Fire Safety Work Manager
Contents
1. check box is checked all premises will be returned regardless of whether the job has been scheduled i e has a Due Date matching the inspection type if selected Usage Scenario Allocate Jobs to I nspect and Audit All High Risk Premises Fire safely Wark manager O recorda bebe Set up your Search Criteria MM Dato de E Insp type Jal inspection types e Enter a Date Range e g 01 08 10 31 08 10 sten m alfa ISIS eee yolis Gae lA a Fire Safety Audit Assigned to Fire Safety Audit Nothem Ireland Fire Safety Audit Scotland All people A Fire Setter Schemes Firework Regulations 2004 Follow up inspection All C Free Home Fire Safety Check Full inspection General Fire Prevention Other Fire e Enter an Inspection Type equal to Fire Safety Audit For Inspection Type setup go to page 10 Risk field gt Begins with H Remove the checks from the Allocated and Programmed s Sesimenay ino no re sil es Fienaba imo JSS boxes SS Jl Pisk Tegra vat Eig Select Premises check box CRM E ae r Inch s Incorsolele work oriy P TANT n See nC ees Skea a eee Finds ks loba Print bie locas Jeb complete Job Number Fle Number Fie N FSEC SUN HO Cede Alecaed Te des AA Once you are satisfied with the criteria for your search e Click onto the Run Report button Hun report Pl2. e Scroll down and click onto Work Manager EE Erick Mar k ae i N Heakh and safety The Fire Safety Work Manager window will appear Horut stu Il twen usemm Gia 3H emm 1 eset Hi Hrs ME Eae Ji see n the Search tab there are a verity of options to use for your search A AA ESC ae figa ro z Peres rama Fact E i paaa e a OO criteria Baird xs E iic E Porn E _ _ _ _ _ LL ar P F i f rare het iniciada FS bunch sace rds s wal I r job E Pia dui Z7 para F Completa and camper ee cabin m HE Cad Hee qw In the Advanced tab you will find a list of pre made queries all you need etri tots mtem Fin antem Fm anm Truc mu unto di E 7 Macs todo is enter a date range more details on page 48 c Let s take a look at the Search Advanced Methods in more detail SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 3 Search and Advanced Methods Work Manager now provides two alternative interfaces from which data can be retrieved Search and Advanced Search Tab Provides you with the ability to define the criteria on which the return could be Complete or Incomplete or Unallocated work by selections made from drop down lists You can choose any of the options for your search by clicking onto taa the Dane due c Location al canna tomo J nm temen Cr semerre oae EE L6
3. order by Post Code aceon ide instal nated Pak ieee pe Tie ae Scroll across till you come to the Post Code column O A Click onto the Post Code column header 2 E um ES EBS eee The Results list should be sorted by Post Code using the column header ee FE ES ES me The work can then easily be allocated in block using multiple selection and the allocate function As shown e Click onto the first record e Hold the left mouse key down e Scroll down the Results list Once you have reached the block of records you want to assign e Let go of the left mouse button The Results list should be highlighted SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 7 How to Allocate an Inspection The Premise requiring audits should be highlighted using ctrl click shift click e Select the Allocate button Allacate The Allocate To window will display Allocate to Allocate to The system defaults to the Allocate To Code AE W Division m wak yea E Enter the Post Person Watch or Location or enter a letter the Post E l EIEEE Mel Premises will be allocated to verde due date Macro 5 D A T Book files out to E N TN In this example am entering allocating to a Person Matty M M Han NM Marani M zi To view other records corresponding to the criteria entered e Click onto t
4. T6 7 D 3 m arie sal anie fias url iri remm ho in mami mi A dei Lan duisi Laws CL LD Sa Pew sn 3 i5 int xni ajy EJ H mmn 2 eer Praed Late Dery 1 AT ad mmo uns Ji 0H Hyh besa Laias Carty OA AT haa mim Boal d Tawhio Den dese Lee DL aU PEH 7 Fu i i ise i um Ee B re D L E The Premises will change from Turquoise unallocated premises to E re Bm Im EN A rr el eb Al kiii m tna M Drac on Becken T ed DL ADDIT E quent E 1 pora 3 aget kiia an Faj Mr mme pra OAc 18 18 200 TED mina EU A Hhpehod OLAT 0 C7 OI ead m am n A Zira UI EAE iia in xin Once the Premises have been allocated the premises is now classed as a potential inspection and once refreshed will disappear from the Premises list and appear in the Allocated list SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 10 Re Allocating the Allocated Premises e Make sure the date range is the same date range you allocated to your premises e g August e Remove the tick from the Premises check box e Click into the Allocated and Programmed check boxes e Click onto the Run Report button TEM s Lm 11e mr Tra A O AAA of ame i IT LE d ai Y femme Coss As you can see in my example all Audits due for High Risk Premises 39 3L Vua uu fl mcn cuc E Ves m s h bogaim F ioi D Progr Hmm for the month of August have appeared Miri oe r INN E M r Phm
