SOP 106A BOM Position Employee Maintenance within Archibus · 2.1.4. Clicking the ellipse button located beside Position ID field will display a listing of “Vacant” positions.

Page 1 of 15

UNC Charlotte Facilities Management FM/FIS SOP 106A 21 September 2009 Revision: 12 Oct 2009 Facilities Information Systems

BOM Position and Employee Maintenance within Archibus

NOTICE: This standard operating procedure is available to view digitally on the Facilities Management website: http://facilities.uncc.edu/Archibus/

OPR: FM/FIS (Pamela Duff) FM/FIS (Ray Dinello) Pages 15

II. PURPOSE. This standard operating procedure (SOP) is a user reference for the UNC Charlotte Facilities Management Division personnel. This SOP supplements the Archibus Standard Operating Procedures located on the Facilities Management website. The purpose of this SOP is to establish procedures utilized by the Maintenance & Operations and Housekeeping personnel for employee position maintenance within Archibus Web Central. III. SCOPE. Develop and implement standard operating procedures according to position and employee maintenance process flows. Provide Archibus Web Central users systematic processes and procedures for maintaining critical data when Facilities Management positions are updated, added, abolished, placed on hold or placed on leave and when employees are added, removed or edited. The goal is to clarify these processes and ensure system modifications are initiated efficiently. This SOP applies to all Facilities Management employees and UNC Charlotte Archibus Web Central system users.

IV. RESPONSIBILITIES. Designated Maintenance and Operations (M & O) and Housekeeping (HSKPG) personnel have the primary responsibility for maintaining position and employee data using their Building Operations Manager role located within Archibus Web Central. The FM Supervisors/PAs role has access and reviewing responsibilities to ensure craftsperson information is accurate and up-to date. The FM Facilities Business Office/HR will have access to view/ update employee and positions data as needed using the Employee Maintenance and Position Maintenance tasks located within the FBO role. They may also view reports to track employee information. This standard operating procedure (SOP) is a user reference for the UNC Charlotte Facilities Management Division personnel.

Figure 1: Housekeeping and Building Operations Manager roles

Page 2 of 15

…

Figure 2: Building Operations Mgr (M&O) Labor Admin

 Figure 3: Housekeeping Operations Management Labor Admin V. PROCEDURES 1. Positions Maintenance. Designated M&O and HSKPG personnel will update employee data and add new positions as needed using the Position Maintenance task located within their Operations Account role (M&O = Building Operations Account; Housekeeping = Housekeeping Operations Manager Account) within Archibus (See Section V:1 Position Maintenance Workflow). Likewise, when a craftsperson employee status changes, M&O or HSKPG will add/update the craftsperson information using the Craftsperson Maintenance task (See Section V: Craftsperson Maintenance Workflow). Note: Only M&O or Housekeeping personnel assigned the Building Operations Account role may edit shops, specific craftsperson information and add or delete craftspersons. Although the FBO.HR may update all information the primary responsibility will be on the M&O and Housekeeping personnel assigned Building Operations Manager Account role.

1.1. Designated personnel assigned the Building Operations Account role will maintain Employee Positions within Archibus Web Central.

1.1.1. To add or update a position, M&O or HSKPG designated personnel will log into Archibus using their assigned NinerNet Username and password, select the Positions Maintenance task (Figure 1) which is located within their Operations Account role (Figure 1, 2 & 3).

Building Operations Mgr Tasks for Maintaining Craftsperson and Positions

Building Operations Account Tasks are grouped by category

Page 3 of 15

Figure 4: Position Maintenance

1.1.2. The Position Maintenance window will display. Click on one of the currently listed position to perform update or select the Add New button to add a completely new position using the Position Maintenance form that displays in the right windowpane (Figure 4).

1.1.3. When completing updates or adding a new position, the following fields are required: Position ID, Shop/Zone Code, Reports To Position ID and Supervisor Name.

1.1.4. Type the information in the fields as need. Because the Shop Code is a validated field, the field may be populated by clicking the green ellipse button located beside the Shop Code field and then by searching and selecting from a list of values that displays.

