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SPECTRUM Training Manual

Introduction

Table of Contents Lesson: Introduction ............................................................................................1

Introduction to DWMS ....................................................................................1 Introduction to SPECTRUM ..............................................................................6 Introduction to Mobile Data Computers (MDC) ...................................................8 Introduction to Radio Communications............................................................ 10 Training Manual Icon Definitions .................................................................... 13 SPECTRUM Course Details ............................................................................. 15

AEP DWMS

SPECTRUM Lesson: Introduction 1

Lesson: Introduction

Introduction to DWMS

The Distribution Work Management System (DWMS) is the new set of processes and software programs being implemented to streamline Distribution work. These standardized processes and highly efficient tools will allow Distribution to better track and expedite work—benefiting both AEP’s customers and employees. DWMS will also enable Distribution to better utilize its assets and to return greater value to AEP’s shareholders.

The software programs were chosen by employees from throughout Distribution from a full set of products available on the market. Two programs, from Severn Trent Systems, are STS and Scheduler.

• STS, marketed as “STORMS,” is an operational resource management tool to help manage the work.

• Scheduler is used for scheduling field resources such as line crews, meter technicians, service technicians, engineers, and field operations representatives.

• The third program is SPECTRUM, a mobile application originally developed and used within the western regions of AEP. Field personnel use this mobile application to receive their jobs and track their progress in real time, using AEP’s 800-megahertz radio system.

STS, Scheduler, and SPECTRUM will link job initiation and design, job scheduling and tracking, materials and supply procurement, and time reporting functions into an integrated approach. The computer system will connect Distribution’s work management process with more than 50 cross-functional activities within Dispatching, Customer Solutions Centers, Supply Chain, Accounting and Finance, Human Resources, among others—providing system users with all the information needed during the lifecycle of a job.

DWMS combines the best features used today throughout the company, while adding new features to support Distribution in becoming the “Best in Class.” It replaces Planning & Scheduling Process (PSP), Transmission/Distribution Information System (TDIS), Work2000 and Job Cost Accounting (JCA) software products.

Continued on next page

AEP DWMS

2 Lesson: Introduction SPECTRUM

Introduction to DWMS, Continued

Benefits of the Selected Systems

STS integrates all vital job functions.

STS allows jobs to be initiated through interfaces with the Customer Solutions Centers and Distribution Dispatch Centers, or by any Distribution employee with access to STS or SPECTRUM. This computer system provides the necessary information for designing and estimating projects, forecasting and requesting materials, creating jobs, reporting job status and costs as well as closing jobs.

Scheduler aids in resource leveling.

Scheduler aids in prioritizing the work and scheduling job assignments according to pre-programmed specifications. It groups assignments in logical geographic sequence and handles the ordering of appropriate materials. If outage work suddenly becomes necessary, Scheduler reorganizes the job schedule accordingly.

SPECTRUM eases labor-intensive processes.

SPECTRUM eases the labor-intensive processes of job assignment and tracking, job closing and time reporting by placing the system in the hands of field personnel. It has been well received by employees who have used it since 1998 for various types of jobs including service, construction, and meter. It is SPECTRUM’s integration with the two other computer components that combine to result in a comprehensive work management system.


AEP DWMS



The diagram below represents the interfaces between all the applications used by AEP within the work management process.

DWMS Interfaces

Figure 1, DWMS Interfaces


AEP DWMS



The diagram below represents the elements of DWMS and shows the “Lifecycle” of work from start to finish.

Throughout the lifecycle you will be collecting relevant information in order to gain optimum utilization of resources.

Work Management Lifecycle

Figure 2, Work Management Lifecycle


AEP DWMS



Work Management Benefits:

The benefits of the STS work management system are as follows:

• Improved customer service

• Accurate and timely management information

• Accurate information for regulatory requirements

• Effective planning tools

• Standardized job types, job times, and materials

• Accurate prediction of material requirements

• Reduced unplanned work

• Reliable performance comparisons

• Reduced administrative time and paperwork

AEP DWMS


Introduction to SPECTRUM

Welcome to SPECTRUM

SPECTRUM eases the labor-intensive processes of job assignment and tracking, job closing, and time reporting by placing the system in the hands of field personnel. Service technicians throughout Distribution will “go mobile,” using laptop computers aboard their service vehicles. They will be able to receive and input the data needed to perform all aspects of the job, from order intake to closeout to time recording.