5. e Click onto the OK button The Inspections that were entered have now be Re Allocated to individual Inspecting Officers SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 12 Advanced Tab Provides you with Advanced Queries suitable for users who have a Good Understanding of Fire Safety System in respect of programmed and un programmed work As you can see in the Reports window there is a list of different type of prepared reports pal inn tainly Work nsanaser 271 records fetched ww e Change the search to Due Date e Enter a Date into the Search box e Click onto one of the Reports ul Ohl itary ences Shes aul AA all ron progiusrmmesd york tut ir concadened ic be curb 7 4 El Al cared sera hed all dile work conplata ei outing i6 All nr pri wake Ve heck ipach pads e Click onto the Run Report button Hun repart Lt Guihanding meinmpectiond Aena all the buibonadinag pi cream eof even di haa beer arca Tos veookd uie Dri sept UJ Liralccsted preger work Seed all pye veo al Fark rud pel been abecated Lee the reper or the feardha f venie JY A propia werk Faima al gacenammed wei sapandieg of aliecahon and completo Thin pod in uselul ler monis t ALL work her M rex Le prpgeammed and dady vk M El First find line must search by Due date and use either equal to or a second If you do not enter a Date a dial og box will a ppear as s hown line to specify a date range Additional find lines can contain
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8. premises to Inspecting Officers SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 6 Allocating Reallocation Work The Work Manager window incorporates a variety of selection mechanisms The system provides the facility to allocate work to People Posts Watch and Locations The system design enables the User Brigade to choose whether the ownership of work i e the Person Post or Location alters when the Start or Finish Dates are updated NOTE The system also enables work to be allocated to No One i e No Person Post or Location details have been entered in the Allocated To field it is still possible to Print the Progress Slip Allocating Work to Posts Allocation of work to a Post it will link to the individual who occupies the specified post at either the time the inspection started or was finished as indicated by the associated service history records Allocating Work to Locations Allocating work to locations would usually only be used for the batch allocation of OPS work or is an efficient and effective method of distributing work to Fire Safety Area Divisions The system will link to a Person or Post by locating the first highest ranking Officer at the Location i e Station to which the work has been allocated Scenario sort work geographically for reallocation to inspecting officers pn 7 EN To ascend records into Ascending
9. ree L meen nee pu I peel Maud e Pam Dm fre M cci NE em icis gu e E See These Inspections are now ready to be Re Allocated to Fire Safety Officers who are based at the Location specified In this example have changed the date range to the following month When allocating future work it is advisable to allocate to a Location Division as the Inspecting Officer may no longer be with the Brigade or moved to another Post Work Manager is a great way to manage and prioritise a programme of work bulk that will assist in the delivery of fire safety inspections of any type of premises postcode or risk for allocation to District Managers for reallocation These inspections can be scheduled for the coming months or years by override Due Date allowing the users to specify the plan due date of the inspections Here is an exercise to assign a bulk of future work to a location s Allocating Inspections in Work Manager can be done for individual premises SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 11 Exercise One All High Risk premises to be audited over the next six months In the Search criteria pg 6 l Enter your Date Range 2 Enter Inspection Type gt Fire Safety Audit 3 Remove the ticks from the Allocated and Programmed check boxes 4 Click onto the Premises check box 5 Enter Begins with gt H in the Risk fi
