Task Closure Report - Trimble Construction Software
Task Closure ReportWork ManagementJanuary 2014
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WORK MANAGEMENTTask Closure ReportContentsIntroduction . 1Generating the report. 1Data displayed in the report. 3Editing scheduled reports . 8Disabling a report . 8Deleting a report . 9iii
CONTENTSiv
WORK MANAGEMENTTask Closure ReportIntroductionThe Task Closure Report shows the details of all the tasks closed by employees in one or moreorganizational units within the specified time period.It enables managers to monitor the performance of individual employees and organizationalunits. Managers can see how many tasks were closed, whether the tasks met the customercommitments, and can compare the times reported by the employees with those recorded byGeoManager.As the Task Closure Report can contain a lot of data, it is not available as an on-demand report.To prevent the generation of the report adversely affecting the performance of GeoManager, theTask Closure Report must be run as a scheduled report. The resulting report can be delivered toany email address, not just to GeoManager users.To be able to schedule the Task Closure Report, the user’s role must include the ScheduleReports capability, or the following specific capability:Reports Scheduled Reports Create/Edit Schedule Reports Create/Edit Standard Reports Standard Reports Task Closure ReportFor more information about role management, see the GeoManager Admin & User Guide.Generating the reportThe Task Closure Report must be scheduled. It is not available as an on-demand report.To generate the Task Closure Report1On the Administration tab, click Reports and then click Create Scheduled Reports.2From the list of reports, select Task Closure Report.The report parameters appear.3Enter a unique name for the report.To ensure that recipients can correctly identify the contents of the report when it arrives intheir mailboxes, ensure that the name of the report is meaningful. For example, ensure thatthe name indicates the schedule frequency and the organizational unit on which the report isbased, for example, DailyTaskClosureReport NorthWest. The report itself contains the daterange of the data and the date on which the report was generated.4Click the folder icon next to OrgUnit to open the Organizational Hierarchy window.5Click one or more organizational units to select them.Hold down the Ctrl key to select multiple values.These are the organizational units that will be available for the report.6Click Assign to close the Organizational Hierarchy window.The chosen organizational units appear in the list in the Create Scheduled Reports window.1
Generating the reportNote:The Task Closure Report shows the data for individual employees. The data is not rolled up to the nextlevel. You must report on one or more of the organizational units at the lowest level.7Click one or more organizational units to select them.These are the organizational units on which the report is based.8Select the schedule frequency:9 Daily – Generates a report every day or every weekday, using data from up to 23:59 onthe previous day. Weekly – Generates a report once a week on a day you select—Monday throughSunday—using data accumulated for the seven days prior to the selected date. Forexample, you could schedule a report to be generated every Sunday so that managershave the information available for their weekly meeting on a Monday morning. Monthly – Generates a report once a month on a day you select—using data accumulatedfrom the same day the previous month through the day prior to the selected date. Forexample, you could schedule a monthly report for the last Friday of every month so thatmanagers have the information available for their monthly meeting. One Time Only – Generates a report once with the selected start date and end date. Howlong your data remains available depends on the packages you have purchased. The enddate can be any date up to and including the previous day.Select the delivery time and time zone for your report.This is the latest time that the report will appear in the recipient’s mail box. You can selectbetween 6 AM, 8 AM and 4 PM in the appropriate time zone.10 Select the report format. You can choose between: HTML – standard web-page format PDF – Adobe PDF format Excel – this format opens in Microsoft Excel to enable additional file manipulation, suchas sorting, grouping, and other data management capabilities Comma delimited – for export into standard applications or databasesTab delimited – for export into standard applications or databasesThe PDF format contains information related to tasks that have been completed or closed asincomplete. The other report formats contain more details about the employee and the task. 11 Select the Deliver To recipients. You can choose between: 2Email – enter the email address for the recipients. You can enter up to 8 recipients. If youneed to send the report to more than 8 recipients, get your email administrator to set up amail alias for a group of recipients. You must ensure that the estimated size of the reportdoes not exceed the size limitations of your email system. If the report would be too
