Facility Focus

Facility Focus Training 2010

Training Developed and Reviewed by:

• Sarah Hanson• Patricia Zabriskie• Mark Flinchum• Pat Runge• Valli Lavakumar• Terri Standridge• Libby Karras• Buster Johnson

Work Request Initiated

Department Pulls Up Request

Time and Materials Applied

Department Changes Status to Complete

Accounting and ITS Reviews

Customer Billed

Work Request Closed

Overview

• Menus, Fields, and Toolbars• Entering, Modifying, and Completing a Work

Request• Projects and Project Groups• Planned Work Requests• Searching for records and using filters• Miscellaneous features• P-Card Charges if needed

Getting Started

• Double Click on the Facility Focus Icon

Facility Focus.lnk

Menus, Fields, and Toolbars

Facility Focus Main Menu

Facility Focus Main Menu

• Drag menu items from right panel to the left panel– Create sub-folders– Move contents of folders

Facility Focus Main Menu

• Arrange folders by Name or Type

Submenu

• Click the module folder on the left screen to display the contents of the module in the right panel

• Double-click the menu icon item to display the main screen for that sub-Module

Sub-module Screen

• Entry menu displays a drop-down menu• Arrow to the right indicates additional selections

Mouse

• Drags or resizes objects• Display short-cut menu using the right mouse

button

Keyboard Shortcuts

• ALT + underlined letter• Then use underlined letter

Keyboard Shortcuts

• Can use function keys such as F2 or Ctrl Z to choose a menu command– F2 = Find– Ctrl + Z = Undo

• See handout

Toolbars

• Change in accordance with user needs

Toolbar Icons

Exit Facility Focus module

Define a User Filter to narrow data for Find

Re-size and arrange the open windows vertically

Re-size and arrange the open windows parallel to each other

Rearrange open windows in layers

Re-size and layer open windows so each title bar is visible

Rearrange minimized icons in active window

Puts entry screen in search mode

Toolbar Icons

Retrieve records once Search criteria entered

Clears search criteria

Add a new record to the database or insert a new row

Displays a quick list of selected documents

Make changes to selecteddocument

Delete a selected record orrow of an existing record

Send document to defaultprinter

Save data

Toolbar Icons

View records

Zoom to view options

Quickly access a recordfrom Find

Relate documents, messages, or picturesoutside Facility Focus

Calculator utility

Shows documents related to Facility Focusrecord

Keeps track of userswho have modified a record and when

Refresh values displayedby drop-down list

Manipulating Toolbars

• Drag using the mouse• Right mouse click on the toolbar to select

display• Window Toolbars to select display

Field Types

• Display-only

• Text Entry

• Numeric Entry

• Drop-Down Lists

Field Types

• Radio Buttons and Check Boxes

• User Definable Fields

Field Types

• Zoom Fields

Field Types

• Zoom Fields– Select a Value

• Arrows or Scroll bar to view options• Click once with mouse to highlight a row

– Splitter Bar• Divides the Zoom Screen so you can keep a row or two

stationary while you view other fields and records

– Sort • Select the column name to sort alphabetically/numerically

Field Types

• Zoom Fields– Stemming

• Blank box in lower right

• Select column

• Type in characters (i.e., first few letters of record)

– Find• Click Find

• Click in column until you see a gray cursor

• Type a value

• Click Select

• Screen will display only the records that contain the value you typed

Field Types

• Contractor Field• Dates• Use Delete or CTRL D to delete screen fields

Text Processor Tool

• An abbreviated word processor that can be accessed from several different areas within the Facility Focus environment– Click any page icon on any entry screen– Type your text into the window– Click Close– Select Yes– Click Open to locate a file and select an existing

document

Text Processor Tool

• Text Editing– Cut, copy, paste, select all or undo using the editing

tools in the text processor tool– Find – Replace

Entering, Modifying, and Closing a Work Request

Work Request Entry

• Create new work requests– All pay jobs must be entered by Work Management– Non-pay jobs may be entered by the Department

• Edit, update, or review existing work requests• Copy information for like work requests into a

new work request

Work Request Entry

• Document work requests by performing the following:– Describe the nature of the work– Assign the shop responsible for request– Indicate the account used to finance the work

requested– Divide the work into phases

Work Request Entry-New WR

• Upper half of the window defines the work request

• Lower half of the window describes the phase of the work request

Work Request Entry-Header & Detail

Work Request Entry-New WR

• Work Management Module Work Management Entry Work Request Work Request Entry

• Click Insert• Enter information

– Fields in red are zoom fields. Click Zoom to display a list of items to choose from.