1.1.5. When completing the Position ID field, it is highly advisable to use the current Org Code chart for the position.

1.1.6. When the “Reports To Position ID” is selected, the Supervisor Name field will auto populate.

1.1.7. The “Position Status” field defaults to “Filled”. Other options for selection include: Vacant, Leave, On Hold and Abolished.

1.1.8. Note: Changing the position status will also create an update on the Craftsperson table.

1.1.8.1. When a position status is updated to “Vacant” or “Abolished”, the craftsperson is removed from the position and marked as “Inactive” in the system.

1.1.8.2. If the status is changed to “On Hold” or “Leave”, the craftsperson is marked as “Inactive” but remains in the position.

1.1.8.3. If a currently “On Hold” or “Leave” position is returned to “Filled” status, the craftsperson is moved back to “Active”.

1.1.8.4. “On Hold” and “Leave” positions may also eventually be “Abolished”; Abolish status will result in the removal of the craftsperson from that position and the craftsperson will remain “Inactive”.

1.1.9. Shift defaults to 1st M-F. Additional options: 2nd M-F, 2nd T-Sat, 3rd M-F, 3rd S-TH and 3rd T-SU.

1.1.10. Hours per Work Day defaults to 8 hours. Work Days per Week defaults to 5. 1.1.11. Description field may be used for details about the specific position (Figure 5)

(Example: Position created for new M & O craftsperson ID 6509 approved 6/23/2009).

Page 4 of 15

1.1.12. The Comments field is also provided for position notes. (Example: Position abolished on 4/11/2008).

Figure 5: Position Maintenance Description and Comments fields

1.1.12. Once all information has been entered, select the SAVE Button located in the upper right corner of the windowpane to save all updates and additions. Or, select the cancel button to cancel Position updates or the additions (Figure 6).

Figure 6: Saving/Cancelling Position updates and additions 2. Craftsperson Maintenance.

2.1. Adding New Craftsperson. M&O and HSKPG designated personnel (Supervisors and PAs) will add Employees (Craftsperson) within Archibus (See Section V: 2. Housekeeping and M & O Building Ops Manager: Employee/Craftsperson Maintenance Work Flow). To add new employees or craftspersons within Archibus, the M&O or HSKPG designated personnel will log into Archibus and select the Craftsperson Maintenance task located under their Building Operations Account role (Figure 1, 2 & 3).

2.1.1. After selecting the Craftsperson maintenance task, the Craftsperson Maintenance window will display. Select the Add New button to add a completely new Craftsperson (Figure 7). The craftsperson maintenance form will display in the window to the right.

2.1.2. Type the information in the fields provided, as needed. Please Note: The Craftsperson Code, Position ID and Shop are all required fields.

Page 5 of 15

Figure 7: Adding a New Craftsperson

2.1.3. When selecting the ellipse button located beside the Craftsperson code field, a listing of all Employees in Banner will display to search and select. The employee’s NinerNet user id should be used for the Craftsperson Code. Selecting the Craftsperson code from the list will auto populate the Craftsperson Name and Craftsperson email fields. Note: A craftsperson name will not display for selection if the employee has not yet been added into Banner.

2.1.4. Clicking the ellipse button located beside Position ID field will display a listing of “Vacant” positions.

2.1.5. Position Title, Supervisor Name and Shop / Zone will auto populate based upon the Position ID selection.

2.1.6. The Date of Employment refers the date the employee was assigned the position. 2.1.7. Note: When adding a new craftsperson, the Position ID is required and must be

added using the Position Maintenance task prior to adding the Craftsperson. Changing the craftsperson’s status will also create an update on the Position table. When the status is updated to “Inactive”, the position is updated to “Vacant” in the system. If the status is changed to “Active”, and if the craftsperson is in a position that is currently “On Hold” or “Leave”, the position is updated to “Filled”. Default Function, Role, Craftsperson Name, Supervisor Name, Shop / Zone and Special Skills are also available for update on the Supervisor / PA role for Building Operations. All other fields will be maintained within the Position Maintenance role.