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11. SOPHTLOGIC Fire Safety Work Manager Build 2059 User Manual For more information E diane mcgovern sophtlogic com T 01473 255552 Contents Allocating Inspections V a Work Madden 3 POO pen On ME ii 3 bearcIi and Advanced Methods le oli ca isla 4 o A mca cu cM ML NIMM cc M re 4 Work Manaver Ke y Colom Stabile bibat a idos 4 LIM PEeRBISOSQ td quoe 5 Allocaune 7 ReallocatoB Wo do twa NGL tates 7 Adibcatine Work to POSES EEEE E NE E tenance ii 7 Allocating Work to Local ons usce ae ene eE a E EN 7 Howto Allocate am Inspection anuro a EE oe E OTE EE EE 8 Re Allocatins the Allocated Premises oe Lieu a a eai bcd S Utd 11 AMC LD tl e o 13 SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 2 Allocating Inspections via Work Manager Work Manager has been enhanced to enable Fire and Rescue Services to develop and prioritise a programme of work that will assist in the delivery of fire safety inspections of any type on any premise These inspections could be scheduled for the coming months or years It would be possible for assessments inspections to be scheduled by type of premise postcode or risk for allocation to Fire Safety Officers For example if the Fire and Rescue Service could decide to focus on the premises that constitute the greatest risk to life ensuring that Fire Safety Audits are scheduled for completion on the following premises types first Hospitals Care Homes HMOs Purpose Built Flats g
12. any search criteria e Enter a Date e Click onto the OK button The information that comes back is only for the date s entered If you want a broader search use greater than gt 31 03 09 or less than 01 04 10 As you can see have chosen the All Work reports T 1 r m ul Dash arenis renee Fee d de tre pel a apri id pru been gino Tu Sou uns ac most ete a he iven gi irapa meh Sal bap I ELE NASII ILIL LL th dd peep anm re tee al poe at omar fan cr cd aed cope lhe mcer goal ka mondi Lu dl mai is dd erp DID rd Pome edo lm p aj Cg Had bt phata AAA i SEE Porat ee Fie ete Tis Hana 308 mE Tolo Jur kem E Pe aa Te Pi IE Cama CET DELAS TRG fet n A ran r enar w r h rom ite E r 1 Ti lc A Ip Im ritu i TEN JPTE Pe ae Dung C P ems ue fad ia Cade Taai n Pee i D pen hum se E Dem i 4 N 2 Base hi 1t EL tene ard Bee Any outstanding jobs will appear in the Results List jobs window On the next page is a more detailed definition of what the reports will show Outstanding Work All Current Work Outstanding Re Inspections Unallocated programmed work All Programmed work All work Allocating J obs Shows all outstanding daily work i e all non programmed work that is considered outstanding The Jobs displayed in the Outstanding work report are all manual jobs created via the Inspe
13. arrows and lunt a amo gt Vis rastas Tous bo hesi S hemn Faust Fink Existe E Mead El Pga x ine e Enter the Date criteria you want the search to be Wario type include T incompiela vaxi aniy rl lb e FP Specter nal Opetonal if reel ores oe between To add amend the Inspection Type or Receipt Type drop down list go to Fire Safety Setup Fire Safety Configuration Inspection Type folder or Methods of Job Receipts pg 11 Some of the results will be in Turquoise Red Black and others are in Blue the Work Manager Key Colour amp Status will explain what the colours indicate Work Manager Key Colour amp Status Turquoise List of Premises Virtual Jobs These can be allocated like programmed work Once the premises have been allocated then the colour will change from Turquoise to Black meaning the Premises is now a J ob Blue Unallocated and Inactivated no Job number assigned and therefore does not exist as an Inspection in the Inspection and Complete No Visits Sub Menu Option against the Premises Blue Records have been generated by Inspection Calendar records being created and act as a reminder for work that should be allocated and carried out based on this they are deemed outstanding regardless of whether the due date has been exceeded or not as they are reminders of work scheduled This due date is the base da