Problem Code

Description of Work

Dept ID preferred, or Customer initials, Zoom

Contact

Phone

Verify is correct

Verify is correct, enter property & location using zoom

Work Request Entry-New WR

• Urgent work requests must be responded to within 4 hours, so Work Management will call the department superintendent to notify them of any urgent work requests

• Click Save

• Tutorial

Work Request Entry-New WR

• Exercise 1: Entering a New Work Request

Work Request Entry-Update

• Once Work Management or the Department has entered the Work Request, it is now ready to be modified by the individual shop

• Work Management Module Work Management Entry Work Request Work Request Entry

• Click Search– Select “None” and enter search criteria, then click find to locate

record –OR-– Choose “Filter” and locate record

• Click Update

Work Request Entry-Update

• Change status from 00-OPEN to 20-ASSIGND

Work Request Entry-Update

• Select the Persons button• Enter four-digit employee # (or use zoom

function)

Work Request Entry-Update

• Modify the Estimated End date by clicking in field and clicking on zoom

• Enter Location using the zoom function (if not already)

• Click Save• Tutorial

Work Request Entry-Update

• Exercise 2: Assigning/Updating a Work Request

Work Request Entry-ButtonsEnter or view shop, shop person, budget, and estimate information

Allows you to print the work request or phase, send fax, page, or e-mail notification

Copy work request information to a new work request record

Keep track of work requests you have entered into the system

View status history for the work request or previous work requests for the property. Can also view the last 10 work requests for the property to check for duplicates.

Select and print several work requests at once

Work Request Entry-Send Button

Work Request Entry-Send Button

• Exercise 3: Printing a Work Request

Work Request Entry-ButtonsEnter estimates

Display a list of shop persons assigned to a specific work request phase

View or enter account information for the work request

Create a new phase

View information regarding status history, invoices, or time cards for the work request

Work Request Entry-Copy Phase

• Use when a department needs to create a new phase of the work request (within the same shop)

• May need to manually change status to Open

Work Request Entry-Phases

Work Request Entry-View

Work Request Entry-View

Work Request Entry-View

Work Request Entry-View

Work Request Entry-View

• Exercise 4: Using the View Button to access status history and transaction viewer

Work Request-Status Complete

• Department changes status to 70-WORKCOM when the work request is completed

Work Request/Phase Rapid Status Change

• Allows you to change the status of a group of work requests without having to edit the records one at a time.

• Work Management Module Work Management Entry Work Request Rapid Status Change

Work Request/Phase Rapid Status Change

• Click Search

• Select None

• Enter Work Request #’s

• Click Find

• Click Update

• Click Change All at the bottom of the screen (or change status for each Work Request manually)

• Choose a new phase status code

• Click OK

• Click Save

Work Request/Phase Reopen

• Allows authorized personnel to change the work request and/or Phase status from complete to incomplete, thus reopening the work request

• Work Management Module Work Management Entry Work Request Reopen

• Screen will automatically load all work requests and phases that are in a closed status

Work Request/Phase Reopen

• Click Edit• Change status from closed to open• To process all, click Change All• Click Save• Pre-Edit will review proposed changes before

saving them and create error messages

Projects

Project

Project Group

Work Request

Projects

• Project-a group of work requests– Must be set up before any work requests can be

associated to them– Work Management Module Work Management

Entry Project– Click Insert

– Enter information into fields available on the screen– Click Save

Include building name

Displays project creation date

Projectestimator

Drop- down list

Start and end dates for project

Zoom to select

Total budget for project if desired

Enforces account distribution set-up for the project to any work requests assigned

Defines contracts for work requests associated with the project

Add work request to project

Shop

Displays costs for labor, equipment, materials, and contracts

Displays planned work requests associated to this project record

Allows you to enter and view progress information

Displays a history of statuses used over the life of the project

Copies planned work request/phase and estimate creating new work requests

View or enter account information

List of service or contract lists for work requests

Break

Project Groups

• Projects can be grouped together to track and report total combined cost

• Work Management Module Work Management Entry Project Project Groups

Project Groups

• Click Insert

• Enter information into fields available

• Click Save

Zoom to select the Project

Project Budget Change

• Provides a way to make changes to the budget of a project in the Work Management module

• Work Management Module Work Management Entry Projects Project Budget Change

Reopen a Closed Project

• An authorized user may retrieve the closed (or complete) project record and click the edit icon

• FF will prompt with a message asking if you wish to reopen it

• Click Yes to complete

Planned Work Requests

Planned Work Request

• Planned work requests may be promoted to a Project, at which time they become active work requests

• Helpful for large projects which require pre-planning for estimating, and/or budgeting

• Work Management Module Work Management Entry Work Request Planned Work Request

Planned Work Request

• No costs can be charged• Can promote to an active work request• Once promoted, cannot edit planned work

request

Planned Work Request

• In the Project Entry screen, you can see which currently planned and promoted work requests that are associated with the project– Click Planned WR(s)– View Planned Work Requests that have been

promoted or Click Promote– Click Save to ensure Planned Work Requests will be

accessible via the Work Request Entry screen

Planned Work Request

Planned Work Request

• Version field tracks previous versions of planned work request records, as estimates are changed or modified

• Is possible to promote a planned work request with one or more of the phases not being promoted

Search for Records

New Search for Records

• Work Management Module Work Management Entry Work Request Work Request Entry

• Click Search

• Select None• Click OK

New Search for Records

• Enter search criteria– Enter header, detail, and/or sub-detail fields– Choose to search only by one sub-detail– Field sizes expand to accommodate lengthy search

expressions

New Search for Records

• Use comparison criteria

New Search for Records

• Use comparison criteria

New Search for Records

• See handout for more comparison criteria

• Click Find

New Search for Records

• View Records

• Browse Retrieved Records– Click Browse

– Use arrow keys or Page Up/Page Down to move up or down the list

– Use mouse or spacebar to select a record

New Search for Records

• Browse

New Search for Records

• Use Go To Row to select a specific row

New Search for Records

• To initiate a new search, click New Search

• To reverse your last action in Search mode, click Cancel

• Tutorial

User Filter for Searching

• Allows the user to create search criteria which can be saved and re-used when needed.