2.1.8. Note: The position must be listed as “Vacant” within the Position Maintenance task in order for the craftsperson to be assigned to the specific position within the Craftsperson Maintenance task. If a vacant position is not displaying, update the position within the Position Maintenance view.

2.1.9. After completing the form, select the SAVE button to save all changes/additions. Select the Cancel button to cancel the updates. To delete the craftsperson, select the Delete button (Figure 8). Please note: Selecting the “Delete” button will “Inactive” the Craftsperson; after being Inactivated, the craftsperson will not display for WR assignment and Update Hours tasks.

Page 6 of 15

Figure 8: Saving/Deleting or Canceling a Craftsperson Position 3. Editing Craftspersons.

3.1. Building Operations Supervisor/PA role will maintain/update Employees (Craftspersons) within Archibus Web Central using the Craftsperson Maintenance task (See Section V: 3: Supervisor/PA role—Craftsperson Maintenance work flow).

3.2. If craftsperson information needs to be edited, designated personnel will log into Archibus using their NinerNet username and password. After logging into Archibus, select the Supervisor/PA role located under the Building Operations Management (BOM) activity. Next, they will select the Craftsperson Maintenance task located under the Tech heading (Figure 9). Please Note: Only the designated personnel within the Building Operations Manager role may add new craftspersons; however, Supervisor/PA may assign Craftspersons to a Crew after creating the crew using the Crew Maintenance task.

Figure 9: Craftsperson Maintenance task

BOM Supervisor/PA Tasks are grouped by category

BOM Task for Maintaining CFs

Page 7 of 15

3.3. Once the Craftsperson Maintenance task is selected, a list of all the Craftsperson names and codes will appear in the Craftsperson Maintenance window (Figure 10).

Figure 10: Craftsperson Name List

3.4. Selecting an existing Craftsperson from the list will display their information in the form (Figure 11).

Figure 12: Craftsperson Maintenance view

3.5. The Craftsperson Maintenance form that displays allows CF information to be edited also. When editing the Craftsperson, change all the necessary fields as needed. After updates are completed, select the Save button to save the changes (Figure 12). Please Note: At this time, a Craftsperson may be assigned to only one crew.

3.5.1. The Craftsperson Code, Position ID and Shop are required fields that have been entered using the Positions Maintenance task.

3.5.2. Craftsperson Name, Supervisor Name and Shop / Zone will auto populate based upon Position ID selection.

3.6. Note: The Shop/Zone assignment may be changed as needed; however, all other fields (CF Code, Email, Position ID and Title) are maintained and updated using the Positions Maintenance task.

3.7. Note: When Shop/Zone assignment is changed, both Shop Supervisors and PAs are notified via email concerning changes.

Page 8 of 15

Figure 12: Saving Craftsperson Shop/Zone update

3.8. If the craftsperson needs to be assigned to a specific crew, select the ellipses buttons located to the right of the Craftsperson Crew field within the Craftsperson Maintenance Window. A pop up window will display, providing the available craftsperson crew codes. Click on the crew code needed; it will automatically appear in the input box.

3.9. Note: This process also works for re-assigning a Craftsperson to a different crew.

Select a different crew code using the ellipse button located beside the Craftsperson Crew Code field and then click on a crew name from the data list (Figure 13). Note: Use the Crew Maintenance task located under the Supervisor/PA role to create a new crew, if needed, before assigning craftspersons.

Figure 13: Craftsperson Crew Code

3.10. If a Craftsperson needs to be removed from a crew assignment, simply delete the

craftsperson crew value from the input box. 3.11. Once updates are completed, select the Save button to finalize all the changes. 3.12. An email is sent informing the Supervisor and PA of the new changes implemented

within Archibus. 3.13. The email includes the following information:

Page 9 of 15

Craftsperson Updated in Archibus by DUFF, PAMELA (pduff) Craftsperson Name: ADAMS, WILLIAM Shop ID: - MOZ04 Position Title: Maintenance Mechanic III Supervisor Name: - Smith, David E. Assigned Crew ID: - Craftsperson Email Address: - [email protected]  

4. Crew Maintenance: Creating, Editing or Deleting a Crew. BOM Supervisors or PAs may maintain/update Crews Assignments within Archibus. If a crew needs to be added, changed or deleted, the Supervisor or PA may do so using the Crew Maintenance task located under the Tech column heading of the Supervisor role (Figure 14).