WORK MANAGEMENTTask Closure Reportlarge, split the report into shorter periods or upload the report to the FTP site instead ofsending by email. FTP – the report will be available on the FTP site ftp.road.com at the time you requested.Use your existing user name and password to log on to the FTP site and retrieve thereport. The report will be available for 5 days after delivery.12 Click Save to save and schedule the report.The Scheduled Report Confirmation screen appears and a test mail is sent to each emailrecipient.13 If the information is correct, click OK.The Currently Scheduled Reports screen appears from which you can edit, enable, disable orremove selected reports.If the information is incorrect, click Edit Schedule to change the scheduled report. See“Editing scheduled reports” on page 8.Data displayed in the reportThe following table shows the data that is displayed in the report. The PDF format contains justthe task closure information in a printable format. The other report formats contain the taskclosure information as well as other employee and task details.Note:All dates and times given are in the time zone of the task.ColumnDescriptionIn PDF report?Org Unit NameThe name of the organizational unit that wasresponsible for the task.YesEmployee IDThe ID of the employee who closed the task. Thisfield is empty if the task was closed by the dispatcherfrom the Work Management UI.YesFirst NameFirst name of the employee who closed the task. Thisfield is empty if the task was closed by the dispatcherfrom the Work Management UI.NoLast NameLast name of the employee who closed the task. Thisfield is empty if the task was closed by the dispatcherfrom the Work Management UI.NoReferenceThe reference number or ID of the task in theexternal system.Yes3
Data displayed in the reportColumnDescriptionIn PDF report?TitleA short description of the task. For example “Prioritysame-day delivery”, or “Repair drinks cooler”.NoClosureWhether the task was closed complete, orincomplete.YesTask Time ZoneThe time zone associated with the specified times.All the times and dates are shown in the time zone ofthe task. For example, the time zone of a particulartask might be PST.YesReported ClosureTimeThe closure time that was entered by the employeewhen closing the task. A task can be closed completeor incomplete.If the task was closed incomplete and the employeeindicated that the task was not started, then this isthe time at which the employee clicked the Closebutton.YesActual Closure TimeThe time at which the employee clicked the Closebutton.YesCommitment TimeThe date and time of the commitment for the task.Yes A complete-by task must be completed by thecommitment time. A start-by task must be started by thecommitment time. A task of type appointment must start before thecommitment time, which is set to the latest starttime.See “Commitment Met” on page 5 for details.Commitment Type4The commitment type of the task: complete by, startby, or appointment. A complete-by task must be completed by thecommitment time. A start-by task must be started by thecommitment time. A task of type appointment must start before thecommitment time, which is set to the latest starttime.No
WORK MANAGEMENTTask Closure ReportColumnDescriptionIn PDF report?Commitment MetWhether the commitment for the task was met.Yes For an appointment, the reported start time forthe task must be on or before the latest start time. For a start-by task, the reported start time for thetask must be on or before the commitment time. For a complete-by task, the reported closure timemust be on or before the commitment time.InterruptedWhether the employee interrupted the task to workon another task.If the employee has clicked the On Site or Travelbutton more than once for this task, then the task wasinterrupted by either quitting the journey orsuspending the task.A task will be classed as interrupted if the employeeclosed the task incomplete and subsequently visitedthe task at a later point; or if a second employeesubsequently visited and closed that task.NoReported TaskDurationThe task duration reported by the employee, whichis calculated as the difference between the reportedstart time and the reported closure time, in minutesIf the task was interrupted (suspended) and thenresumed, resulting in the employee clicking the OnSite button more than once, then the most recentoccurrence is used to calculate the task duration.Values are rounded either up or down to the nearestminute. For example, if the exact value was 6minutes and 29 seconds, this would be roundeddown to 6 minutes. 6 minutes and 30 seconds wouldbe rounded up to 7 minutes.YesEstimated TaskDurationThe duration that was estimated for this task, inminutes.YesReported TravelStart TimeThe time at which the employee clicked the Travelbutton after accepting the task.If the journey was interrupted (quit journey) andthen resumed, resulting in the employee clicking theTravel button more than once, then this fielddisplays the most recent occurrence.If a task was closed incomplete, then the subsequenttask visit will also record a Reported Travel StartTime.Yes5
