SMART Operator Notes

version 3.3

Part 2. Job Details

From version 3.3 of Smart the same window is used for all service types. However, the layout of the window and the way it works may differ depending on the service type and your access level. For example, if you have Operator access level you are not permitted to edit some fields which are shown as editable in the document below.

Press the F1 key in this and other windows for further information.

Quick Overview

To create a job, bring up this window from the Job List by pressing the Insert key, or by right clicking and selecting Add. Depending on your system configuration you may be asked to select from a list of locations (Sites) (this is the default for an alarm response). Otherwise, when the Job Details window appears, enter the Location's site code or press the button with 3 dots [...] to the right of the Location: field to look up a Location.

For further information about searching for or adding Locations, go to the Searching for a Location page.

Now you can complete any of these fields which are not pre-filled. In general you must fill the fields from top to bottom:

Location
Bill To
Service
Initial Status (optional)

To despatch the job, enter a Provider number and a despatched time (or press the F6 key).

The job is considered complete when On and Off Site times have been entered and any other requirements (e.g. order numbers or resolution codes) have been entered.

Details

To make an entry for Location, Bill To, Service, or Provider, key in a code or number, and press the Tab key. If you entry was incorrect, a pick list will appear for you to make a selection.

Alternatively, press the lookup button [...] to go direct to the pick list.

The Person entry field will accept any name, or you can press the lookup button [...] to choose from a list of drivers. When you select a Service Provider, the driver currently logged on to that Service Provider (if any) is placed in the Person field.

The Job Number field can only be edited by users with Accounts or Administrator access levels.

When you choose a Service, Smart will attempt to find the correct Service Provider for that service/site.

To modify a date or time, press Alt T (hold down the Alt key and press the T key) to move to the list, or click in the list. Use the up and down arrow keys to highlight a time, then press the space bar to set or clear the time. Double click on a date or time to make adjustments.

You can also use these shortcut keys to speed up time entry

F6 to enter the Despatched time. If the Despatched time is already entered it is selected but not changed.
F7 to enter the On Site time. If the On Site time has already been entered, or the Despatched time has not been entered, the On Site time is selected but not changed.
F8 to enter the Off Site time. If the Off Site time has been entered, or the On Site time has not been entered, the Off Site time is selected but not changed.

You can also use the F10 key to save changes and exit the window, or the ESC key quit without saving changes.

Location Detail

Any special instructtions (including temporary Site Notes) for the location are displayed in the Instructions and Notes area. For more detail, press the Location Details button.

You can enter details into the Initial Status/Request field by

typing them in, or
pressing the Initial Status/Request button and selecting from a standard pick list, or
keying a code into the small box below this button, and pressing the Tab key. The code must match a code in the list displayed by pressing the button above.

The Line Number field may be labelled Docket Number depending on your system configuration.

If the Order Number or Line Number field turns red, the Customer or Alarm Company has requested that you enter a value before the job can be considered complete.

Alarm Details Tab

Press the Panel button to select from a list of panels (if any) for this location. Panel details are shown in the large white space below (you may not enter information here).

Press the ADSW button (if visible) for access to ADSW alarm configuration information.

Select one or more Zones by doing the following:

Press the Zone: button to see a list of Zones for this location. Type the zone number to locate a zone in the list. Press the Select button to choose a single zone, or press the space bar to choose two or more zones, then press the Select button (or the Enter key) to return to the Job Details window. Or
Type the Zone number into the small field below the Zone: button, and press the Tab key to select this Zone.

Depending on the alarm type, you can edit the Description or Block for the Zone by double clicking on it. Any changes you make are stored for future use.

You can also key in Zone Notes for further information.

In the above screen shot, 'Alarm Company' has been renamed to 'Police Station' (this is an example of a configurable term). The Alarm Company (in this case, Police Station) is the one selected in the Site Details window.

Service Details Tab

Service Type and Control Room (labelled here as Operating Unit) entries determine how this job is classified for viewing and reporting purposes.

If your access level permits, you may use Status to mark this job as a Quote, Rejected Quote, Schedule (awaits Scheduling), Complete or Approved for invoicing.

Choosing a higher Priority will cause the job to appear higher in the list of jobs in the Job List window.

You can use Est. Hrs to enter an estimate of effort (in hours). If you entered hourly details in the Labour/Materials tab (see below), the total entered there is displayed.

If the Order Number field appears in red, an Order Number must be entered before the job can be considered complete.

If you check the Abandoned box, the job is considered complete and accounts staff or supervisors can determine whether the job is to be billed.

Details you enter in the Service Details and/or outcome will appear on invoices (unless you uncheck the Print on invoice box) and reports for this job.

Pressing the F9 Standard Phrases button allows you to select from a list of standard phrases and insert them into the Service Details box. To select two or more phrases, highlight the phrase and press the space bar to select it.

Pressing the Large Edit button provides a much bigger window in which to enter service details.

Checking the Checked (ops) checkbox causes a check sign to display beside the job in the job list, indicating to accounts staff or managers that an operations supervisor has checked the details on this job.

Press the Guards button for a quick'n'easy way of entering guard post details.

Source/Resolutions Tab

Source indicates the origin of the job or alarm. You can enter details of the source by

Pressing the Source button and selecting from a pick list of standard phrases, or
Entering a source code in the box below the Source: button, and pressing the Tab key, or
Typing the details into the box.

To enter Resolution details, select the Resolution list box then press the Insert key, or right click and select Insert. You can select from a list of standard resolution codes, and enter details of people contacted. The job is not considered complete until all required contacts have been made.

Press the Create Linked Job button to create a job based on this one. Most of the details will be the same but you can select e.g. a different service provider and service type. Linked jobs can optionally be shown together on reports.

Internal Notes Tab

Internal Notes are for internal use only and are not included on invoices or other documents sent to clients. Your operator code and the time and date of your entry are automatically inserted for you.

Press the Job Change Record button to see a list of all changes to this job, including operator code, date, and time.

Check the Deferred to box to indicate that the job has been held up for some external reason (e.g. to await the arrival of the keyholder). Enter the date and time that you expect the job to resume, and enter the reason for the deferral in the Internal Notes box.

Labour/Materials Tab

This tab appears if you select a service type other than Response or Patrol. If you select a service type of Guard then the Materials list is not displayed.

Right click in the list and select Insert, or press the Insert key to add an entry. Double click on an entry or press the Enter key to view an entry.