14. ctions and Visits sub record option of the FP Premises Records window Shows all daily work complete or outstanding i e all non programmed work The Jobs displayed in the All current work report includes all work which has been created manually i e created via the Inspections and Visits sub record option of the Premises record card Returns all outstanding programmed work even if it has been allocated This report can be used to monitor programmed work please note a date range must be defined Shows all programmed work that has not yet been allocated All programmed work which has not been created and thus remains unallocated Returns all programmed work regardless of allocation and completion All real work i e those jobs created via the Inspections and visits facility which are complete All programmed work which has not been allocated All programmed work which has been allocated but is incomplete Shows all work i e programmed and daily work This report is suitable for reviewing individual or station workloads please note a date range must be defined All real work i e those jobs created via the Inspections and visits facility which are complete All programmed and un programmed work not yet allocated All allocated incomplete programmed and un programmed work To enable all work e g Daily and Programmed to be allocated to a Person Post or Location The system acknowle
15. dges work as virtual until such time that it is allocated Until work has been allocated inspection details will not be included in the Inspection history A Slip or Job sheet can not be printed until work has been allocated The system will display all work corresponding to the search criteria entered and the report selected i e Outstanding re inspections SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 13
16. e Station Alkosa lx c fe Location ARS OOCC S S CONSCN SC W wack dye p E Dheside due date w Qr a0 E Book Her out te Hogavem D Alocas bo ox cm Staion Offices Code FESTH I ooo E Bock Bet aut lo Stason fficer Abocate lo Boure Fre Staton cow Up ooo Location u ome SG FW WWW Here is an example of the Location District that has been chosen and assigned wach Miozake ho Por Bourne Fes Station E Override dum date 01052010 F Book fles out to Doune Fire Station of the District that has been chosen and assigned for the first of this month Here iS an example Location The Premises will change from Turquoise unallocated premises to Red overdue job the Due Date is before today s date Here is an example of the Location District that has been chosen and assigned for next month The Premises will change from Turquoise unallocated premises to Green allocated job Here is an example of the Person that has been chosen and assigned for next day The Premises will change from Turquoise unallocated premises to Green allocated job Here is an example of the Post that has been chosen and assigned for next week The Premises will change from Turquoise unallocated premises to Green allocated job for next month te oe Green allocated job
17. ease note the selection of the Inspection Type is important as it is the Inspection Type selected that will be allocated to the Fire Safety Inspecting Officer when the job is allocated It also acts as a filter when determining the next and previous inspection dates In this example Work Manager has returned 46 records in the Results List window of all premises which are High Risk with in the date range io o Feed R Popes ia people pos dr dl e MT beh hediad pa FC I 3 specified PRP o or A STEPH TS CUR CHE co beni dh taber Fin Pract Fin Hom CAE H eer es ET Tra bra Fj 1 e E ris apa Piste m Haag Fiet galo im i att le The premises returned will be coloured Turquoise colour 5 5555656556 EEEE ERES ok kunt work Once the premises have been allocated then the colour will change from i Turquoise Premises are Virtual Jobs These can be allocated like programmed Turquoise to Black meaning the Premises is now a Job SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 5 There are new columns that have been added to Work Manager Using the scroll bar at the bottom of Work Manager e Scroll across the page until you come to Previous Insp and Next Insp columns The Previous Insp column returns the most recent Finish Date of the last completed Inspection entered of the selec