SPECTRUM streamlines the processes for handling service jobsdefined as rapid response service work, not requiring engineering or construction servicesthrough the enhanced use of mobile data reporting in all Distribution regions. The system will minimize or eliminate handoffs among departments, thereby reducing unnecessary delays and inefficiencies.

When a customer places a request, the order will be automatically passed to SPECTRUM and routed to the appropriate employee’s laptop in the field. As service employees begin and complete their tasks, the program will record their time and the costs of the job will be documented. And as personnel enter data concerning details of the job, the information is recorded for future queries about the order. Field employees will also be able to close the job and, in most cases, generate new job requests using SPECTRUM.

Jobs processed in SPECTRUM include:

• Service Restoration

• Switching Orders

• Meters and Outdoor Lighting Connects and Disconnects

• Service, Meter and Outdoor Lighting Installations

• Meter Testing

• Service Upgrades

• Collections

• Other Customer-Related Questions, Complaints and Special Issues


AEP DWMS


Introduction to SPECTRUM, Continued

Here is a list of associated reference material that relates to SPECTRUM:

• SPECTRUM Training Manual

• Business Processes

• DWMS Website

AEP DWMS


Introduction to Mobile Data Computers (MDC)

The Mobile Data Computer (MDC) is a laptop computer that plays a vital role in AEP’s strategy for providing outstanding customer service. Here is a picture of the MDC:

Figure 3, Mobile Data Computer

The SPECTRUM MDC is the property of AEP and is designed exclusively for the SPECTRUM application. It is a company computer and is pre-loaded with corporate-wide standard software including Microsoft Windows and other software packages required to run SPECTRUM.

Note: Loading and running unauthorized software may cause the SPECTRUM application not to function.

AEP support personnel ensure that company computers are available for client use. If something gets deleted or altered, an EDM update will reload the necessary files.


AEP DWMS


Introduction to Mobile Data Computers (MDC), Continued

Employees are responsible for taking care of company equipment assigned to them.

The MDC can run for a short time on battery power only, but to keep from losing data, you need to plug in the AC adapter to keep the battery charged.

Follow all instructions for maintaining and periodic cleaning of the MDC. For detailed information, see the SPECTRUM and the Mobile Data Computer lesson.

Business Rules:

For security and safety reasons, the MDC should always be locked to the mounting platform. Also, the MDC should not be left in the vehicle overnight.

Warning: For safety reasons, the driver is not permitted to operate the MDC while driving.

Do not load software without prior authorization. The introduction of unauthorized software runs the risk of exposing the MDC to computer viruses and corruption of the standard software configuration.

AEP DWMS


Introduction to Radio Communications

Radio communications are an important part of your daily activities in the field. The AEP 800 MHz radio system (like all others) does not provide 100 percent coverage. The diagram below shows an example of a no coverage area (gray area in middle of diagram):

Figure 4, No Coverage Area


No Coverage

AEP DWMS


Introduction to Radio Communications, Continued

(continued) While in the truck, the 800 MHz radio system transfers data between the MDC and Field Operations. This updates various applications for completed jobs and updates the jobs on the MDC.

The diagram below depicts how the communication system operates:

Ethe

rnet

SIM Server

AEP Mainframe

Columbus Router

Local Router

Radio Tower

EDACSData Gateway

(EDG)

Typical System Path

Mobile Data ComputerSPECTRUM Application

LAN/WAN

LAN/WAN

CISData

Mobile Radio

STS Application Server

RDI

STARGATE

JESSICA

Integrated MultisiteController

(IMC)

Figure 5, Communication System Diagram: Mainframe to MDC


AEP DWMS


Introduction to Radio Communications, Continued

(continued) Delays in data transfer might be caused by:

• Being in a “no coverage” area (no signal),

• Being near a “no coverage” area (weak signal),

• Being near a signal obstruction (weak signal) or

• Competition with voice traffic over the radio system (voice will override data).

