown should reflect

agreed price. You can modify this if

necessary

In ‘Confirm Text’ – Add any additional

information that may be required to

explain the cost. For example if the job

was more complex and hours longer

than might have been anticipated put a

brief explanation.

Step 10: Note the ten digit Purchase

Order number beginning with 4800.

Step 11: If you have completed your

claim, click ‘Final Save’. You have

completed the claim.

Note: If mandatory documentation

needs to be added the system will not

allow you to complete a final save.

Refer below.

Step 9: When completed, press the back arrow in the

middle top of the screen. (Note: The far left back

arrow will take you out of the Claim)

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Step 12: If this job involved additional

work that needs to be claimed (eg

travel) click on the ‘+’ sign again. This will

bring up a second line item ‘20’.

Step 13: Click on this line item to get to

the screen below.

Step 14: Click on the right of the service

box to pick the type of additional

expense you want to claim. This will show

the drop down box below.

Step 15: Scroll down the right hand side

of the box to see all the options

available.

Step 16: Click on the option applicable.

In this example materials has been

highlighted and clicked. The following

screen will appear.

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Step 17: Scroll down and complete the:

- ‘Qty to Add’ box by adding ‘1’

- ‘Gross Price’ box by entering the cost of

materials exclusive of GST

- ‘Confirm text’ box to describe the

material being claimed eg Hammer, light

bulb etc

Step 18: Click the back arrow to take you

back to the front page of the claim

where you can repeat steps 13 – 18 to

add other line items eg more materials

used, travel etc.

Step 19: You can now see the summary

of your claim which may have one or

more line items.

Step 20: Click ‘Save’ if you are not ready

to submit the claim or click ‘Save Final’ to

submit the claim and complete the

Claims process.

This snapshot shows a claim that has

been submitted. You can see the ‘tick’

and ‘completed’ on the left. (If you see

an exclamation mark this will indicate the

claim is pending our approval due to

financial tolerances or documentation

which must be reviewed)

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1 | Please note that should your claim have mandatory documentation requirements (this differs by contract and service – not all claims require documentation attachments), you will find this displayed under the documentation tab. Upload documentation as required noting you may save the claim at any point and return to it before your final submission.

2 | Should you upload documentation but make a mistake or need to upload a different document, you have the ability to detach documentation from your claim.

3 | Remember, you can view the status of your claim at any time via the Claims App.

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