18. eld 6 Click onto the Run Report button 7 Ascend by Post Code 8 Select a bulk of premises 9 Click onto the Allocated button pg 9 10 Select a Station Division Area 11 Click into the Override Due Date check box 12 Enter a date into the Override Due Date gt first of the month e g August change month accordingly 13 Click into the Book Files out to station name check box 14 Click onto the OK button 15 Select another Bulk of premises 16 Repeat steps 9 14 gt in the Override Due Date enter the next month 17 Select another Bulk of premises 18 Repeat steps 9 14 gt in the Override Due Date enter the next month You should now have premises allocated by different months to a location i e 12 premises for September 12 premises for October 12 premises for November gt so on At the beginning of each month the District Manager or Administrator can assign the outstanding inspections for that month to the Inspecting Officers e Open Work Manager pg 5 E Enter a Date Range the system will default to the current month e Click onto the Run Report button e Select a bulk of premises Click onto the Allocated button e Select the Inspecting Officer e Click into the Override Due Date check box e Enter a date into the Override Due Date gt change month accordingly e Click into the Book Files out to officers name check box
19. he Inspecting Officers name has appeared in the Allocated To column If you click away the job will change For a Premises from Turquoise unallocated Premises to Green Allocated J ob i 1211 F tryin Posl Radara 1 mt Br Sn dans Techreral Cored CL ALD earn rarus ku B Posy m Lors El Dreta Pixel Loss TEE n 1 i Mans ed eysi Labor ipren D LEHE kii MU Mari id Lal 5 gud ala wa For a Job from Blue unallocated and inactivated to Red allocated and activated amp recorded as an inspection in the Inspection amp Visits option e Make sure the Date Range is the same Date Range you allocated your premises e Remove the tick from the Premises check box e Click into the Allocated and Programmed check boxes Gi Hi Ltd feet watt LAUD X tm are i o 28 E ER semen se ie es ime and A e ere tt rl 702 ots DB pp E rs x m0 ANM bagre fre Sen 504 Addons Live Adder Ure QOL AU ex I Sete iom peme O1 08 I l If you would like to select different premises within the Results list hold the Ctrl key down and Left click onto each individual premises Church End Brdderhar Cad Bourne Fre Staton DOE 2 Test Prosecuce SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 9 Here are a few examples of allocation FP beemde dae dais m ue ano PP Book Hes out lo Boume Fire Station F Divertida due date 05002010 FF Bock Ber out do Bourne Fe
20. he Tab button on your key board if there is more that one name a drop down list will appear NOTE If more than one record corresponds to the criteria entered details of the first record will update associated fields The system will update the Code Location Division Watch and Post details Mogens D Coe MEE Check into the Override Due Date check box is PL sin i wah Dag I ooo a e Enter the Date the Inspection is Due i e 06 08 2010 dade F Back files cut to Megevem D C o Corcal The Book Files Out To check box should be checked if a record is to update File Tracker enabling an accurate representation of File Locations to be maintained Click into the Book Files Out To option M Book files out to Mcgavem D e Click onto the OK button Please Note When allocating work from premises records the system requires you to enter a due date when allocating The allocation of the Inspections via Work Manager will create a new Inspection and associated Job with a due date as previously defined on the Premises Record The job will also will be added to the To Do list of the Inspecting Officers tablet if using WAND SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 8 As you can see the Job Number will have changed from lt unallocated gt to a Job Number and t
21. t 4 Stories Hostels Hotels and those Licensed under the Licensing Act 2003 This can now be achieved by use of Work Manager Work Manager can also be used to utilise fire safety inspecting officers time more efficiently e g allocation of inspections on e g a postcode which means one or more officers can assess premises in the same vicinity and share transport The following changes have been made to Work Manager e Inclusion of all Premises and properties from 3rd party gazetteers property registries delivered by the addition of a Premises and Include scheduled premises check box on the Work Manager s search criteria e The facility to search directly on FSEC group e Allocation of premises properties in bulk by use of Work Manager s Allocate function e g ability to select multiple premises by FSEC Group for a division and allocate to district manager for reallocation e Addition of override Due Date on the Allocation windows allows users to specify the planned due date for premises allocated via Work Manager e Inspection Type drop down list has been re ordered alphabetically e NB Archived Inspection Types will be listed at the bottom of the list e FSEC Group Previous Inspection and Next Inspection have been added to the Results list To Open Work Manager FP premises Reconds FP Fla Humber Frgiet r e Click onto Fire Safety Lather Planer