4.1. Note: Individual Craftspersons can only be added/reassigned to a different Crew using the Craftsperson Maintenance task.

…

Figure 14: BOM Crew Maintenance

4.2. After selecting the Crew Maintenance task, the Craftsperson Crews window will display a list of current craftsperson crews on the left side of the window (Figure 15).

Figure 15: Craftsperson Crew window

BOM Task for Maintaining Crew

Supervisor/PA Tasks are grouped by category

Page 10 of 15

4.3. Updating Current Craftsperson Crews. To update a current crew name, description, etc, select one of the crew codes from the Craftsperson Crew window; the crew will display for viewing and editing in the right windowpane (Figure 16).

Figure 16: Craftsperson Crews

4.3.1. The Craftsperson Crew Code, Function Code and Craftsperson Crew Description

maintained by BOM Supervisor / PA will display for editing. 4.3.2. In addition, the list of Crewmembers currently assigned to the crew will display

on the form for user convenience and view only. 4.3.3. After updating the crew information, select the SAVE button to save the updates.

4.4. Adding New Craftsperson Crews. Click the Add New button to add/create a new crew or select an existing crew name to edit/delete.

4.5. After the Add New button is selected, a blank form will appear in the right window providing fields for creating a new Craftsperson Crew Code, the Function Code and a description field for the new Craftsperson Crew (Figure 17).

Figure 17: Add New Craftsperson Crew window

4.6. To select the function code, click on the ellipses button located to the right of Function

code field. A window will display providing a list of all the Function Codes and hourly rate available (Figure 18).

Page 11 of 15

Figure 18: Craftsperson Function Codes

4.7. Once all the fields have been edited or filled in, select the Save button (Figure 19).

Figure 19: Save/Delete/Cancel Craftsperson Crew Action Button

4.8. Select the Delete button to delete a crew code; however, all members of the crew must have been removed in order to delete the crew. Note: Adding/deleting Craftsperson from a Crew must be completed within the Craftsperson Maintenance task.

4.9. Note: To add or edit Crew Members to a newly created crew, use the Craftsperson Maintenance link located under the Tech Heading of the Supervisor/PA role.

5. Reports

5.1. Reports are available within the M & O and Housekeeping roles for reviewing a list of their employee positions (Figure 20 & 21)).

Figure 20: M & O Supervisor/PA role: Review CF Rpt Figure 21: HSKPG Ops Mgr: Employee Positions Rpt

Supervisor/PA Tasks grouped by category

Page 12 of 15

5.2. The Review Craftsperson Positions report within the Supervisor/PA role provides a report view of all the M&O positions(Figure 22).; the report may be exported to an excel spreadsheet or PDF for printing, saving or emailing (Figure 23)

Figure 22: Employee Positions Report

Figure 23: Employee Positions Report: PDF view

5.3. Note: Besides access to the Craftsperson and Position Maintenance tasks, the FBO and HR role also has access to view consolidated reports of all the Employee Positions data by accessing the Review Employee Positions report (Figure 24). They may also download and print the reports using the PDF and XLS buttons. The Craftsperson Maintenance view allows the FBO to update and view the specifics of craftsperson after clicking on a specific craftsperson from the data list.

…

Figure 24: FBO role-Employee and Craftsperson reports

FBO Tasks grouped by category

FBO Admin: Employee/Craftsperson tasks and reports

Page 13 of 15

V: WORK FLOWS: 1. Housekeeping and Building Ops Mgr Role: Position Maintenance Workflow

Page 14 of 15

2. Housekeeping and M & O Building Ops Manager Role: Employee Maintenance Workflow

Page 15 of 15

3. Building Operations Mgmt: Supervisor/PA role – Craftsperson Maintenance