TABLE OF CONTENTS

• Log in the Close Out Dashboard
• Add/Edit Resources
• Preview Work Order Checklists
• Calendar
  • Add/Dispatch Work Order
    • Requesting Sites
    • New Dispatch
    • New WO 
    • Extend WO Dispatch Schedule/ Delete Dispatch
    • Change Dispatch Resources
• Preview and Trim Dispatched Checklist
• Create a custom Work Order Photo Checklist
• Review Photos
  • Checklist Item Context Menu
  • Resolution & Comments History
• Versions and Results
• Track Progress and Status
• Export Package (Extract/Submit COP photos to Client)

Log in the Close Out Dashboard

As a CLPM Reviewer, open the Close Out Dashboard in either web or mobile view. 

If an employee assigned to the CLPM Reviewer role is a desktop or web user, they can work on the web version of the dashboard. A mobile user provides access to the mobile view of the dashboard launched through the mobile application. 

 Or open the mobile view of the dashboard.

Add/Edit Resources

Resources can be dispatched and access your Work Order Checklists through the Fieldclix mobile app on their phone. Add a resource for each person you want to have this access.

As soon as you create a new resource, the system:

• Creates a new Employee and turns on “mobile” access.
• Adds a resource for the Region specified in the system constant.
• Also fills in an Employee Category from the system constant.
• Assigns the CLPM Submitter and Mobile.FSM roles. These roles provide access to the WO module and close Out modules in the mobile app to work with WO checklists.

Note that  if the default region for new resources is empty, only an Employee record is created and the Resources tab in the Employee's card is empty.

You can use the last 4 digits of an employee's phone number as a PIN, making it easy to remember.

Preview Work Order Checklists

Open the Checklists tab in the Close Out dashboard to go through the Checklist Items and familiarize yourself with them: checklist preview parts, grouping, item names, descriptions and sample photos and the checklist selection drop-down menu used to view any available checklist.

Use the filter by Scenario to display checklists for a specific Project and Scenario.

The checklist header indicates the type of work order for which the checklist is defined, as well as the region and customer for which it can be used. It is set in the Work Order Type.

Calendar

There are two versions of the Calendar in the Close Out dashboard: regular and simplified. It is controlled by the system constant and can vary for each client. The regular is the same as the Dispatch Calendar. The simplified calendar is limited to a set of actions to a dispatch. Here we will look at the simplified calendar.

To learn more about the functionality of the regular one, visit these articles.

Each Dispatch on the calendar shows info about the Work Order, Build Plan and Dispatch, and offers connections to many linked Records. This makes the Calendar a great entry point for much of the system, including Checklist Photos for Review.

To access a WO’s Checklist Photo Review Interface:

• Navigate to FCX dashboards 
• Select the Close-Out dashboard 
• Open the Calendar tab 
• Double-click on the desired WO’s Dispatch to jump to the Review Interface.
  

Add/Dispatch Work Order

Requesting Sites

Sites are preloaded as much as possible, but may not always be.

If you do not find the Site you are looking for, contact your Project Library Manager and provide the Site ID/Name, full address, lat/long coordinates (only needed if address unavailable).

More about Sites here.

New Dispatch

New WO 

New Work Order action is the easy GBP (generate Build Plan) process. It generates a Build Plan for the selected Site and Scenario, creates Work Orders under specific WO Types according to the Scenario, and adds Dispatches for the chosen dates. BP's Customer is populated from the system constant. 

A notification (text, email, chat) is automatically sent to Dispatch Assignees at the moment of Schedule save. This notification contains info about the WO, Site and Resource.

Extend WO Dispatch Schedule/ Delete Dispatch

To open the Dispatch context menu, right-click on the desired Dispatch:

• Revise Schedule — to copy the dispatch to the selected dates.
• Delete — to delete the dispatch. Note that published dispatches that have a checklist result cannot be deleted, only canceled.

You can publish dispatches for as many days in advance as specified by the system constant. The default is 5 days.

Work Days are set in the Working Time Calendar.

Change Dispatch Resources

When to use? If you change who should deploy to and work on photos for that Site on that day.

To change Resources:

• Click on a Resource Name on the Dispatch in question.
• Select new Resources.
• Click Change. Notification will be sent and the WO will be visible to the new assignees in the app.

Preview and Trim Dispatched Checklist

Checklists are designed to be fairly specific in scope, so that the Checklist selected reflects almost all photos potentially required, and few which are rarely required. That stated, each build is different and there will be sometimes be Checklist Items not required by a Site.

To minimize distractions for your crew, preview and “trim” the WO Checklist Items before the crew gets on-site.

To do this, recommended best practice is:

• Schedule the WO first.
• Find the WO on the Dispatch Calendar.
• Jump to the WO in the Review Interface:
  • In the regular calendar, right-click the Dispatch header in the Calendar and select “Checklist Results.”
  • In the simplified calendar, just click the Dispatch header.