• Can define User Filters at the Header, Detail, and Sub-Detail level

• Common filters: – Shop-Open– Shop-Assigned– Shop-Work Completed

User Filter for Searching

• Work Management Module Work Management Entry Work Request Work Request Entry

• Click the User Filter icon• Click New• Enter name of filter• Click Close

User Filter for Searching

• Type in filter criteria• Click Save

Modifying a Filter

• Work Management Module Work Management Entry Work Request Work Request Entry

• Click the UserFilter icon• Select the filter to be modified• Click Modify

Modifying a Filter

• Click Yes, No, or Cancel

Modifying a Filter

• Edit filter criteria• Click Save

• Click Yes

Deleting a Filter

• Work Management Module Work Management Entry Work Request Work Request Entry

• Click the User Filter icon

• Enter or select the name of your filter• Click Delete• Click Yes

Using a Filter

• Work Management Module Work Management Entry Work Request Work Request Entry

• Click Search• Choose filter• Click OK• Facility Focus (FF) compares all property to the

criteria stored in the filter to retrieve applicable records

• Tutorial

Records

• Click Update to update retrieved records

• Click Insert to insert new records

• Click Cancel an edit or entry

• Click Delete to delete records

• Click Save to save records

Search for Records• Exercise 5 and 6: Search for Records and

Using Filters to Search for Records

Saving Search Results in Excel

• Work Management Work Management Entry Work Request Work Request Entry

• Click Search• Choose filter or enter search criteria• Click OK• File Save As

Saving Search Results in Excel

Saving Search Results in Excel

Enter file name Click save

Change type to Microsoft Office Excel

Miscellaneous Features

External Document

• This feature allows you to associate external documents to the current record.

• Whenever you retrieve the record, the related document is available to view.

External Document• Work Management Module Work Management

Entry Work Request Work Request Entry• Find an existing Work Request and update OR create a

new Work Request (Click Insert)• Click on the Related Docs Button to attach• Place cursor in the Document field and click Zoom • Select file• Click Open• Select Code• Check Select box

External Document

Calculator

• Performs simple calculations while you work• Window Calculator

Messaging and Text Processing

• Messages allow you to exchange messages with other Facility Focus users.

• System Administration Messaging• Message screen appears

Messaging and Text Processing

• Click Compose

• Click “TO” to open in the Zoom window

Messaging and Text Processing

• Select user to whom you wish to send the message

• Click OK

Messaging and Text Processing

• The Compose window reappears with the name of the user in the TO: field

• Enter title• Click Page next to the Title field to open the Text

Processor Tool

Messaging and Text Processing

• Type your message• Click Close• Yes

Messaging and Text Processing

• Setting the Timer defines how often the system will be checked for new messages.

• System Administration Messaging• Click Set Timer• Set Interval and Unit• Click OK

Inventory and Equipment Module

• Inventory and Equipment Module Inventory and Equipment Entry Enterprise Inventory Master

Inventory and Equipment Module

• Click Search• Enter part # or description• Click Find

Inventory and Equipment Module

• Select item to view• View availability

Summary

• Menus, Fields, and Toolbars• Entering, Modifying, and Closing Work Requests• Projects and Project Groups• Planned Work Requests• Searching for records and using filters• Miscellaneous features• P-Card Charges-next

P-Card Charges

Applying P-Card Charges

• Departments must enter p-card purchases into Facility Focus

• Purchasing and A/P Module Purchasing and A/P Entry Orders Credit Cards

• Click Insert

Write down number Enter description

Zoom to select Wachovia

Zoom to select p-card account

Select shop

Zoom to select contractor

Enter C, N, or I

Enter supplier part #

Enter supplier description

Enter EA for each

Enter cost per item

Enter Quantity

Enter Purchase Date

Change to Finalized And Click Save

Check Total

Applying P-Card Charges

• Click Insert to add more items from the same vendor

Applying P-Card Charges

• Purchasing and A/P Module Purchasing and A/P Entry Disbursement

• Click Insert• Click Credit Card Button• Select the Transaction Number (from previous

step)• Click Ok

Select work request

Enter work request number

Enter phase number

Applying P-Card Charges

• Click Save• Select Yes• You can click insert (or click Credit Card button)

to add additional items to a work request• Tutorial

Applying P-Card Charges

• Exercise 7: Entering P-Card Charges