Data displayed in the report6ColumnDescriptionIn PDF report?Reported Start TimeThe start time that was entered by the employeewhen closing the task.If the employee did not amend the start time whenclosing the task, then this is the time at which theemployee clicked the On Site button. In that case:Reported Start Time Actual Start TimeIf the task was interrupted and then resumed,resulting in the employee clicking the On Site buttonmore than once, then this field displays the mostrecent occurrence.If a task was closed incomplete, then the subsequenttask visit will also record a Reported Start Time.YesActual Start TimeThe time at which the employee clicked the On Sitebutton.If the On Site button was clicked more than once, forexample in the case where a task was interruptedand the employee had to return to the task location,then the latter time will be shown.If a task was closed incomplete, then the subsequenttask visit will also record an Actual Start TimeYesReported TravelDurationThe reported travel duration is the elapsed time, inminutes, between the Reported Travel Start Time andthe Reported Start Time.If the Travel button was not clicked then this field isblank.If the value of the Reported Start Time is a time priorto the Reported Travel Start Time, then this willappear blank.If a task was closed incomplete, then the subsequenttask visit will also record a Reported TravelDuration.YesClosure NotesThe notes entered by the employee when closing thetask.Only the first 1,000 characters of the closure notes aredisplayed in the report.NoReason forIncomplete ClosureIf the task was closed but was incomplete, forexample it could not be started or finished, thiscolumn contains the specified reason for the closure.NoEarliest Start TimeThe earliest date and time that the task is allowed tostart.No
WORK MANAGEMENTTask Closure ReportColumnDescriptionIn PDF report?Latest Start TimeThe latest date and time that a task is allowed tostart. For a task with a commitment type of‘appointment’, the latest start time is used for thecommitment time.NoImportanceThe importance of the task. High, Normal or Low.NoTask TypeThe task type that the task is based on. For example,you might have Install, Repair, or Service as tasktypes.NoCapabilitiesThe capability requirement of the task.NoCustomer Ref.The customer name. Typically, if the customer is acompany, then this would contain the companyname, for example Acme Storage. If the customer is aprivate individual, then this would contain the nameof the customer, for example Mrs Smith.NoTask NotesAny notes relating to the task.Only the first 1,000 characters of the task notes aredisplayed in the report.NoStreetThe house number and street name of the tasklocation.NoCityThe city where the task is located.NoCountyThe county where the task is located.NoStateThe state where the task is located.NoZIP CodeThe ZIP Code of the task location.NoCountryThe country where the task is located.NoContact NameThe name of the person to contact at the tasklocation.NoContact Tel.The telephone number of the customer contact.NoContact MobileThe mobile telephone number of the customercontact.NoContact EmailThe email address of the customer contact.No7
Editing scheduled reportsEditing scheduled reportsAfter creating the scheduled report, you can edit, enable, disable or remove the schedule report.You can edit any part of a scheduled report, including the report type.If a report is not required for a period of time, you can disable it. When the report is neededagain, you can then enable it. See “Disabling a report” on page 8.If a report is no longer required, you can delete it. See “Deleting a report” on page 9.To edit a scheduled report1On the Administration tab, click the Reports menu, and then click Edit Current ScheduledReports.The Currently Scheduled Reports screen appears displaying a list of the currently sc
The other report formats contain the task closure information as well as other employee and task details. Note: All dates and times given are in the time zone of the task. Column Description In PDF report? Org Unit Name The name of the organizational unit that was responsible for the task. Yes Employee ID The ID of the employee who closed the task.
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