In all cases, the MDC saves the data, waits until a clear signal can be established and communicates with the various applications when able.

If there is no contact with a tower, the radio display shows NC (no channel). If the radio has contact with a tower, the display shows DATA CALL when transmitting and receiving data.

Also, the mike must be in the mike holder to receive or transmit data. If the mike is not in its holder, the radio displays NO DATA. When the mike is replaced in its holder, the radio displays DATA CALL.

AEP DWMS


Training Manual Icon Definitions

Icon Conventions

This manual uses icons to introduce each section. The icons are listed below with a description of the kind of information that is contained within each section.

The Overview icon gives a “high level” understanding of what information will be covered.

The Concepts icon displays key learning points for the lesson.

The AEP Business Rules icon provides information on how AEP will use the functionality being presented.

This section also presents fields discussed in the task and any information specific to AEP.


AEP DWMS


Training Manual Icon Definitions, Continued

The Step by Step icon provides instructions for using the system functionality being presented within the course.

The Activity icon provides “Review” questions over some of the key parts of the lesson and “Try It Out” activities. Also, at certain stages the instructor will hand you an exercise to complete. This gives you the chance to put into practice what you have learned to this point. If you have any questions or need a hand, just ask your instructor.

The List icon displays a list of the lessons, tasks or references. Each training module may present several lessons related to a specific topic. Within a particular lesson there may be several tasks that must be completed. Every lesson is broken into multiple tasks shown in the list.

The Terms icon defines system terminology with which you may or may not be familiar.

The Shortcut Keys icon defines shortcut keys you can use to perform system tasks.

AEP DWMS


SPECTRUM Course Details

Before taking this course, you must:

• Be familiar with computer keyboards and basic data input concepts.

• Possess a basic knowledge of MS Windows.

• Have reviewed the DWMS Overview presentation on the DWMS website at http://ednow/distribution/wms/main.asp.

This course provides in-depth training on SPECTRUM.

Our goal is to introduce you to the basic concepts within SPECTRUM with a focus on working various jobs in the field. We want to give you the opportunity to explore the many search, help and system features, and learn to navigate through the SPECTRUM system.

Participation in the class is welcomed and encouraged. Our courseware is designed to be educational, informative, interactive and fun.

By the end of the course, you will be familiar with the Work Management Lifecycle and competent in some or all of the following topics, depending on your job role:

• A basic understanding of Mobile Data Computers and Radio Communication

• Navigation through the SPECTRUM application

• Maintaining crew assignments and equipment

• Working service orders

• Initiating job requests from the field

• Working trouble orders

• Working engineering orders

• Reporting time

• Exception processing

• Working offline

• Handling errors

• Using IOWA to locate customers

• Maintaining the Mobile Data Computers


AEP DWMS


SPECTRUM Course Details, Continued

(continued) Throughout the course, we intend to make the learning process as interactive and enjoyable as possible.

The course uses a “Show and Do” format as follows:

Trainer introduces the subject.

Trainer demonstrates the subject.

Participants practice the subject.

Participants complete an exercise from a handout.

There may be a Review that asks about some of the key points of that lesson, plus a Try it Out that provides hands-on practice.

Enjoy!


AEP DWMS


SPECTRUM Course Details, Continued

Lessons

Each training module will present several lessons related to a specific topic. Every lesson will be broken into multiple tasks.

Here is a list of the lessons for the STS Introduction module:

Lesson # Lesson Title

1 Introduction

2 SPECTRUM and the Mobile Data Computer

3 Explore SPECTRUM Features

4 Use SPECTRUM Tools

5 Assign/Unassign Employees

6 Initiate/Transfer/Exception Jobs

7 Meter Orders

8 Investigation Orders

9 Nonmetered Orders

10 Street Light / Outdoor Street Light Orders

11 Outage Orders

12 Engineering Orders

13 Time Report

14 Appendix A: Job Type Code Index

15 Appendix B: Glossary

Documents

1 SPE Intro 1 Introduction - Design DLA · STARGATE JESSICA Integrated Multisite ... website at . ... Microsoft Word - 1 SPE Intro 1 Introduction.doc