Preview the Checklist Items:

• You will see all associated Checklists in the Checklist Pane of the Review Interface.
• Each Checklist is expanded with every Checklist Item listed.
• Each Checklist Item has a checkbox to its left which is checked by default.

Un-check Checklist Items to exclude them from the Mobile App.

Only checklist items without results can be excluded.

Create a custom Work Order Photo Checklist

The "New Checklist" feature provides the ability to copy a WO Photo checklist. This allows a Reviewer to easily create multiple photo checklists within a Work Order, broken down by different classifiers. Read the separate article to find out more.

Review Photos

The Review Interface allows you to:

1. View each photo. In the preview window, you see all versions of the checklist item result.

2. Read checklist Item comment provided by the field.

3. Resolve each photo as Approved, Rejected or Do not Submit. If the checklist item has several result versions, then select the required one and change its status. Or if you want to approve several versions → select the needed version → click to "Create Result from Version".

Look at the Work Order checklist Result lifecycle. 

Once you open the pending checklist result in the preview, it automatically turns to the Reviewed after few seconds.

4. Provide comments. In this case, don't forget to click Save Comment. Return rejection notes to the field as instructions of how to correct the problem. The field (Submitter) will receive a notification in the mobile app. They can click on the push notification to open the rejected item. One important note: this notification will be sent to all submitters involved in the checklist result. All clocked in submitters who upload a result, add a comment, change its status to Completed and vice versa to In Progress.

5. View resolution and field and reviewer comments in the History.

6. When you are ready: export all approved files to a ZIP file to submit to the client.

More details about Comments

• Resolution comments from the Reviewer only push to Mobile for the “Rejection” resolution, not for any other.
• If some comments were entered under “Rejected” resolution, those comments will remain in the My Comments box until the comments are changed or the resolution is changed. Even logging-out does not remove it.
• If “Rejected” is selected, but no comment is currently in the My Comments box, AND THEN, you enter some comment, the comment will ONLY be sent to Mobile If you either
  1. Reselect “Rejected” OR
  2. click INTO some other field OR click a button OR change tabs OR leave the page by minimizing, alt-tabing, etc. Clicking into an open area will NOT trigger send.
• The above applies to comment revision: It sends whatever is in the My Comments box, after the text is changed AND you reselect “Rejected,” or click out of the comments as outlined above.
• If some resolution other than “Rejected” is selected, AND some comment is in the My Comments box, AND you select “Approved” OR “Rejected” the comment will be removed from My Comments box and will NOT send to Mobile!
• In the above scenario, if some comment had previously been sent to Mobile, the resolution in Mobile will clear and ALL resolution comments, previously visible on the Checklist Item in the App, will be removed.
• If “Rejected” is selected, AND some comment is in the My Comments box, AND you select some other resolution, the comment will remain in the box, but the resolution in Mobile will clear and ALL resolution comments, previously visible on the Checklist Item in the App, will be removed.
• This applies even if you select “Do Not Submit”.

Checklist Item Context Menu

Right-click on the desired checklist item to open the menu:

• Delete Result — only the Reviewer can delete results of all statuses.
• Upload New Version — upload new version of the current result.
• Upload Result — upload photo/document as a new result for the checklist item.
• Download Sample — download a sample if available
• Edit Comments — add/edit checklist Item comments. Here, a Reviewer can write additional instructions for a field crew.

Resolution & Comments History

This feature is mainly useful if you are having trouble getting the photo you want and there have been several rounds of comments to and from the field.

Versions and Results

Read detailed information about what a checklist item result and version is here.

Track Progress and Status

The Status tab of the Close Out dashboard contains the following parts and features:

Work Orders. By default, Reviewers see all Build Plans with active Work Orders that have a checklist. If they apply filter by BP, it will show you all related WOs (active, closed) that have a checklist.

Important Dates

• Published = the date of the first scheduled Dispatch.
• Started = first photo taken.
• Last Activity = last photo taken

Key #s

• Required number of photos = Checklist Trim.

We total up the number of checklist items from the checklists related to WO.

As for the recurring checklist, we add up the number of checklist items of each scheduled dispatch. 

For instance, a recurring checklist includes 5 items. You have 3 scheduled dispatches for WO with the recurring checklist. The number of required photos is 15 because for each dispatched day you should upload 5 checklist results.

We do not take into account disabled checklist items – items that have been marked as NA by Reviewer.

• # Out of Correction = Rejected Photos. It excludes Retaken Photos and Do not Submit Results.
• # Customer Rejected — the number of results rejected by Customer. 

Key %s

• Completion % = Trimed Items Taken.
• Reviewed % = % of Taken Photos.
• Approved % = % of Reviewed Pgotos.

Export Package (Extract/Submit COP photos to Client)

When you are ready: export all Approved photos in a Zip file to submit to the client.

Learn more about how to work with Work Order checklists in the mobile app.