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Defining roles and responsibilities within your organization and establishing a logical workflow so that everyone is on the same page will help your company develop clear outlines as to what is expected of them. This is the logical process of how things progress in your organization from the First Point of Contact to the Final Invoice paid.

Handy Tip: When setting up Operations/Target Lead Time and other associated larger type tables it pays to start at 10 and then progress by intervals of 10 or more on the order so that you have more flexibility later in adding other interim records. Failing to do this will consume unnecessary time in setting up Jobman and moving orders around.

If you have never done this as a Company before, writing all of your steps on a whiteboard or a large piece of paper is a good idea, to begin with. Enter operations generally associated with the production of a typical Job Type. These should group and flow with the Job Status that you have just created.  You can have an Operation Type associated with more than one Job Type. Repeat the process for all the Operations for all the different Job Types. Click here to view Jobs Process Maps example process maps that you can set up for all your different Job Types.

Specify average hours for this operation and Percentage complete. This can be refined later.

Important: Operations belong to Statuses. Keep Statuses in sequence. Operations can belong to a Job Status that might not seem like that they belong but must not make Statuses out of order! You can have an Operation like “60% Invoice”  in a Status that it would not normally belong to, for example “Assembly”.

Adding a new record will bring up a screen that looks like this. Create a name to define the Operation that you want staff to log onto.

  • “Abbreviation” generally is not required, however, if you wish to shorten a lengthy operation name, you can use the abbreviation for this.
  • Colour determines what colour shows on the Target Calendar. Keeping similar colours in similar tones can assist in identification on the target calendar. You can select one of the colours or enter your own HTML colour code. Use a colour picker to find the code for any colour. 

 Handy Tip: if you leave the default colour selection as black, Jobman will auto choose the colour for you closest to where you position the operation by sort order number. 

  • Job Type. If you want this operation to apply to all Job Types then don’t add filters, otherwise, select the “Job Types” the operation belongs to.
  • Select a “Job Status” this operation belongs to.
  • Check “Is Leave” only for operation’s like Sick Leave for time to be recorded against staff not being at work.
  • “Average Hours” are the typical hours that this operation should take. This can be tweaked on the Job or by Capacity Planning. “
  • Percent Complete” refers to when this operation is done or where the job is up to. This can be reflected in a WIP report.
  • Order” is the order that this Operation happens.
  • Only make an operation not active rather than deleting if not required. Change its order to 1000 if making it inactive.
  • Update all tasks” if you want this change to be reflected in Jobs already setup. Update Task in the job may have to be clicked.

Applying Operation Types For Existing Jobs:

When you add or make changes to operation types under Admin, Jobman is designed not to retrospectively apply these changes to the existing jobs currently in the software. However if you do require to add/apply the newly added operation types to an existing job, you can by opening the existing job, click on the Tasks tab, and you will see a Set up and Refresh icon. Simply click Set up firstly, and then Refresh to apply the operation types created to the job. 

Note: This will only apply if the operation types are assigned to the matching job type/s as set up currently for the existing job. 

Recalculating Operation/Task Durations:

Under the job Tasks tab, you also have the function available to Recalculate Durations. What this is designed to do, is any additional Accepted Quote that is in the attached Lead to the Job, if these additional Accepted Quotes included either product labour or labour assigned to operations, then when you click Recalculate Durations, this will auto-update the durations for the operation from all Accepted Quotes together. Note: If you have added operation durations manually into the job checklist when you click recalculate durations under tasks, this will reset all other operations back to the default average durations.

Adding Additional Job Tasks:

In a job, under the Tasks tab, you have the feature available to add in any additional job tasks required for the specific job, which don’t require to be added as permanent operation types. As shown below, you can click add record, add in the task name required, select the operation you want this to be placed underneath and the job status will auto-fill. You can then assign the required by due date, target time due by, estimated duration staff qty, and add in any notes. Click save and this will apply as a job task to be completed on the associated job. 

Handy Tip: For level 5 staff access level users, you do have the ability to delete tasks, so instead of ticking N/A for operation types in a job checklist, you can delete these from tasks to remove them completely if not required for the job.