22. tard Er aerem tine Mtm nece ica tel Aaii a cn Tape meteor tot Pm Pa Du Pw amine LL METTI in te s ap a ecules pu ES A r a m 1mm Y wo weh hae o j nteamrmacas fian eana xim TEE imn temo m mas oe e ED d NN Ee pa 1 Rer TER ET al y Le k ha a eee uv ET j zt A E ro E APS fian i M ine wa m wmm xw b omne ne e Remum uc c s i 5 doped ta E imie E eget Pem Ai panpa posti locales aval makchas 2 Er ir Persrra boca imka C ircorgiea coni sni ee o Eod C DP pc r pa UU Compie ard recorde c Feli god euh September 1 i Fer 4 aru Nis Li DI ase Pam Costes Oa r i lare Fam biain OEA r 4 1 fourm Fam tates Sue ikir e i ole eame ns E fours Fee birer ote 1 ILU NT eee G CPI JE lara m birer 12504 H TA eimi iom pee barra Fan unm Ota a 5 high Lemsi Laia E ck fram reme li i Bours lis hen Eia m tw Gare Luise Cos t wduer hue passi lars NET Da zh tnam Dar Adae dederim pese lass is nas ET E A aa hiber bass prote i lassi nanc PODA E Msi Em Lattin Cate Cuin Memento inm ha n Tal E Ain Al L ede 2 Verse fem eme Parm Fm taies Ota i EB High lamn inar imbie eom pref fare airs pis uie h o uires Paci om ir Burn ben Sar ote tik Wi fiber Lair wr bim bor pra fos war bora erp asi Lome wider eum neos A Iss E REMIS 31 E A o es And the month after October
23. te plus frequency record against the Inspection criteria Red These are allocated job that is overdue This can include jobs generated from inspection calendar Black Work that has been allocated and completed regardless of whether the work was completed on or after the due date Complete Yes Can include programmed work Green Allocated work that s not yet completed Excludes overdue work If you click onto the Run Report button with only a date range and no search criteria all records will appear that are allocated or programmed inspections the premises box will be greyed out e Click onto the Run Report button As you can see the jobs that have been set up in Inspection and Visits will appear in this list SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 4 Listing Premises If the Premises check box is selected in Work Manager this will return all premises in the Property Directory Premises will be identified by the Type PRE Method of Job Receipt Premises and will be coloured turquoise By default premises where an inspection is due after or on the start of the reporting date range are excluded from the results Where an inspection type is selected in the search criteria this is then used as the basis for the next and previous inspection dates This is a great way to catch up on the Backlog of any premises that have not been inspected However if the Include scheduled premises
24. ted Inspection Type The Next Insp column will return the Due Date of the next Inspection scheduled specified by the selected Inspection Type The most recent inspection is dictated by the end date of the date range specified For example if the date range for the report is entered as 01 12 2010 31 12 2010 the system would look for the last completed inspection specified by the inspection type if selected that occurred before the 31 12 2010 This ensures inspections completed within the reporting period are included in the results The next inspection date is dictated by the next earliest due date matching the inspection type if selected that s scheduled after the 01 12 2010 This also ensures work scheduled in the selected reporting period is included in the results Please note If the reporting date range starts before the date of the previous inspection the Previous Insp column will be blank If the Include scheduled premises check box is checked the results will include premises where an inspection has been scheduled matching the inspection type if selected after the reporting period s start date vw Include scheduled premises If the reporting period s end date is after the date of the next inspection the Next Insp column will be blank This allows for multiple forward allocation of work the same premises i e planned audits over several years To allocate these High Risk
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