FPN Subcontractor Tasks

Overview

The FPN Subcontractor Tasks register which is used to record the status of tasks performed to contractors and subcontractors.

This register provides the following features:

• Assign tasks to a Service (contractor)

• Assign a Resource to a task using Resources

• Record instructions for contractors

• Contractors can log in and get a list of tasks assigned to them

• Contractors can view the Assessment Details including Inspection Photos as well as cutting grass, removal and, firebreak instructions and map

Positions

This register can be configured to be viewed and managed by any FPN position.

The FPN Contractor position, if set up properly will only see items in this register that are assigned to them. For this, the administrator will need to set up a Resource and assign a user to the resource.

Process

Refer to: Workflow

If a compulsory clearing is required, then the FPN Coordinator set the status to Request Compulsory Clearing. An FPN Coordinator can task items to a subcontractor using the Contractor Tasks sub-item.

The FPN Coordinator or Officer can manage the FPN Subcontractor task on behalf of a contractor or they can arrange for the contractor to be set up as an FPN Contractor.

If FPN Contractor access is set up then a user from a contractor organisation can (optionally) view and manage items assigned to them either from a list (datagrid) or the map view. If there are access issues, then the Status should be set to Access Issues. Otherwise when the work is ready to invoice, the Status should be set to Ready to Invoice.

Once the tasks are done, the Status is changed to Completed. An FPN Coordinator can close the Fire Prevention Notice when all related tasks are completed.

Access

To access FPN Subcontractor Tasks

• FPN Subcontractor Tasks must be enabled for the event, along with Fire Prevention Notices positions

• Go on duty with an appropriate role. If you can't access it, ask your administrator to check your permissions.

Locate the FPN Subcontractor Tasks register under Inspections > FPN Subcontractor Tasks in the menu.

Administration

Administrators are able to set up and maintain the FPN Contractors register by:

• Adding the FPN Contractors register and Fire Prevention Notice positions to the event

• Managing FPN Contractors via Contacts Organisations register and Resources

Finding FPN Subcontractor Tasks

The register includes a number of features to assist in finding FPN Subcontractor Tasks:

• Datagrid view

• Map view

• Filters including workflow, region and assignments

• Combination filters and search by most fields

Filters

Filters help make management of FPN Subcontractor Tasks easier by focusing on specific groups of items on the datagrid.

Opening and Viewing

When viewing FPN Subcontractor Tasks, sections can be expanded to show information.

As each section is completed, new sections may show additional information.

Settings

FPN Subcontractor Tasks are divided into the following sections (sections may or may not appear depending on what information is entered, your permissions level, and what mode you're viewing):

Record Notes

When editing, record notes in the rich text field to summarise your changes. These notes will appear in the Activity log.

Refer to: Recording Notes

General

The General section is used to manage the Services, Resources and Details to be passed to the FPN Subcontractors.

Service

FPN Coordinators use this field to assign to contractors and only FPN Coordinators can change this. This is usually done through the Fire Prevention Notice record.

Resource

FPN Coordinators use this field to add Resources (for example a tractor). Start typing the name of the resource to start searching. You can use * to find words that contain your search. For example sand* (which can find sandbags and sandpit).

Details

This rich text field records specific instructions that aren't included in the FPN assessment.

Tags

Refer to: Tagging Items

Work Started

This section is used by the FPN Contractor when their onsite work begins.

Work Start Time

This field records the time work started as a date and time. FPN Contractors can open this on their mobile device and select 'Today' when commencing their work to record the current time.

Photos - Before Work

This field is has an Add File button to attach photos. FPN Contractors can use this on their mobile device to take photos to as evidence of the state of the property before they began work.

Work Completed

This section is used by the FPN Contractor when their onsite work has finished.

Work End Time

This field records the time work was finished as a date and time. FPN Contractors can open this on their mobile device and select 'Today' when finishing their work to record the current time.

Calculated Work Time (hrs)

This field calculates the total time from the Work End Time from the Work Start Time and rounding it to the nearest number of hours. This happens when the Task is saved and appears greyed out until this happens.

Job Time (hrs)

This field is used to manually override any calculated work time. Use this for example for work taking more than a day or when work stopped for breaks.

Photos - Work Completed

This field is has an Add File button to attach photos. FPN Contractors can use this on their mobile device to take photos to as evidence of the state of the property after they finished work. This can be useful to check that the contractor has adequately performed their duties.

Invoice Number

This field is used to record the invoice number. The FPN Contractor can put this in once an invoice has been raised.

Assessment Details

This section is read only and reflects what is recorded in the Fire Prevention Notice including any Inspection Photos and Special Instructions. It is for reference so that the FPN Contractor can see what instructions were given to make the property compliant.

Status

Location

This field records the location of the property including the address, any map markers and any contact information for the owner along with the property number, parcel number and any additional identifying information. FPN Contractors and Coordinators with permission to can use the Fetch Contacts button to retrieve contact information for the owner from the asset record.

Classification

Refer to: Editing Items: Classification

Event records the event that the tasks are in (this is usually the event for the current FPN season).

Activity

Refer to: Viewing and Opening Register Items: Activity

Adding

FPN Subcontractor Tasks are sub-items of Fire Prevention Notices.

As such they can only be added by FPN Coordinators as sub-items within a Fire Prevention Notice.

The FPN must have had a Status of Request Compulsory Clearance (or later such as Post Clearance Inspection Review) before the add button is unlocked.

You can add as many Contractor Tasks as required following the steps below:

1. Use the Add button under Contractor Tasks

2. Complete each section of the Settings as required (a Service/contractor must be assigned at minimum).

3. Save

4. To add more than one task, use the Add Another button

Bulk Actions

The following additional bulk actions can be performed via the Actions menu:

Reports

The main Report is the FPN Tasks Report and this can also be accessed via Export to Report in the bulk actions.