THIS ARTICLE IS CURRENTLY UNDER CONSTRUCTION
1. What is this module about
...
Both mandate approval options mentioned above, can be configured on problem type level.
Example:
Problem type 1
Mandate approval group: Mandate approvers (members are User 1 and User 2)
Mandate approval from amount: 1000
Problem type 2
Mandate approval disabled
Problem type 3
Mandate approval: by manager
User 1 → Manager: User 2 and Mandate amount: 500
User 2 → Manager: User 3 and Mandate amount: 10.000
User 3 → Manager: No manager and Mandate amount: 1.000.000
...
A corrective work order from a request with Problem type 1 with the total amount of 250, no approval is needed
A corrective work order from a request with Problem type 1 with the total amount of 2500, needs to be approved by either User 1 or User 2 (every user in the mandate approval system group will get the task to approve)
A corrective work order from a request with Problem type 2 with the total amount of 250, no approval needed
A corrective work order from a request with Problem type 2 with the total amount of 20.000, no approval needed
A corrective work order from a request with Problem type 3 with the total amount of 250, needs to be approved by User 1
A corrective work order from a request with Problem type 3 with the total amount of 5.000, needs to be approved first by User 1 and then by User 2
A corrective work order from a request with Problem type 3 with the total amount of 20.000, needs to be approved first by User 1, then by User 2 and then by User 3
...
1.4 Preferred suppliers
Via the use of preferred suppliers, requests and corrective work orders can automatically be assigned to a preferred supplier based on the role specified in the problem type linked to the request.
For more information about preferred suppliers see: Preferred suppliers.
For more information about requests and problem types see: Requests module.
1.5 Tendering process (quotations)
If a corrective work order needs to be handled by a not yet known contractor, a tendering process can be created to find the right contractor for the job. Via a tendering process, quotations can be requested from multiple suppliers to handle the corrective work order. Tendering processes are used if there are no preferred suppliers or there are a lot of suppliers to choose from. A tendering process is a good way to find the supplier with the best price, quickest response, can execute the work at the earliest time, etc.
...
Tendering processes can also be created seperatly and not only from a corrective work order. More information about the process see: Tendering process (quotations) module.
1.
...
6 Planboard
1.
...
7 Supplier access
SUPPLIER ACCES LINK TO ANOTHER ARTICLE (also applicable for Preventive, etc.)
After the corrective work order is forwarded to the (internal or external) contractor, the work order needs to be handled via a workflow task. If the contractor does not have a user account in Workplace Management to be able to handle the work order, the service team responsible is assigned to handle the work order on behalf of the contractor.
...
1.8 Other relevant options
1.5.1 Sub requests
Sub requests can be used if a problem/request consists of multiple pre defined actions, which are always applicable for a request related to this problem (type). Using sub requests can be determined per problem type and each of the sub requests can have its own service group which needs to handle the sub request.
With sub requests, the main request is automatically broken down into one or more sub requests. After the main request is submitted, it moves to a 'Waiting for sub requests' status. The sub requests are all assigned to the applicable service group. Once all sub requests have been handled, the main request is automatically closed.
For example, if a new employee is hired, a request is created to prepare a new work laptop. The problem type 'New employee laptop' consists of several sub requests:
Purchase a new laptop → service group 'Purchasing'
Create a new mailbox for the employee → service group 'IT'
Prepare the laptop with all relevant software → service group 'IT'
Distribute the laptop on the first day → service group 'Office Manager'
Sub requests can be enabled per problem type via the navigation menu ‘Requests' → 'Problem type schemes’ → problemtree → select the desired problem type to enable and create the desired sub requests.
...
1.5.2 Duplicate check
Automatic duplicate checks can be enabled, when a request is submitted. If a problem occured in the main hall, where all employees pass by, it could be that more than one user creates a request with the same problem type, same building and same area. For example, if the service group receives 10 requests about the same issue, the first request is assigned to a service group responsible person. The other 9 requests are marked as a duplicate of the first request. The service group responsible now only has to follow up and handle the first request, instead of handling all 10 requests individually. After the first request is handled, the other duplicate automatically follow and are automatcially handled.
Duplicate check can be enabled for:
The same problem type
The same building
The same area
The same asset
The duplicate check is only executed for open requests. Already closed requests with the same problem type, the same building and the same area for example, are not taken into account.
Duplicate checks can be enabled via the ‘Module settings' → 'Requests’ tab.
...
1.5.3 Preferred suppliers
...