Overview - Work Orders Dispatching

Work order or ticket dispatch handles both one time work events and regularly scheduled work that requires documentation e.g .Manifest. Market segments that use work orders include

Markets

  • Medical waste
  • Grease
  • Roll offs
  • Propane delivery
  • Event level billing. e.g. charge for date and time when service provided
  • Management of inventory on customer location


Activities that use work orders are:

  • Deliveries
  • Pickups
  • Service
  • Equipment repair and replacement
  • Exchanges
  • Moves

Steps

  • Service location entered
  • Service location mapped
  • Last mile directions entered (special instructions to find the actual service location)
  • Create Work order with details of work to be completed
    • Minimally
      • Type of work order (Activity)
      • Financial details e.g. rate codes, rates, quantities and description for work
      • Schedule date (date work is to be completed)
      • Special driver instructions

    • Optionally
      • Disposal location, type waste, tpid number
      • Type and quantity of inventory to be used up to 4 different type units
      • Dispatching information (route, driver truck and stop. Usually done by dispatcher latter)
      • PO number
      • Vendor is out sources
      • Work Code
      • COD amount
  • Schedule when and who completes work. Depending upon work
    • Delivery on route, assign service route stop and assign work order to route.  The work order will immediately show up on web service tablet so driver knows what has to be completed
    • Delivery using utility drivers - Use work order recommendation to have schedule date updated to next date route will be run
  • Invoice
Methods and timing for invoicing work orders are:
    • Charges are known - Invoice should be generated  immediately and paid with credit card on file
    • Equipment placement and time required before setting charge - as soon as work order is completed either electronically via web service tablet or paper at end of the day, it should be converted to line items, invoiced and charges to credit card on file
    • Company policy to Invoice from date of placement of order.  - As soon as work order is created, the equipment should be assigned to site, rates assigned and first invoice generated. These should be reviewed before credit cards are charges for clerical errors
  • Schedule repeat Events
If this is repeat work that requires additional work orders or contact to follow up several options exist. Each has it own features and it a good match for different services

Options
  • Site Reminders - typically used for residential service that requires contact before next service
  • Site or customer note with a future date. - these can be popped up, displayed in a dispatch board (F11), printed 
  • Standing Orders - This tool actually generates the next work order for dispatcher to scheduler and when completed, invoiced. Teh tool can generated work orders any number of days, weeks or months and automatically maintains dates until it is removed or cancelled